class registration user guide - bcrm environments registration user guide.pdf · 8.3.3 default sets...

Class Registration User Guide | JA USA Business Improvement Team

Class Registration User Guide JA USA Business Improvement Team


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1 Contents

2 Introduction ___________________________________________________________________ 1

2.1 Quick Links ________________________________________________________________________________ 1

2.2 Class Registration Deadlines _________________________________________________________________ 1

3 Class Registrations _____________________________________________________________ 1

3.1 Verify Class Data ___________________________________________________________________________ 1

3.2 Register Classes ____________________________________________________________________________ 4

3.2.1 Using Class Registration Upload _________________________________________________________________________ 5

3.3 Class Registration Emails ____________________________________________________________________ 6

4 Review Registration Reports _____________________________________________________ 7

4.1 Non-Resolved Error Report ___________________________________________________________________ 7

4.2 Program Activity Report______________________________________________________________________ 7

5 Year-End Verification ___________________________________________________________ 8

5.1 Steps for Year-End Verification ________________________________________________________________ 8

5.2 Using the Year-End Verification Website ________________________________________________________ 9

5.2.1 Confirm Totals for JA Area Offices _______________________________________________________________________ 10

5.2.2 Verify Totals for JA Area ______________________________________________________________________________ 10

5.2.3 Undo Year-End Verification ____________________________________________________________________________ 11

6 BCRM Class Registrations ______________________________________________________ 14

6.1 Confirm Class Registrations _________________________________________________________________ 15

6.2 Resolve Class Errors _______________________________________________________________________ 17

6.2.1 Un-verify the Class ___________________________________________________________________________________ 17

6.2.2 Modify the Class _____________________________________________________________________________________ 18

6.2.3 Re-Verify the Class __________________________________________________________________________________ 20

7 Access Class Registrations _____________________________________________________ 20

7.1 Add a New Program Year ____________________________________________________________________ 20

7.1.1 Update Program Names and Contact Hours _______________________________________________________________ 21

7.1.2 Update the Submission Query __________________________________________________________________________ 22

7.1.3 Set the New Default Program Year ______________________________________________________________________ 22

7.1.4 Rare Updates _______________________________________________________________________________________ 23


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7.2 Create New Classes ________________________________________________________________________ 23

7.2.1 Entering Class Information _____________________________________________________________________________ 24

7.2.2 Add New School to List _______________________________________________________________________________ 25

7.2.3 Add Teacher to List/Add Volunteer to List _________________________________________________________________ 25

7.2.4 Add New Firm to List _________________________________________________________________________________ 26

7.2.5 View Reports and Queries _____________________________________________________________________________ 27

7.2.6 Back Up Your Database _______________________________________________________________________________ 27

7.3 Submit Your Microsoft Access Database _______________________________________________________ 28

8 Raiser’s Edge (RE) Class Registrations ___________________________________________ 29

8.1 Constituent Data ___________________________________________________________________________ 29

8.2 Installing Class Manager ____________________________________________________________________ 31

8.2.1 Setup _____________________________________________________________________________________________ 32

8.2.2 Security ___________________________________________________________________________________________ 32

8.2.3 Auto Notification Letters _______________________________________________________________________________ 33

8.2.4 Class Manager ______________________________________________________________________________________ 33

8.3 Adding a New Class ________________________________________________________________________ 34

8.3.2 Class Copy _________________________________________________________________________________________ 42

8.3.3 Default Sets ________________________________________________________________________________________ 47

8.3.4 RE Event Query and Export ____________________________________________________________________________ 47

8.3.5 Create an Event Query________________________________________________________________________________ 47


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2 Introduction This user guide provides instructions for using the Program Registration website and Crystal Reports built to

support the class registration and year-end verification processes.

2.1 Quick Links Program Variances and Local Project Applications

o Use this online application for all JA Area variances and local project requests.

School PIN Search

o Search for school PIN numbers and create new school PINs as needed.

Class Registration Upload

o Submit verified classes using this online class registration upload tool.

Year-End Verification

o Provide final verification of class registrations for the current Program Year.

JA Help Desk

o If you have any questions, please do not hesitate to contact the JA USA IT Help Desk by email

at [email protected] or by calling us at 719-540-6120.

Program Implementation Standards

o Find the Program Implementation Standards for the current program year in the JA USA

Intranet in the Education folder.

2.2 Class Registration Deadlines Verified classes should be submitted to JA USA on a regular basis to allow registration errors to be corrected

in a timely manner.

February 15th – Fall Class Registrations Deadline

o October 15th – Fall local project applications deadline

o February 1st – Fall variance deadline

August 15th – Year-End Class Registrations Deadline

o April 30th – Final Deadline for ALL local project applications

o June 30th – Final Deadline for ALL variance applications and blended class requests

3 Class Registrations All classes must be registered successfully with JA USA to be included in the JA USA reports. Each class

must contain all required data and adhere to the Program Implementation Standards.

3.1 Verify Class Data The following key data fields should be verified in BCRM, Raiser’s Edge (RE), or the Access database prior to

registering your classes with JA USA. See the sections on BCRM Class Registrations, Raiser’s Edge (RE)

Class Registrations, or Access Class Registrations for more details.

http://bizapps.ja.org/Registration/

http://crystal.ja.org/BOE/BI/custom.jsp

http://bizapps.ja.org/Registration/variance/start.aspx

http://bizapps.ja.org/Registration/pin/start.aspx

http://bizapps.ja.org/Registration/classes/start.aspx

https://bizapps.ja.org/Registration/yearend/start.aspx

http://helpdesk.ja.org/WorkOrder.do

mailto:[email protected]

https://www.juniorachievement.org/group/jausa-intranet/program-implementation/-/document_library_display/NTsDHd0rdosn/view/940123?_110_INSTANCE_NTsDHd0rdosn_redirect=https%3A%2F%2Fwww.juniorachievement.org%2Fgroup%2Fjausa-intranet%2Fprogram-implementation%2F-%2Fdocument_library_display%2FNTsDHd0rdosn%2Fview%2F939385%3F_110_INSTANCE_NTsDHd0rdosn_redirect%3Dhttps%253A%252F%252Fwww.juniorachievement.org%252Fgroup%252Fjausa-intranet%252Fprogram-implementation%253Fp_p_id%253D110_INSTANCE_NTsDHd0rdosn%2526p_p_lifecycle%253D0%2526p_p_state%253Dnormal%2526p_p_mode%253Dview%2526p_p_col_id%253Dja-column-right%2526p_p_col_pos%253D1%2526p_p_col_count%253D3

https://www.juniorachievement.org/group/jausa-intranet/home

https://www.juniorachievement.org/group/jausa-intranet/home

https://www.juniorachievement.org/group/jausa-intranet/program-implementation/-/document_library_display/NTsDHd0rdosn/view/940123?_110_INSTANCE_NTsDHd0rdosn_redirect=https%3A%2F%2Fwww.juniorachievement.org%2Fgroup%2Fjausa-intranet%2Fprogram-implementation%2F-%2Fdocument_library_display%2FNTsDHd0rdosn%2Fview%2F939385%3F_110_INSTANCE_NTsDHd0rdosn_redirect%3Dhttps%253A%252F%252Fwww.juniorachievement.org%252Fgroup%252Fjausa-intranet%252Fprogram-implementation%253Fp_p_id%253D110_INSTANCE_NTsDHd0rdosn%2526p_p_lifecycle%253D0%2526p_p_state%253Dnormal%2526p_p_mode%253Dview%2526p_p_col_id%253Dja-column-right%2526p_p_col_pos%253D1%2526p_p_col_count%253D3


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Data Field Required Description

Program Year Yes Only classes for the current program year will be accepted till August 15th.

JA Area Yes Your JA Area is identified using a 6 digit ID value.

Registration Number Yes This is the class number or event ID used to identify each class

Semester Yes

The semester the class was conducted in must be a valid value:

Fall

Spring

Summer

JA Program Yes The JA Program must match one of the active programs for the current program year. This includes local project/R&D programs.

School Level Yes

The school level for the class must be a valid value:

Elementary School

Middle School

High School

Mixed Level

Grade Level Yes

The grade of the students attending the class must be a valid school grade (K-12). The grade will be validated to be sure it matches one of the standard grades for the selected JA Program or matches one of the grades approved for the selected variance or local project.

Delivery Method Yes

The delivery method for the class must be a valid value:

Standard

JA in a Day

After school, Standard

After school, JA in a Day The delivery method will be validated to be sure it matches the expected delivery method for the selected JA Program or matches the delivery method of the selected variance or local project.

Variance Code No

Only required if the selected JA Program is R&D or JA Learning Experiences. The variance code must match an approved variance or local project. The variance code will be validated to be sure it matches the selected JA Program, JA Area and is in the current program year. Use the Program Variances and Local Project Applications to submit an application for approval.

Total Students Yes The total number of students must be greater than 0.

Student Ethnicity Counts No

Only required if the selected delivery method is After School. The student ethnicity counts will be validated to be sure the sum of all counts is equal to the total students. When student ethnicity counts are not provided for Standard and JA in a Day classes they will be calculated using the student data provided by MDR (Market Data Retrieval).

School Yes The school must have a valid School PIN that is active and assigned to your JA Area. Use the School PIN Search to find the correct PIN numbers for your schools.




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Educator Name Yes Each class must have at least 1 educator. The first and last name will be validated to be sure they are both valid values.

Educator Address Yes Each educator must have a valid address. The street address, city, state and zip code will be validated to be sure they are all valid values.

Educator Phone Yes Each educator must have a valid phone number. The phone number will be validated to be sure it contains numbers and characters constant with a phone number.

Educator Email No The email address is optional and will be saved without validation.

Educator Gender Yes

Each educator must have a valid gender value:

Female

Male

Unknown

Educator Ethnicity Yes

Each educator must have a valid ethnicity type:

American Indian/Alaska Native

Asian

Black/African American

Hispanic or Latino

Native Hawaiian/Pacific Islander

Two or More Races

Unidentified

White

Volunteer Name Yes Each class must have at least 1 volunteer. The first and last name will be validated to be sure they are both valid values.

Volunteer Address Yes Each volunteer must have a valid address. The street address, city, state and zip code will be validated to be sure they are all valid values.

Volunteer Phone Yes Each volunteer must have a valid phone number. The phone number will be validated to be sure it contains numbers and characters constant with a phone number.

Volunteer Email No The email address is optional and will be saved without validation.

Volunteer Gender Yes

Each volunteer must have a valid gender value:

Female

Male

Unknown

Volunteer Ethnicity Yes

Each volunteer must have a valid ethnicity type:

American Indian/Alaska Native

Asian

Black/African American

Hispanic or Latino

Native Hawaiian/Pacific Islander

Two or More Races

Unidentified

White


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Organization Name Yes Each volunteer must be associated with a valid firm or organization. The name will be validated to be sure it contains a valid name.

Organization Address Yes Each organization must have a valid address. The street address, city, state and zip code will be validated to be sure they are all valid values.

Organization Phone No The organization phone number is optional and will be saved without validation.

Class Contact Name No The class contact is optional and will be saved without validation. This is used to group the results in the Non-Resolved Error report for classes submitted via BCRM.

Class Contact Email No The email address is optional and will be saved without validation for classes submitted via BCRM.

3.2 Register Classes Every class that has been verified must also be registered with JA USA so that it is saved in our database of

record. See the sections on BCRM Class Registrations, Raiser’s Edge (RE) Class Registrations, or Access

Class Registrations for more details.

BCRM Users

o JA Areas using BCRM will have their classes registered automatically once they have been

verified in BCRM.

Verified classes are registered daily at 3:03am ET

Unverified classes are removed daily at 3:33am ET

Raisers Edge (RE) Users

o JA Areas using RE must export their verified classes into a csv file and submit their classes

using the Class Registration Upload webpage.

Submit a ticket to the JA Help Desk to remove a class that should not be registered

Access Database Users

o JA Areas using Access must create a Submission table with their verified classes and submit

the classes in their Access database file using the Class Registration Upload webpage.

Submit a ticket to the JA Help Desk to remove a class that should not be registered






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3.2.1 Using Class Registration Upload Only JA Areas with Raisers Edge (RE) or Access databases must upload their class registration files with this

tool. Open the Class Registration Upload website and click Sign in. Enter the credentials provided to you by

JA USA for websites like Crystal Reports and the JA USA Intranet.

The Class Registration Upload page selects the default JA Area for your user. If your JA Area contains

satellite, offices each satellite JA Area may be selected using the drop-down list. Note that only classes for the

current Program Year will be accepted.

If needed select the correct satellite JA Area

Click + Add file… and select your local class registration file

o The file extension must be csv, mdb, or accdb


https://bizapps.ja.org/Registration/account/login.aspx


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Click () Start

Check for Upload Complete!

3.3 Class Registration Emails For each class registration file processed a Class Registration Import Results email will be sent to the

Registrations Information email addresses for your JA Area.

When class registrations are unverified in BCRM a Class Registration Removal Results email will be sent to

the Registrations Information email addresses for your JA Area.

Please contact the JA USA IT Help Desk (719-540-6120) if you have any questions or need to change the

recipients(s) of these emails.

mailto:[email protected]?subject=Class%20Registration%20Issue


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4 Review Registration Reports All class registrations should be reviewed for accuracy using

the reports in the JA Crystal Reports website. Any remaining

Non-Resolved Errors must be addressed before the Year-

End Verification processes can be started. Enter the

credentials provided to you by JA USA for websites like the

JA USA Intranet.

Click the Corporate Categories on the left to view a

list of report Titles for each category

Hover over the report Title to see a description

Double click the report Title to open the report

Select or enter the parameters required

Click OK to view the report results

4.1 Non-Resolved Error Report The class registration processing now includes additional validation and warnings for classes that do not

adhere to the JA Program Implementation Standards. Warnings will not prevent classes from being registered,

however they should be reviewed for data integrity.

Double click Non-Resolved Error

Select your JA Area

Update each Class/Event ID

o In BCRM un-verify the class to modify it

Fix all Error Messages and Warning Messages

Submit updated classes registration

o In BCRM re-verify the class

o For RE and Access upload classes using the

Class Registration Upload webpage

4.2 Program Activity Report The Program Activity report returns the official count of classes, students and contact hours for the selected JA

Area. This report includes subtotals for each program and class school level.


https://bizapps.ja.org/Registration/classes/start.aspx


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Double click Program Activity

Select your JA Area

Select the current Program Year

If needed select optional parameters

Check that the counts are accurate

Submit additional class registrations if needed

o In BCRM verify the class

o For RE and Access upload classes using the

Class Registration Upload webpage

5 Year-End Verification All class registrations must be completed and verified no later than 5PM, Mountain Time, August 15th or the

Monday immediately following August 15th if it falls on a weekend. Failure to meet the submission deadline

will disqualify a JA Area from the Summit Award. JA Areas must ensure they do not have any class

registration errors and that the totals for classes, students, and contact hours are correct prior to starting the

Year-End Verification process.

5.1 Steps for Year-End Verification Note that class registration processing now includes additional validation and warnings for classes that do not

adhere to the JA Program Implementation Standards. Warnings will not prevent classes from being registered,

however they should be reviewed for data integrity. Please review your registrations for accuracy on the JA

Crystal Reports site using the reports in the Registration category.

Review Non-Resolved Error report in Crystal Reports

o All errors for every class must be resolved before moving to the next step

Review Program Activity report in Crystal Reports

o The counts for classes, students and hours must match BCRM, RE or Access

JA Area Staff Confirm totals in Year-End Verification for Class Registrations (optional)

o A JA Year-End Verification email will be sent to your JA Area President

JA Area President Verify totals in Year-End Verification for Class Registrations

o A JA Year-End Verification email will be sent to your JA USA Operations Representative

https://bizapps.ja.org/Registration/classes/start.aspx







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5.2 Using the Year-End Verification Website To start the Year-End Verification process open the Year-End Verification website and click Sign in. Enter the

credentials provided to you by JA USA for websites like Crystal Reports and the JA USA Intranet.

The Year-End Verification page shows the totals for classes, students, and contact hours for JA Area. If your

JA Area contains satellite offices each JA Area Office will be listed with its totals in a separate row. The Status

column shows the current status for class registrations in that JA Area Office. Note that the Status is updated

every 30 seconds to ensure it accurately reflects the actual status in the JA USA database.

Click + next to each JA Area to view counts for each program

Hover over to view descriptions for Status values

Check for all JA Area Offices to select them


https://bizapps.ja.org/Registration/account/login.aspx


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5.2.1 Confirm Totals for JA Area Offices JA Area staff may Confirm each JA Area Office that has successfully registered all their classes and the totals

for classes, students, and contact hours are accurate. JA Area Offices may be confirmed separately or all at

once.

Check the JA Area Offices

Click Confirm for Unconfirmed JA Areas

Enter your full name for the Electronic Signature

Click Submit to notify the JA Area president totals are Confirmed

Note that once a JA Area is Confirmed, classes will be locked and no additional class registrations will be

accepted. A “JA Year-End Verification: Class Registrations Confirmed” email will be sent to the JA Area

president and the JA USA Operations representative.

5.2.2 Verify Totals for JA Area The JA Area president may Verify the entire JA Area when all classes have been successfully registered and

the totals for all classes, students, and contact hours are accurate.

Click Verify for all JA Area Offices


Click Continue to submit the final Year-End Verification to JA USA


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Note that once a JA Area is Verified, classes will be locked and no additional class registrations will be

accepted. A “JA Year-End Verification: Class Registrations Verified” email will be sent to the JA USA

Operations representative.

5.2.3 Undo Year-End Verification If the class registration totals were confirmed or verified before all the classes were successfully registered,

users have to the option to undo their actions. Please note that users will only be able to undo these changes

prior to the August 15th deadline. All year-end verifications are final after August 15th and no further class

registration changes will be accepted.

5.2.3.1 Un-Verify Totals for JA Area

The JA Area president may Un-Verify the entire JA Area if class registrations must be corrected after they were

Verified.

Click Un-Verified for all JA Area Offices


Enter your reason for un-verifying the JA Area

Click Continue to notify JA USA the verification is rescinded


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Note that once a JA Area is Un-Verified, classes will be unlocked and new or modified class registrations will

be accepted again. A “JA Year-End Verification: Class Registrations Unverified” email will be sent to the JA

USA Operations representative.

5.2.3.2 Un-Confirm Totals for a JA Area Office

JA Area staff may Un-Confirm each JA Area Office if class registrations must be corrected after they were

Confirmed. JA Area Offices may be unconfirmed separately or all at once.

Check the JA Area Offices

Click Un-confirm for Confirmed JA Areas


Enter your reason for un-confirming the JA Area

Click Continue to notify the JA Area president the confirmation is rescinded


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Note that once a JA Area is Unconfirmed, classes will be unlocked and new or modified class registrations will

be accepted again. A “JA Year-End Verification: Class Registrations Unconfirmed” email will be sent to the JA

Area president and the JA USA Operations representative.

5.2.3.3 Un-Confirm as JA Area President

The JA Area president may Un-Confirm each JA Area Office if class registrations must be corrected after they

were Confirmed. JA Area Offices may be unconfirmed separately or all at once.

Click Un-confirm for Confirmed JA Areas


Enter your reason for un-confirming the JA Area

Click Continue to notify the JA Area president the confirmation is rescinded


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Note that once a JA Area is Unconfirmed, classes will be unlocked and new or modified class registrations will

be accepted again. A “Year-End Verification Rescinded by JA Area President” email will be sent to the JA

Area president and the JA USA Operations representative.

6 BCRM Class Registrations Classes that have been verified in BCRM must also be successfully registered in the JA USA database to be

included in the JA USA reports. Verified classes in BCRM that have been updated in the last day are

automatically transmitted each night to the JA USA class registration service. Check your Class Registration

emails to make sure your verified classes were processed.


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6.1 Confirm Class Registrations Check the Program Activity report in the JA Crystal Reports website for the classes that have been

successfully registered.

Check the JA-Class and Program Status Summary Report in BCRM and make sure the counts for classes,

students, and hours match.

1. Go to the Program Management area and view Reports

2. Open JA-Class and Program Status Summary Report

3. Select this Program year

4. Select Class Status: Verified

5. Open the Layout tab



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6. Add Program to the Selected Rows and remove School District

7. Click View report

8. Confirm the counts match the Program Activity report


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6.2 Resolve Class Errors Check the Non-Resolved Error report in the JA Crystal Reports website for all classes that have been verified

in BCRM. Note that resolving a Verification Error in BCRM may not resolve all errors for the class.

6.2.1 Un-verify the Class Change the class status to any other status in BCRM. Unverified classes will be removed automatically each

night by the JA USA class registration service.

1. Open the Search class form

2. Enter the Class ID

3. Click Search

4. Select the class to open the class page



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5. Select an Educator or Volunteer constituent

6. Select Edit then Class commitment status

7. Click Save

8. The Class status should be Complete

6.2.2 Modify the Class Make modifications to the class, school, educators, volunteers or organizations based on the error message

returned for the class in the Non-Resolved Error report.

6.2.2.1 School PIN Error

Follow these steps to resolve errors: “School PIN [###] for school

[School Name] is not valid” and “School PIN [###] for school [School

Name] is not active”

1. Open the School PIN Search

a. Enter the school name

i. If there are no results try searching for names

like your school or use the address search

options

b. Click Search

c. Copy the PIN for the correct school in the search

results

2. Open BCRM

a. Go to the School constituent page

b. Open the Organization Info tab

c. Select the School ID # under Alternate lookup IDs

d. Click Edit

e. Enter the PIN you copied above

f. Click Save

If the system will not allow you to add the new PIN due a

duplicate Alternate Lookup Id:

1. perform a Constituent search by entering the School PIN in the Lookup Id field

2. expand the search options by selected “Show advanced search options

3. select the “Check alternate lookup ids” checkbox

4. select the “Include inactive” checkbox

5. click the Search button



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6. If you are not able to find the existing school with this PIN contact the help desk. Most likely the

School PIN has been entered into BCRM by another JA Area. Only BCRM Admins can find the

duplicate record and determine the best solution.

6.2.2.2 Class for School Error

Follow these steps to resolve the error: “The class for school [School Name] cannot be registered since the

school is assigned to JA Area [Name]”

1. Contact the JA USA Operations team

a. Obtain approval to either temporarily or permanently assign this school to your JA Area

6.2.2.3 Variance is Required Error

Follow these steps to resolve the error: “A variance is required for program [program name]”

If the program of the class being registered is Elementary R&D, Middle Grade R&D, or High School R&D; then

an approved Variance Code must be included on the class record.

1. Open the class page

2. Select Edit class

3. Click the Variance code search icon

4. Click Search

5. Select a variance


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If the local project needed is not listed in the results check your variance application.

1. Open the Program Variances and Local Project Applications

2. Sign in

3. Click Search Applications

4. Find the needed application and make sure it is Approved

5. Open the Project details and make sure the Program and Program Year match your class

(Note that newly approved applications are added to BCRM each evening)

6.2.3 Re-Verify the Class Set the class status to Verified in BCRM. Re-verified classes

will be updated automatically each night by the JA USA class

registration service.

1. Open the class page

2. Select Verify class

3. Click Save

4. The Class status should be Verified

7 Access Class Registrations JA Area offices that are using an Access database to manage their classes will need to update their Access

DB each program year in order to successfully register their classes with JA USA.

Each JA Area is responsible for maintaining their own Access database. The following administration steps

must be done before submitting classes for a new program year.

7.1 Add a New Program Year Add a new Program Year to your Access database before entering classes for the next program year. Any

classes submitted with the wrong program year will be listed on the Crystal Non-Resolved Error report and will

not be registered.



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In the Classes form, look under Tasks

Click Database Administration

Click on the Annual Updates tab

Click Add Program Year

Click the icon for a New (blank) record

Enter the new program year values

Click the X in the upper right corner of the Program Year screen to close the window and save the

record

7.1.1 Update Program Names and Contact Hours Update Programs in your Access database before entering classes for the next program year. See the

Program Implementation Standards link above for the latest program names and contact hours. Any class

submitted with an incorrect program name will be listed on the Crystal Non-Resolved Error report and will not

be registered.


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In the Classes form, look under Tasks

Click Database Administration

Open Annual Updates

Click Programs

Check the Program Name and Default Instructional Contact Hours (ICH) for each program

o Modify the Name and ICH to match the Program Implementation Standards

o Click the icon for the Next record

o If a program has been retired uncheck the Active checkbox

o If a new program is added click the icon for a New (blank) record

Click the X in the upper right corner of the Programs screen to close the window and save the record(s)

7.1.2 Update the Submission Query The Submission Query generates the Submission Table. It will contain only verified classes for the selected

program year. If the submission query is not updated with the correct program year, the submission table will

not contain the correct classes for the new program year.

Locate and right click on the Submission Query

o Office 2007 and higher users may wish to organize objects by

Type, then look under Queries

o Office 2003 users should click on Queries

Select Design View

The screen should look similar to the

screen print below

Change the value of the Criteria field under the ProgramYear column to the current Program Year

Close the query by clicking on the X in the upper right corner of the Submission Query screen

Click Yes to save the changes

7.1.3 Set the New Default Program Year Set the default value for Program Year field within the Classes form. This step is optional, but it will make

entering classes easier.


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Open the Classes entry form if it is not already open

o Office 2007 (and higher) users may wish to organize objects by Type, then look under Forms

o Office 2003 users should click on Forms

Open the form in Design View

The screen should look similar to

the screen print

Double Click on the Program Year

Field

Click on the Data tab

Enter the current Program Year in the Default Value

field

Click the X in the upper right corner of the Property

Sheet to close the window and save the form

7.1.4 Rare Updates These updates/changes should only be performed when directed by JA USA. Find the Rare Updates tab in

the Database Administration window. The tasks that may need to be performed include:

Adding/Changing Teacher/Volunteer Ethnicity Codes

Adding/Changing School Levels

Adding/Changing Delivery Method

Adding/Changing Student Ethnicity Codes

Adding/Changing Semesters

7.2 Create New Classes The Classes form is the initial screen you see after opening the database and will be the screen used to class-

related information. It is important to select one (1) of each of the ethnic categories for the first record entered

into the database. This will ensure that every record entered will validate into the JA USA database.


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7.2.1 Entering Class Information

Registration #: This number is automatically populated once class information has been entered.

Program: The current programs should already be in the database, select the appropriate program

from the list.

Days/Times: This is a free form text and/or numeric field. This field assists with Class Management

and is not required.

Host School: This field provides a list of schools to select from.

Grade: This field provides a list of grades to select from (Kindergarten [K] to 12th).

Status: This field provides a list of status values to choose from. If the status value does not equal

Verified, the class will not be sent to JA USA.

o Pending - The class may still need a teacher and/or volunteer

o In Process - The class is actively being delivered; however, it has not yet been completed

o Completed - The class has been completed; however, it has not yet been verified by volunteer

o Verified - The volunteer has verified the delivery of the class

o Cancelled - The class never started


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Variance/R-D Code: This field is only used when you have requested a program variance or local

project for an R&D program using the online Program Variances and Local Project Applications. All

approved codes for your JA area will be listed in the Variance Codes report on the Crystal Reports site.

Semester: This field provides a list of semesters to choose from.

o Fall - September 1st -January 15th

o Spring - January 16th June 30th

o Summer - July 1st - August 31st

Program Year: This field provides multiple years to choose from.

Total Students: Enter the number of students participating in the class. If the Status is either “Pending”

or “In Process”, the final number of students cannot be recorded until the Status is “Completed” or

“Verified”.

Delivery Method: This field provides a list of delivery methods to choose from. When delivery method

is “Afterschool” or “JA In a Day - Afterschool”, student ethnicity information is required.

o Standard Delivery - Delivery of a program within the normal classroom time

o Afterschool - Delivery of a program after school hours whether it is during the school year or

summer

o JA In a Day - Delivery of a program in one day during the class/school session

o JA In a Day - Afterschool - Delivery of a program in one day when class/school is not in session

School Level: This field provides a list of school levels to choose from.

o Elementary - Typically Kindergarten - 5th grades. May include 6th grade

o Middle School - Typically 6th - 8th grades. May be 7th - 9th grades

o High School - Typically 9th - 12th grades. May be 10th - 12th grades

7.2.2 Add New School to List When you click on Add New School to List within the Tasks

pane, a screen similar to the below will be displayed.

When you click on the QED PIN Utility button, the School

PIN Search application will be displayed.

7.2.3 Add Teacher to List/Add Volunteer to List When you click on Add Teacher to List or Add New Volunteer to List within the Tasks pane, a screen similar to

the below will be displayed.


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Click on the Clear to Add New Teacher or the

Advance Record icons to clear the fields for a new

entry. Otherwise, existing data may be lost.

Enter the new information. Once all the fields have

been entered, the information will be auto-saved.

The following information is required:

o First Name

o Last Name

o School

o Phone Number

o Gender

o Ethnicity

7.2.4 Add New Firm to List When you click on the Add New Firm to List within the Tasks pane, a screen similar to the one below will be

displayed.

Click on the Clear to Add New Firm or the Advance Record icons to clear the

fields for a new entry. Otherwise, existing data may be lost.

Enter the new information. Once all the fields have been entered, the

information will be auto-saved.

The following information is required:

o Firm Name

o Firm Address

o Firm City

o Firm State

o Firm Zip

If Schools, Teachers, or Firms have been added but are not displayed in the tables, refresh the records by

selecting “refresh all” on the menu bar.

Figure 2 - Office 2003

Select Records,

then select

Refresh. Figure 1 - Office 2007


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7.2.5 View Reports and Queries When you click on the View Reports and Queries within the Tasks pane, a screen similar to the one below will

be displayed.

7.2.6 Back Up Your Database Periodically you should save a copy of the entire database in case the file gets corrupted or misplaced. In the

event of a local catastrophe and the database is lost, JA USA can restore that database back to the last file

submitted as long as the entire database is sent to JA USA during the class registration process. If the

Submission table is the only file submitted, JA USA can send a copy of that file but the remaining data will

need to be re-entered.

Office 2003 - Within the Tools menu, select Database Utilities, and then select Back-up Database

Office 2007 - Click the Office button, select Manage, and then select Back Up Database

Office 2010/2013 - Within the File menu, select Save and Publish, and then select Back-up Database

To generate reports or

queries, highlight or click

on the name of the report.


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All Users - From Windows Explorer (your file system), locate the file and copy it with a new name

7.3 Submit Your Microsoft Access Database It is recommended that the Access data is sent in often. Sending in your data often helps to ensure corrections

are made in a timely manner.

If a registered class needs to be removed from the JA USA database, contact the JA USA Helpdesk and

provide your JA Area Id as well as the registration number for the class. Be sure to reset the class status in

the Classes form. Failure to do so will cause in the class to remain in the Submission table and resubmitted to

JA USA.

Run the Submission Query by double clicking on Submission Query

Click Yes

Click Yes


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Click Yes

Open the Submission Table to check for your classes

Proceded to the Class Registration Upload section of this document

8 Raiser’s Edge (RE) Class Registrations The section below will provide information regarding creating classes in RE.

8.1 Constituent Data The sections below provide information regarding required teacher, volunteer, firm, and school Constituent

data.

Bio 1/Org 1 Tab

o Name

First and last name is required for all teachers and volunteers. Org Name is required for

all firms and schools.

o Gender

Required for all teachers and volunteers.

o Preferred Address

Required for all teachers, volunteers, and firms. This includes one address line, city,

state, and zip code.

o Type and Number/Email

Required for all teachers, volunteers, and firms. This data is entered within the

Phones/Emails/Links section.

Bio 2 Tab

o Ethnicity

One of the following values is required for all teachers and volunteers:

African American

Alaskan Native

American Indian

Asian

Caucasian

Hispanic

Hawaiian

Information not Provided

Multi-racial

Attribute Tab

o QED PIN


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If the Constituent record is for a school, an Attribute Category of QED PIN is required

and the Description field must contain the PIN code.

More information regarding QED PIN codes can be found in the School PIN Search or in

the section above.

Relationships Tab

o If the Constituent record is for a teacher, the Relationships tab should contain an Organization

relationship with the school where the class is being held. The Primary Business Information

field should contain a check mark to indicate the Organization is the primary business for the

teacher.

o If the Constituent record is for a volunteer, the Relationships tab should contain on Organization

relationship with their employer. The Primary Business Information field should contain a check

mark to indicate the Organization is the primary business for the volunteer.

Event Data

o The sections below provide information regarding required Event data. Only required fields are

listed. Additional information regarding these fields may be found in the Class Manager section

of this document.

o If your office uses the Class Manager plug-in, go to the Class Manager section.

General Tab

o The instructions for the Name, Id, and Type fields on this tab are identical to the instructions for

the fields with the same name within the Adding a New Class section below.

o Category

Select a Category of Class.

o Group


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Select a group by clicking the drop-down arrow in the Group field. To update the values

for this drop-down list; click on Config on the left side of the screen, Tables, and then

select Event Groups.

Participants Tab

o A minimum of four Registrants (Teacher-Class, School-Class, Consultant-Class, and Firm-Class) are required for each class.

Click on the drop-down arrow in the New Registrant field and select New Registrant.

Select Individual if you are entering a teacher or volunteer or select Organization if you are entering a school or firm and then click the OK button.

Click the Binoculars icon in the Last Name or Org Name field within the Participant Biographical Information screen to display the Constituent search screen. When the correct participant is located, double click on the name or use the Open button to select the participant. Click on the Save and Close button.

Click the drop-down arrow in the Participation field to select a value. Click on the Save and Close button.

Attributes Tab

o Please see the Class Attributes section below.

8.2 Installing Class Manager Install the latest RE patches for your version of RE before attempting to installing Class Manager. The Class

Manager plug in will need to be installed on each workstation that will be using Class Manager.


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If you are installing a new version of Class Manager due to a RE upgrade, the existing letter templates will be

copied to Blackbaud\The Raisers Edge7\Custom\Archived Reports. The text within your existing letters will

need to be copied or retyped into the new letter templates.

8.2.1 Setup Create a new folder on the desktop named Class Manager Install

Unzip or extract the files to folder named Class Manager Install

Open the new folder named Class Manager Install

Double click on file named setup.exe

Click on the Install button

Click on computer icon to the left of the warning message

A pop-up window should be displayed stating the install was successful

Navigate to the Program Files\Blackbaud\The Raiser's Edge\PlugIns folder

Double click JASecurityConfig.exe

8.2.2 Security If your office has not used Class Manager previously or if you are installing Class Manager for a new RE user,

you may need grant access to one or more of the Class Manager Security groups via the RE Admin/Security

screens. Below is an overview each security group.

CM_AutoNotify allows users to send an email to the teachers and consultants when the consultant is

placed in a class.

CM_Supervisor gives user rights to Class Add/Review, Class Copy, and Class Registration and Auto

Notify.

CM_Class gives user rights to Class Add/Review.


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CM_ClassViewOnly allows users the right to view classes but make no changes.

CM_Copy allows users the right to copy classes only. There is no permission to add or modify classes.

CM_Register gives the user rights to register classes only.

8.2.3 Auto Notification Letters If you would like to use the Auto Notification feature of Class Manager to send email to teachers and

volunteers regarding upcoming classes, you will also need to install Crystal Reports on your workstation. If

Crystal Reports is not already installed, locate the Crystal Reports for Blackbaud 8.5 CD that was part of the

RE install package and install it on your workstation.

After installing Crystal Reports, navigate to the Program Files\Blackbaud\The Raiser's Edge\Custom folder.

Open this folder and locate the CM_Teacher Letter and CM_Consultant Letter files. Double click on one of the

files to edit the letter in Crystal Reports.

These letters must remain in the Custom folder for the Auto Notification feature to function properly.

8.2.4 Class Manager The listed fields are required unless otherwise noted.

Instructions on how to install Class Manager can be found within the Installing Class Manager section above.

To use the Custom Class Manager, click on Plug Ins on the left side of your screen and then click on Class

Manager (may be listed as Custom Class Manager within older versions of RE).


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Class Add/Review is where new classes will be added or review/edit existing classes

Class Registration should not be used (see Class Registration Upload instead)

Class Copy allows classes to be copied either one at a time or using a query to copy a group of classes

Enable Auto Notification gives the software permission to send emails to each teacher and consultant on a

class. The email will be sent when a consultant is added to the class.

You may also save this screen to your home page by clicking on the Favorites in the menu bar and then

clicking on Add Page to Favorites.

8.3 Adding a New Class Click on Class Add/Review.

This is the same search screen you are accustomed to. You can search for and open any class already in

your system using the same search criteria that you would use elsewhere in RE.


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By clicking the Add New button on the right side of the screen, you can add a new class.


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Your office may have created Default Sets for adding classes via Class Manger. These sets can be found by

clicking on Tools within the Menu bar, clicking on Load Defaults Form, selecting the appropriate saved default

sets, and then clicking the OK button. Information on how to create Default Sets can be found below within the

Default Sets section.

8.3.1.1 Name

The recommendation is to set up the name with last two digits of the year, the School, the Teacher’s last

name, and the first letter of the semester (example: 04 Bowie Stewart F.) This is just a recommendation and

you can name the classes however you like but be consistent.

8.3.1.2 ID

The ID field will auto populate and cannot be changed. You must have the system set to auto number your

Event Ids. When this is option is not selected (Config, Business Rules, Generate IDs), Class Manager will give

an error message of invalid ID. Please contact your RE Administrator to correct the issue in your database.

8.3.1.3 Type

In the Type (Event Type) field, click the drop-down arrow to see the names of the JA Programs. Choose the

appropriate program that is running for this class. To update the values for this drop-down list; click on Config

on the left side of the screen, Tables, and then select Event Types. The Type values must match exactly with

the Program Name values within the Program Implementation Standards section of this document.

8.3.1.4 Program Year

Select a program year by clicking the drop-down arrow in the Program Year field. To update the values for this

drop-down list; click on Config on the left side of the screen, Tables, and then select Event Groups.

8.3.1.5 Teacher(s)

Click within the first cell under the Teacher Name column heading and then click on the Binoculars icon to

search for the teacher. When the correct teacher is located, double click on the name or use the Open button

to select the teacher. The teacher will now display on your screen.

The Primary Business linked to the teacher (i.e. the school) and QED PIN associated with the school should

also display on your screen under the School Name and PIN columns.

If the class has multiple teachers, click within the next available cell under the Teacher Name column and

repeat the process.

If the class has multiple teachers and all of the teachers are from the same school, the school will only display

once.


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If you search for a teacher and do not find them in the database, you may add a new one from the search

screen by clicking the Add New button. After clicking the Add New button, select Constituent, and then click

the OK button. The Constituent page will be displayed and you can enter the necessary information as you

would for any other Constituent. Once all of the required data has been entered, click the Save and Close

button.

8.3.1.6 Consultant(s)

Click within the first cell under the Consultant Name column heading and then click on the Binoculars icon to

search for the volunteer. When the correct volunteer is located, double click on the name or use the Open

button to select the volunteer. The volunteer will now display on your screen.

The Primary Business linked to the volunteer should also display on your screen within the Firm Name column.

If the class has multiple volunteers, click within the next available cell under the Consultant Name column and

repeat the process.

If the class has multiple volunteers from the same firm, the firm will only display once.


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If you search for a volunteer and do not find them in the database, you may add a new one from the search

screen by clicking the Add New button. After clicking the Add New button, select Constituent, and then click

the OK button. The Constituent page will be displayed and you can enter the necessary information as you

would for any other Constituent. Once all of the required data has been entered, click the Save and Close

button.

8.3.1.7 Class Attributes

The following Attribute categories are required for all classes:

Delivery Method (Description values of After School, JA in a Day, JA in a Day, After School, or

Standard)

Prg-Grade*

Prg-Ready to Transmit

Prg-Total Students

Semester*

If the class is an After School program, the Delivery Method attribute must have a Description value of After

School or JA in a Day, After School and following categories are also required:

Prg-Am Ind/Al Nat*

Prg-Asian*

Prg-Black, not Hisp*

Prg-Hawaiian/Pac Islander*

Prg-Hispanic*


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Prg-White, not Hisp*

If the class is in a different curriculum level than the standard, the Prg-XP Level attribute is also required.

If the class is a R&D program, the Delivery Method attribute must have the same Description value as the

Delivery Method within the Education approved R&D Variance Code Request and the following categories are

also required:

R&D Prog Name (type in the Project Title from the approved request into the Description field)

R&D Variance Code (type in the Variance Code from the approved request into the Description field)

The Comments field must have the same value as the Category field for each attribute.

8.3.1.8 Schedule

The use of Schedule is optional.

Click the Schedule button on the top right of the screen. Select the frequency of the class and the number of

classes (this is the number of times your consultant will be in the classroom). Enter the date the class is to

begin in the Start Date field. If you are tracking class times, enter those in the Start and End Time fields. Click

the Update button and then click the OK button to save and close your schedule.


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8.3.1.9 Actions

This use of Actions is optional.

Click the Actions button on the top right of the screen. All prior actions will be displayed. To add a new action

press the New Action icon. One suggested use for Actions would be to track curriculum, track when the kit

was delivered, or set action reminders to be sure the kit is delivered on time.


41


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8.3.2 Class Copy The Class Copy option allows for the creation of new classes from existing classes. It can copy all or part of

the class data for one or multiple classes. The Prg-Ready to Transmit and Prg-Total Students attributes will

never be copied. A query must be used if copying multiple classes.

Click on the Binoculars icon to search for either one class or an Event query that returns a list of classes to be

copied (i.e. a list of all classes for a particular semester within a given program year).

Once the search screen has opened, type in the name of the class or Event query and click the Find Now

button. When the class or query has been located, double click on the name or click the Open button. Click

the Copy Button.


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Click on the drop down arrow within the New Program Year field to select the appropriate year.

Type a year value into the 4 Digit Year Prefix field. The last 2 digits of this value will be used as the first 2

character of the class name.

Click the check mark within the Refresh Field column to select or deselect each field to be copied.


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Click the Copy button after all data has been entered and selected. Depending on how many classes are

being copied, this process may take several minutes.

Once the copy process is complete, a message will be displayed. If any of the classes had previously been

copied, this screen will list them.


45

Click the OK button on the message screen.

An attribute name Refreshed is automatically added to the new class along with the date it was copied. This

prevents a class from getting copied multiple times.


46

If multiple classes have been copied, a list of those classes will display in a grid view. Double click on the

class name to open the record and make any necessary modifications.


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After making all modifications when multiple classes have been copied, click the OK button and the grid screen

will close and the Class Manager screen will be displayed.

8.3.3 Default Sets Default Sets can reduce the amount of time required to enter class information. It is recommended to create a

Default Set for each Delivery Method your office normally uses as well as R&D. The Defaults Sets need to be

updated each year.

8.3.3.1 Adding a New Default Set

Within RE, click on Tools in the menu bar, and then click on Organize/Create Default Sets

Under the Create Defaults For column, click on Events

Click the New button

Type a name for the Default Set in the Name field

Within the General section, click in the cell under the Default Value column that corresponds to the

Field Name of Group and select a program year

Click in the cell under the Default Value column that corresponds to the Field Name of Category and

select the Class value

If you want to set a default for the class schedule, click on the Schedule section and create the desired

frequency of the class

Click on the Attributes section

Click in the cell under the Category column and select the first attribute for this Default Set

Click in the cell under the Comments column and type the name of the attribute (the name of the

attribute is the same value as what is displayed in the Category column without the *)

Repeat the previous 2 steps for each attribute added to the Default Set

If this Default Set of for a specific Delivery Method; click in the cell under the Description column, click

the drop down arrow, and select the Delivery Method

Click the Save and Close button

The new Default Set should be listed under the Saved Default Sets column.

8.3.4 RE Event Query and Export An Event query is needed to extract class information from RE for the purpose of registering classes with JA

USA.

8.3.5 Create an Event Query Below are the steps to create an Event query.

Within RE, click on the Query icon

Click on the New Query button

Select a Query Type value of Event and a Query Format value of Dynamic

Click the OK button


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Within the Criteria tab, add (at a minimum) the Filters listed in the screen print below

Click on the Output tab

The Output tab must include the fields in the screen print below and in the exact order listed. They

must also include the column heading, the value within the () at the end of the field name, listed below.


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Right click on an Output field and select Column Heading to add the value.

Click on the Sort tab

Add the Sort By values listed in the screen print below


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Click File in the menu bar

Click the Save icon to save the Query with a name of JA Class Export

In the Description field type: “This query is used to send class registration information to JA USA”

Select a value of Dynamic within the Query Format field

Verify that both the Other Users May Run This Query box and the Other Users May Modify This Query

are checked

Click the Save button

To run the Query

o click File and then click Export or click the Export icon

o the Export File Type should be Comma-Separated Values

o the Export File Name should conform to previous standards

o click Export Now button

o enter/select parameters for the Query

Proceded to the Class Registration Upload section of this document

class registration user guide - bcrm environments registration user guide.pdf · 8.3.3 default sets...

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