getting started 1 - logic key, inc. · 2006-07-11 · getting started chapter 1 harmony user’s...

Getting Started 1

Harmony

User’s Guide

Chapter 1 Getting Started

Harmony User’s Guide

Getting Started Starting Harmony Harmony is started by double clicking on the Harmony icon.

Harmony can also be started by selecting Start > Programs > Lotus Applications > Lotus Notes. Once you have launched the Notes application you will be prompted to select your user name. If your name is not the one listed, select “Other” and choose your id file from the list.

At this point you will be taken to Harmony.

User id's and Locations Your user id is what allows you to gain access to Harmony. User ids

are much like keys. As not all keys fit in all doors, not all ids will allow access to all databases or even the same level of access within a database. Depending on your job function, your user id may allow you access to different things than other people's user ids. When you are logged in to Harmony, you should be logged in as yourself. You should not share user ids and passwords with others. Not only is your id what lets you access Harmony, but it is also what allows Harmony to track the changes you make and the documents you create. For all of these reasons it is very important that you do not share your password with anyone else, as well as making sure that your password is relatively difficult to guess. However, if you do accidentally share your password with someone, or you feel that your password may have been compromised in any way, it is very easy to change. Choose File > Security > User Security. You will then be prompted to enter your existing password. After that, you will see a screen similar to the one on the next page. Simply click the Set Password button. You will then be asked to enter your old password one more time, and then you will enter the new password twice. That's it!

Getting Started Chapter 1


Change Password Dialog Box

Navigating Around in Harmony Navigators and Views

Navigators are graphical menus used in Harmony. By clicking on 'hot-spots' in the navigator you can perform actions such as changing views, exiting, or creating documents. The highlighted text is the section of the program you are currently in.

As you move your mouse through the navigator, your available selections will be highlighted.

If you click an item in bold text, you will be taken to another section of the program, and the default view for that section will be displayed.

Views You can search most any view by typing on the keyboard the first Searching

few letters of the name you are looking for and clicking “OK”.



You can also search for specific words by using the Notes search bar (View - Search Bar, see Notes help for more info.)

"Twisties"

"Twisties" are the little triangles next to a line in the view. A line with a twistie means that there is categorized information below that line that can be displayed or hidden by clicking on the twistie. When the triangle is pointed down, you will see the information displayed under that category. When the triangle is pointed in, you will see the category name only.

Sorting Columns

If the column header has an arrow on the right side, this means that you can sort this column manually. The up arrow will sort the column (A-Z), the down arrow will sort the column (Z-A). You can put the view sorting back the way it was by clicking on the header again.

Note: When a column is sorted manually it becomes the sorted column for searching also.

Selecting Documents

To select a document, highlight the document in the view and press the [Space bar]. This will place a check mark next to that line. You can also add and remove check marks by clicking to the left of the line in the view window.

Scrolling Vertically

There is a scroll bar to the right side of the window that you can use to scroll vertically. You can also use the arrow keys on your keyboard, or [Page Up] and [Page Down] keys.

Scrolling Horizontally

To scroll horizontally use the arrow keys on your keyboard, or display the horizontal scroll bar by choosing View - Show - Horizontal Scroll Bar from the menu bar.

Type Ahead If you would like to do a search, make sure your mouse is in the right hand frame and begin typing. A box will appear and you can continue typing or click Search to begin your search.



Documents

Documents are in one of two modes at all times, edit and read. There are two types of fields on a document, editable and computed.

When a document is in edit mode, the editable fields can be changed. You can tell if a field is editable by the brackets around the field. When a document is in read mode, the editable fields may not be edited. If the editable fields do not have the brackets around them, the document is in read mode. You can put the document in edit mode several ways:

-Double click somewhere in the document -click the Edit button at the top of the form -click the Edit Document icon in the smart icon bar

Once the document is in edit mode, and you still don't see brackets around a field, then that field is a computed field. Computed fields are for display only, and the value of that field is computed by the computer.

When entering data into the fields on a document, it is important that the correct type of data is entered. For example, a field that is asking for a date value must have a date value entered into it. The computer is looking for a specific type of value, and if the wrong type is entered, the computer will not know how to interpret the data, and an error will be generated.

Check Box fields allow you to choose as many of the choices as you like. You can select an item by either clicking on it with the mouse, or, if it is the active field, you can also press the space bar to select an item. To deselect an item, simply click on it with the mouse or press the space bar.

Radio Button fields only allow you to choose one of the options, and can be selected in the same way check box items are.



Key Word fields are denoted by the triangle next to the field. Key word fields allow type ahead. If you begin typing, the computer will search for options in that list that match what you are typing. You can also click on the triangle or press “Enter” and choose from a menu.

Once you are done with a document and you are ready to close it, you have several options: -You can click Close in the button bar -You can press Esc on your keyboard -You can double right click somewhere in the document -You can click the "x" in the window title at the top of the screen When any of the above options are used, the computer will first check to see if any changes have been made to the document. If so, you will then be prompted to save the document.

The choices will always default to "Yes", so you can just hit the Enter key or the Space Bar to say “yes”. This is your only chance to save the changes you have made, so if you say "No", your changes will not be saved, and the document will be the way it was before it was opened. If you do not want to close the document, you can choose the "Cancel" option, and your changes won't be saved at that time, and the document will remain open. When a document is saved, it is added to the family hierarchy of that student. The Student document is the parent of the family, and all



the subsequent documents are its children or grandchildren. Notes uses the term "Response Document". If a document is a response document, it is a child of another document. This is why it is very important that you are on the correct student when creating documents.

In the above view, the School Year is a Response to the Student, and the Documents are Responses to the School Year. You can see that they are responses by the indentation in the view, under the document they are a response to.

Replication Save Conflicts Replication/Save Conflicts are created when the same document is

modified by two different people at the same time.

A conflict is noted in views by the grey diamond off the left of the view, as well as [Replication or Save Conflict]. When this occurs, Harmony makes a copy of the document in question, and therefore keeps both versions. It is then up to the user to determine which version of the document is correct. To resolve, just open both documents and compare them. Once you have determined which one to keep, and have made any changes necessary to transcribe data, simply save both documents, and then delete the one you no longer wish to keep.*



*Once a [Replication or Save Conflict] document is opened and saved, it turns into a regular document. So even though it doesn't show up as a conflict anymore, you will still have a duplicate entry. This is why it is important to save both documents before you delete either one of them.

Tips and Tricks To move from left to right, top to bottom through the fields on a

form, you can use the Tab key. To move right to left, bottom to top through the fields on a form, you can use Shift+Tab. If you get an error message, WRITE IT DOWN. We will be able to help you much more efficiently if you can provide the exact error you are getting. Control+Home - Edit Mode - will take you to the first editable field on the document Control+Home - Read Mode - will take you to the top of the document Control+End - Edit Mode - will take you to the last editable field on the document Control+End - Read Mode - will take you to the end of the document

Shortcut Keys Esc Closes the active document or view. If it is a document, you will be

prompted to save.

Ctrl+Home Takes you to the top of the active view or document



Ctrl+End Takes you to the bottom of the active view or document

Ctrl+S Save

Alt+F4 Closes current application

F9 Refreshes current view or document

Ctrl+P Prints the active view or document

Ctrl+A Selects all of the documents in the active view, or the entire contents of the active field

Ctrl+C Copy

Ctrl+V Paste

Ctrl+E Puts document in edit mode

Shift - Collapses the view you are currently in

Shift + Expands the view you are currently in

F5 Locks user Id, Password will be required before the computer can be used

Navigators 2

Harmony

User’s Guide

Chapter 2 Navigators


Main Student Navigator

Students Main View of all students, sorted by last name as the default. This view

can also be sorted by ID and DOB Students By Grade Students By Room (Elem. Only)

View of all students, sorted by grade. View of all students, sorted by teacher

Birthdays Class Birthdays (Elem. Only)

View of all students, sorted by month, by DOB View of all classes, along with a list of birthdays of students in that class

By Family View of all students, sorted by guardian Student Search View of all students, sorted by Last Name. You may click on First

Name, Nick Name, DOB, or ID to sort by any of the columns Inactive Students View of all inactive students

Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

Navigators Chapter 2


Attendance Navigator Student Opens the Student Navigator Attendance Opens the Attendance Navigator Absences Today View of all absences today. Absences by Date View of all absences, sorted by date. Absences by Grade View of all absences, sorted by grade. Absences by Period View of all absences, sorted by period. Tardies by Period View or all tardies, sorted by period. Absent Lookup View of all absences and tardies, sorted by student. Class Absence Reports

View of all the absence reports filled out by the teachers, sorted by date and period.

Attendance Review Allows you to review attendance based on parameters you select. You may then create letters, discipline reports, and print attendance reports.

Attendance Letters Calculate ADA

Attendance letters created using the Attendance Review. These letters have been marked approved and printed. Allows you to calculate ADA based on dates that you enter.

Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator



Discipline Navigator Student Opens the Student Navigator Attendance Opens the Attendance Navigator Discipline Opens the Discipline navigator By Infraction Discipline encounters categorized by infractions By Teacher Discipline encounters categorized by teacher By Action Discipline encounters categorized by action taken By Student Discipline encounters categorized by student By Grade Discipline encounters categorized by grade By Term Discipline encounters categorized by term Suspensions All Suspensions Expulsions All Expulsions Detention Calendar Last Year

A calendar showing when students should be present to serve detention Displays discipline records for the prior school year

Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator



Health Records Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Nursing Visits View of all nursing visits, sorted by date by Grade by Outcome by Complaint

Nursing visits sorted by grade level Nursing visits sorted by outcome Nursing visits sorted by complaint

Immunizations View of all immunization records, sorted by student Medications Calendar view of all medications to be given Allergies View of all allergies sorted by student by Grade View of all allergies sorted by grade level Health Concerns View of all health concerns sorted by student by Grade Health Screening Medical Notes

View of all health concerns sorted by grade View of all health screenings sorted by student View of all medical notes sorted by student

Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator



Classroom Student Opens the Student navigator Classroom Opens the Classroom navigator Grade Book Plans Units Units by Subject (Elem. Only) Units by Teacher (Elem. Only)

Current grading period grade books A list of plans categorized by Teacher A list of units categorized by Teacher A list of all units categorized by Subject A list of all units categorized by Teacher

All Grade Books All grade books for the current school year Progress Reports Report Cards (Elem. Only)

A view of most recent progress reports and where progress reports can be created by Homeroom or for all students A view of most recent report cards and where report cards can be created by Homeroom or for all students

Standards Taught A list of plans categorized by teacher and standard Standards Skills List (Elem. Only) Student Skills (Elem. Only)

A list of standards categorized by Course or Subject A list of skills categorized by grade level An area where student skills and student placement information can be created



Office Use

Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator to the School Calendar Calendar Days Off

Opens up the School Calendar A list of days off that do not count towards ADA

Student ECA Expands an ECA Section including… Activities List by student of all ECA’s they have participated in, including

grades and awards Participants A list of all students participating in each activity for the current

school year List A list of activities and students participating in them. You may

assign students to activities from this view Eligibility View for creating progress reports by activity Lockers Lunch Count

A list of all lockers and combinations and if they have been assignedA list of daily lunch counts

Bus Roster A list of students sorted by their bus number and containing their address and phone number

Textbook NumbersTextbook Rental

List by Teacher of classes and textbooks assigned to each student Opens the Textbook Rental Navigator

More Student Views

A form opens that will give you the option of accessing additional views including…

ADM Ethnicity Guardian Email Addresses

Students sorted by grade and ADM type Students sorted by ethnicity A list containing students and the guardian email addresses that are entered on their student record

Language Minority

View of all language minority students (based on the information entered on their Student Information form)

Last Year New Enrollees

View of all students that enrolled in the school year prior to the current one

Last Year Withdrawals

View of all students that withdrew in the school year prior to the current one

Lunch Numbers A list of students sorted by their lunch number



Military List A list of all students that have allowed their information to be shared with the military

New Enrollees View of all students that enrolled during the current school year Special Education View of all special education students (based on the information

entered on their Student Information form) State Assistance Students

View of all state assistance students (based on the information entered on their Student Information form)

Student Drivers View of all students that have a parking permit number or a license plate number entered on their Student Information You may sort by Plate Number or Permit Number by clicking on the appropriate column

Student Lockers Title Withdrawals Web ID’s Reports (Elem. Only)

A list by grade of students and their assigned lockers, may be sorted by locker number, combination, or student name A list of all students in the Title I program, sorted by grade and program View of all students that withdrew during the current school year View of all students who have a Web ID created An area where various reports can be created for the Elementary

System Admin Opens the System Administration Navigator State Reports Central Office ECA Accounts

A form opens that allows you to choose which state report you wish to create, what you want to name the file, and instructions for creating the report Opens the Central Office navigator Opens the ECA Accounts navigator

Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator



Textbook Rental Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator to the School Calendar Textbook Rental

Book Fees A report of all book fees Book Fees Report

State Assistance book fee report

Book Fees by Grade

Open balance book fees by grade- NO State Assistance

Book Fees Open Balance

Open balance book fees

Book Fees Credit Balance

Credit balance book fees

SA by Grade SA Open BalanceChange Fees (Elem. Only)

State assistance fees by grade State assistance fees with open balances Area where book fees are set up by subject for Elementary

Letters to Print Letters

Book fee letters that have been created but not printed View of all book fee letters

Payments Last Year OB

View of all book fee payments that have been recorded Open balances from the prior school year




System Admin Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator to the School Calendar System Admin

Profile Documents

Displays all profile documents that control the settings and parameters of the system

Templates View of templates available for use in letters and emails Ready for Next Year?

Expands the choices below, which are used in transitioning from one school year to the next

1. Promote/Retain Prompts you by grade level to indicate which students are not being promoted

2. Advance Grade Advances the grade on all students that are not marked retained 3. Add School Year Creates a school year for all active students 4. Assign Lockers Takes you through the steps of assigning lockers 5. Assign Homerooms (not Elem)

Takes you through the steps of assigning homeroom teachers randomly

5. Placement (Elem only)

Allows administrators to review data entered by teachers when placing students in their next year classroom. This can be done during the current school year.

6. Assign Teachers (Elem only)

Allows you to assign next year teachers during the current school year (not necessary if the Placement option was used)




Staff Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Current grading period grade books Office Use Opens the Office Use navigator Staff Opens the Staff navigator Personnel List of school personnel Personnel Envelopes

Area where personnel envelopes can be created

Personnel BirthdaysList of personnel sorted by date of birth POs and Leave Requests

Opens up the Central Office navigator to the Purchase Orders and Leave Requests screen

Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator



Guidance Navigator Students Opens the Student Navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Current grading period grade books Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator to the Classes by Student view Classes

List Student Class documents sorted by Term and then Class By Student View of all classes sorted by student, year, and term By Period View of all classes sorted by term and period By Teacher View of all classes sorted by teacher By Term View of all classes sorted by term Homeroom View of all students sorted by homeroom Inactive View of all inactive classes sorted by student, year, and term

Master Courses View of all courses sorted by school year, and term. Courses & Classes View of all courses with their classes listed under them by term. Report Cards Permanent Records (Elem. Only)

View of most recent report cards and the area where they are createdView of all permanent records created on Elementary students

Class Rank/GPA Most recent GPA Reports sorted by Grade and Rank Progress Reports View of most recent progress reports and area where they are createdView Transcripts View Grad Status

View of most recent transcripts View of all graduation status documents

Guidance Notes View of all guidance notes sorted by student. Inactive Students View of all students marked as inactive Recent Graduates View of all recent graduates Standardized Tests Standardized Test section that shows tests sorted by student or test Class Requests Grade Review (Elem. Only)

View of all Class Requests for the current school year Breakdown of all students’ grades for the Elementary

Enrollment View of Schedules, Fees and Enrollment Summaries Show Next Year Opens the Show Next Year Navigator Inbox Opens the Inbox Navigator



Show Next Year This area allows you to work with Next Year’s Schedule during the current school year Enrollment View of Schedules, Fees, and Enrollment Summaries Master Courses View of all courses sorted by school year, and term. Courses and Classes

View of all courses with their classes listed under them sorted by term.

Classes View of all classes sorted by term By Period By Teacher

View of all classes sorted by term and period View of all classes sorted by teacher

By Student View of all classes sorted by student, year, and term Class List Student Class documents sorted by Term and then Class Request Courses Area where Course Requests are entered Requests Displayed

View of all Course Request documents sorted by student

Course Requests View of all Course Request documents sorted by grade level Course Request Totals

View of all Course Request documents sorted by course; shows the total student requesting each course

Conflicts View of all scheduling conflicts by course and by student Available Periods View of all students with available periods to be scheduled Set Up Schedule Sets up Next Year’s schedule based on course requests Return to Current Year

Returns to the current year Guidance navigator



Inbox Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Current grading period grade books Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox To be Approved Documents awaiting approval sorted by Personnel To be Printed Documents that have been approved but not printed Parent Envelopes Area to create envelopes addressed to guardians Student Envelopes Area to create envelopes addressed to students

Students 3

Harmony

User’s Guide

Chapter 3 Students


Main When you first log into Harmony, you will be taken to the Main

Student view. This view brings up a list of all current students enrolled, along with their school year history. This list can be sorted by the various items listed in the heading across the screen. Simply click one of the headings to resort the student list. You can view a summary of the student's history by opening (double-clicking) on the desired school year under the student's name. The student's attendance report for that school year will be displayed. You may then click on Discipline to view the Discipline Records, Graduation Status to view the student's current graduation status, Progress to see current grades, Transcript to view the permanent record, Schedule to view the student's schedule for that year, and Report Card to view the student’s report card for that school year. To view the summary for a different school year, open the desired school year and follow the same procedure. Additionally, underneath each school year is a list of documents that pertain to that school year. You can view each document by double-clicking on the desired document.

Adding a new student

One of the action buttons in the Main Student Navigator is the New Student button. To add a new student to the database, click New Student. This will open up a blank student form. The student’s name will appear at the top of the form when it is saved or refreshed.

Students Chapter 3


You may click on any tab to move from one section of the Student Information to another.

Tip: Before entering a new student, be sure to search for the student in the existing student list and the inactive student list to avoid duplicate entries. Tip: If you do not see the teacher or bus driver you want listed as a choice, go to Staff and either change their Title to the appropriate selection, or click Create…. Personnel and enter them as staff.

The students’ ID will automatically be assigned. If the student already has a STN you will have the option to change the ID when you save the new student. There are two options for the fields that have drop down menus. You can type the first letter and it will auto populate, or you can click on the down arrow and a new window will open for you and you can choose from that menu. Your choices for Teacher are any personnel that have Teacher entered as their Title. When you select a teacher, the room number will automatically be pulled from the teacher’s personnel record. Bus drivers are also pulled from your personnel list, as are the corresponding bus numbers. The Withdrawal and New Enrollment buttons are used to track when students withdrawal or move in to your school. This is important for calculating the ADA.

Chapter 3 Students


Tip: When entering phone numbers anywhere in the database, you can simply type in the digits and the computer will translate them into the appropriate format. Tip: Marking Physical information in this section will be valuable to you when working with your ECA’s. You will be able to see which students have not turned in Physicals and when their physicals were performed.

Guardian You will need to choose from the drop down area who the student’s legal guardian is. Based on who you choose as the student’s guardian, the appropriate sections will be displayed for you to complete. If you select either one of the students’ parents, or both parents, the last name and address that was entered for the student will be automatically filled in with the student's information. If these addresses are incorrect, you can simply put your cursor in the field you wish to change, delete the incorrect data, and enter the new data. It is important to mark a guardian, because all correspondence will be addressed to the individual(s) listed as guardian. At the time of setup, you may wish to assign a Web ID for the parents. To do this, please see the steps located in the section Creating A Web Account. Emergency Contact You may enter up to three emergency contacts for the student. Medical Info You may enter the student’s physician and corresponding phone number. You may also indicate if the student has completed his/her physical and the date it was performed. This information will then be available to you when reviewing students that participate in ECA’s. Medications that may be dispensed to the student may also be recorded here for easy reference. If any allergies or health concerns have been entered through the health records portion of Harmony, they will be displayed here for reference. Office Use The Office Use tab should be used by the administration to enter

Students Chapter 3


Tip: To ensure accurate State reporting, make sure the “Office Use” information is accurate on every student.

students’ information. When you enter a Locker Number for a student, the locker will be marked unavailable and the Combination will be listed for you. Only available (unassigned) lockers will be available to choose from. If the student should not be included in Class Rank, you should check the No box for Class Rank. When you mark the appropriate Lunch Status for a student, book fees, and cafeteria accounts (where appropriate), will also be marked. You should indicate what Paperwork the student has completed. This will also assist you in reviewing your ECA’s. The Data fields are required for your state reports. Please choose from the selections when appropriate. Certain selections in this area may prompt you to complete more fields, as required for reports. For Corp of Legal Residence you should enter the number and NOT the name of the corporation. The ADM Count field determines how the student is counted in state attendance reports. If you choose "Does not count toward ADM Count" in the ADM Count field, you will then be prompted for the reason they do not count at this time. If you choose certain selections in the ADM Count field, you may then be prompted for more information. Information can also be entered on Special Education, Title I, and Language Minority. Upon entering this information, you will be prompted to complete additional fields. Once you are finished entering in the students’ information, click the Save button located above. Your student’s name will automatically appear.

Chapter 3 Students


If you are entering a new student, you will be prompted to enter a New Enrollment and a new School Year. It is important to be sure you are entering the correct enrollment date. After you enter the enrollment date, select “OK”. You will then get another pop-up asking you if you would like to change the student’s ID number. If you do, select “yes” and enter their number. The ID on all documents for that student will be changed to their new ID number.

It is very important that you add the new school year. School year documents are how the students’ activities are kept separate from year to year.

Editing a Student

If you need to edit a student’s information, find your student’s name under the Main Student view. Double click on your student’s name and a new window will appear. At the top left hand side, select the Edit button. This will put you in “edit” mode. Make all necessary changes and then click the Save button. Once your changes have been saved, you may close that window.

Withdrawing a Student

To withdraw a student open the student in the Student view and click the Withdraw button. You will be prompted to enter the date of withdrawal, reason, and where the student is transferring to.

Be sure to enter the correct withdrawal date so attendance reporting will be accurate.

When you have completed the information, click Okay. You will then be asked if you would like to create a Withdrawal Packet. If you answer Yes the student’s Attendance Report, Discipline Report, Progress Report, most recent Report Card, and Transcript or Permanent Record will be printed. You will then be asked if you would like to remove the student’s

Students Chapter 3


Book Fees. If you answer Yes the student’s fees will not be included for open balance letters, etc. Once you withdraw a student, he is marked Inactive and can be found in the Inactive Students view. Also, all of his classes are marked inactive so he will no longer be present on Class Absence Reports. If you need to review any of his classes you can go to Guidance… Classes… Inactive. This view will have all student class documents for Inactive students.

Re-enrolling a Student

To re-enroll a student, go to Students… Inactive. Search for the student’s name and open his Student Information. Click the New Enrollment button. Complete the information, being careful to enter the correct date, and click Okay. The student will now be listed in the active students, and all his student class documents will be activated. If he was already enrolled in classes for this school year they will also be activated. If you are activating an inactive student you may need to enter a new School Year. This is done by highlighting the student and clicking the New School Year button in the button bar at the top of the view. You simply need to verify that the year the computer has selected to add is the year you wish to add and click Okay. If the student does have a previous year entered, you simply need to verify that the year the computer has selected to add is the year you wish to add. Then save and close the document.

It is very important that you add the new school year. School year documents are how the student’s entries are kept separate from year to year.

Changing an ID To change the assigned ID, open the Student Information by double-

Chapter 3 Students


clicking on his name in the Student view. Then click the Edit button to put the document in Edit mode and click the Change ID button. You will be prompted to enter the new ID. The ID on all documents for that student will be changed to the new ID.

Creating a Web Account In the main Student view, select the student you would like to assign

a web account and double click on their name. Click the Edit button and you will see the Setup Web ID button in the blue Action Bar across the top of the screen. You will then be promoted for the user id, password, and email for the account. If there is an email address on the Student Information form it will automatically include this address. You may fill out the blanks or have the program suggest a user ID and password for you by clicking the Suggest User ID and Password button. Once you have all three fields filled out, click Okay. An email will be sent to the address you provided giving them information on how to log on and informing them of their User ID and password. At any time you can click the Setup Web ID button and click the Resend Email to generate the automated email to remind the guardians of their username, password, and instructions.

Add New…

Absence

In the main Student view, there is an Add New… button that contains a wide variety of actions to perform on an individual student. This button contains a dropdown list of all the possible forms to create in the student section of the application. You must have the student you wish to add a record to highlighted when you click on this button. To create an absence, highlight the student's name in the Student view and click Add New... and choose Absence. Please see the Chapter on Attendance for more specific instructions on adding an absence.

Students Chapter 3


Discipline Record Bus Discipline Expulsion

Once this document is saved it does not go into the main student view. It is put in the absence section of the database. These records may be viewed under the Attendance navigator or by opening the appropriate school year and clicking Attendance. To create a new discipline record for a student, highlight the student, click the Add New button, and choose Discipline Record. Please see the chapter on Discipline for more specific information about adding a discipline record. Once this document is saved, it is saved onto the main student view under the appropriate school year. It can be reopened by double-clicking on the record. Also, this record will be included in the Student Summary by double-clicking the current school year and clicking on Discipline. In addition, this record will be available in the Discipline Navigator. To create a new Bus Discipline record for a student, highlight the student, click the Add New button, and choose Bus Discipline. Please see the chapter on Discipline for more specific information about entering a Bus Discipline record. Once this record is saved, it will be listed in the Main student view under the student’s current school year. Also, the Bus Discipline Record will be included in the Student Summary by double-clicking on the current school year and clicking Discipline. These records are also listed in the views in the Discipline section. To create an Expulsion record for a student, highlight the student, click the Add New button, and choose Expulsion. For specific information about entering an expulsion, please see the chapter on Discipline. Both the Expulsion Record as well as any letters created from the Expulsion record may be found under the student’s name and current school year in the Main student view. Also, the Expulsion Record

Chapter 3 Students


Letter to Guardian or Students

will be listed in the appropriate views in the Discipline section. Blank letters may be created for either the student or parents. To create a new letter for a student, highlight the student, click the Add New button, and choose Letter to Student. To create a new letter for a parent, highlight the student, click the Add New button, and choose Letter to Guardian. The appropriate names and address are automatically put on the letter. However, if you wish to change any of this information, you can simply delete it and put in the correct information. The field with the red brackets right after the salutation field is where the body of the letter is typed. The final field on the document is a list of faculty names. Choose the correct name, and that person's title will be listed under his/her name. If the individual is an administrator, his/her signature will be added to the letter when it is approved. Otherwise, the letter is marked as approved and is ready to be printed. All letters will stay in the “To be Printed” section of the inbox until they are printed. Once printed, they will move from that area but will still be listed under the student's name in the Student view.

Students Chapter 3


Email to Guardian Text Message Email to Teachers Phone Call Misc Entry

Emails to Guardians can be created by highlighting the student, clicking the Add New button, and choosing Email to Guardian. The email address from the Student Information will be pulled in and additional email addresses can be entered here if necessary. The field with the red brackets is where the text of the email is written. Once you click “Send”, the email will be sent and a copy of it will be saved and listed under the student’s name in the student view. Text Messaging is very similar to email; however, it sends a text message to a cell phone. Text messaging numbers can be added to the Guardian information under the Student Demographic information. To create a text message, click the Add New button and select Text Message. Add the details of your message and then click Send. Emails to Teachers can be created by highlighting the student, clicking the Add New button, and choosing Email to Teachers. The email addresses for all of the students’ teachers will automatically be pulled in from the Staff information. If an email address for a teacher is not listed, it will not be added to this email. The field with the red brackets is where the text of the email is written. Once you click “Send”, the email will be sent and a copy of it will be listed under the student’s name in the student view. To create a new Phone Call record for a student, highlight the student, click the Add New button, and choose Phone Call. The parents' phone numbers are automatically pulled into the record. The time and date can either be typed in or selected from the drop down menus provided. Select the “Personnel” name. The "Reason for call" field is free text. Once you save this record, a copy will be listed under the student’s name in the student view. To create a Miscellaneous Entry for a student, highlight the student, click the Add New button, and choose Misc Entry. The time and date can either be typed in or selected from the drop down menus provided. Select the “Personnel” name. The “Comment” field is a

Chapter 3 Students


Parent Packet Homework Agenda Nursing Visit

free text field. Once you save this record, a copy will be listed under the student’s name in the student view. Choosing Parent Packet under the Add New button allows you to easily compile a number of reports from one location. These records will be automatically sent to the printer for you. To create a Parent Packet, highlight the student's name and click Add New and select Parent Packet. You will then be prompted to select the information you want included in the packet. Your choices are: Attendance Report- a list of absences and tardies Discipline Report - a list of discipline encounters Progress Report- a report of grades Assignment Summaries- a list of all assignments for each class including total points, possible points, and current grade If you selected Attendance and/or Discipline you will be prompted to choose for which term(s), and if you selected either Progress Report and/or Assignment Summaries you will be prompted for which term and grading period. Once you have answered the above questions, the computer will create the selected reports and print them. To create a Homework Agenda, select the student's name and click Add New and select Homework Agenda. Enter the desired date and click “Okay”. A homework agenda will be created showing the assignments listed in the plan books for each class in which the student is enrolled. You may click Print to print the homework agenda. To create an agenda for another date follow the above procedure for that date. To create a Nursing Visit for a student, highlight the student, click the Add New button, and choose Nurse Visit. Please see the chapter on Health Records for more information about entering nursing visits. The Nursing Visit will be listed under the student’s name and

Students Chapter 3


Medical Note Allergy or Health Concern Immunization Record Health Screening

current school year in the Main student view. It will also be listed under the Health Records navigator. To create a Medical Note for a student, highlight the student, click the Add New button, and choose Medical Note. Please see the chapter on Health Records for more information about entering Medical Notes. The Medical Note will be listed under the student’s name and current school year in the Main student view, as well as in the Health Records navigator under Medical Notes. To add an Allergy or a Health Concern, click the New Allergy button or the New Health Concern button on the Nursing Visit form or select the student and click Add New… Allergy or Add New…Health Concern. Please see the chapter on Health Records for more information about entering Allergies and/or Health Concerns. When you click “Okay”, the allergy/health concern will be displayed on Nursing Visits and the Student Information form under the Medical Info tab. Also, this allergy can be seen by going to the Health Records navigator. To make changes to an Allergy or Health Concern, you can double-click to open it in either of the Allergy views and edit it as desired. To create an Immunization Record for a student, highlight the student, click the Add New button, and choose Immunization Record. Please see the chapter on Health Records for specific information on entering Immunization Records. Once the immunization has been entered, it can be viewed and edited by using the Add New…Immunization button. Also, it can be viewed under the Health Records navigator under Immunizations. To create a Health Screening Record for a student, highlight the student, click the Add New button, and choose Health Screening Record. Please see the chapter on Health Records for specific information on entering a Health Screening. This information can be viewed in the Health Records navigator under Health Screening.

Chapter 3 Students


Medication Guidance Note Class Request

To create a Medication Record for a student, highlight the student, click the Add New button, and choose Medication Record. Please see the chapter on Health Records for more information on entering Medications. Once you Save and Close the document, the medications can be seen in a calendar format by clicking Health Records… Medication. You will see the names of all students that are scheduled to receive medication each day and the time they should take the medication. You may double-click on any of the entries to open it and see more details. If you click Edit you can make changes. To create a guidance note for a student, highlight the student, click the Add New button, and choose Guidance Note. This note is simply a place to record the time and place of a conversation. The completed note will show up in the main view as well as in the Guidance section of the application.

If you know which classes you wish for a student to enroll in, you may schedule the student using the Class Request. This feature is

Students Chapter 3


Course Request

used primarily for new students enrolling during the current school year. All other students are scheduled via the Show Next Year portion of the Guidance navigator. To create a new class request document for a student, highlight the student, click the Add New button, and choose Class Request. A Schedule Drop/Add form will come up that allows you to enter classes for the student. Find the class you want under the appropriate term by either typing the name or pressing “enter”. When you are finished, click on Apply Changes. It will ask if you would like to create new enrollment handouts for that student. This feature automatically creates the enrollment handouts. These documents can be viewed in the Guidance section of the system under the "Class Request" view. If you know the courses, but not the actual periods the student should enroll in, you should use the Course Request option instead of the Class Request option. This is used primarily for students enrolling during the current school year. To create a new course request document for a student, highlight the student, click the Add New button, and choose Course Request. You may use type ahead to begin typing the course number or description, depending on your System Profile selection, or you may press “enter” to see a list of courses to choose from. If you select a course in the All Year field, the appropriate terms will be completed for you when you exit the field. On the Course Request, you will see a Request Required Courses button. When you click this, it will request all courses that are required for the grade the student is currently in. These documents can be viewed in the Guidance section of the system under the "Class Request" view. From this view, you may highlight the student's name and click the Schedule Selected Student button. This will schedule the student for the appropriate courses

Chapter 3 Students


Grade History Scan Document Standardized Tests

and create his enrollment handouts (schedule, book fees, and enrollment summary). To enter a student's past grades you may do so with the Grade History form. To do this, select the student, click the Add New button, and then select Grade History. You may select the school year you are entering courses for, enter the total number of absences, and begin entering the courses the student took. After you have entered the term and course number on each line, the description, graduation requirement code, and credits will be automatically filled in. If the computer does not recognize that course number, you will be prompted to enter information about the course. Once you have the courses entered, click the Create Classes button. This will create classes for the chosen school year with the appropriate grade information. You can do this for all prior years. Once these classes are created, you will see them added to the view in the Guidance…Classes…By Student view and also on the student’s transcript. When the Scan Document option is chosen under the Add New button, the scanner software will automatically be launched, and the scanner will be ready to accept the paper document. Once the document is scanned, a picture of it will be placed in the last field on the page. If you wish to view the scanned document full size, you can double click on the picture of it, and the view will be launched. If you would like to re-scan the document, highlight the picture of the scanned document, delete it, and start the scanning process over. To enter standardized test scores for a student, highlight the student's name, click Add New, and select Standardized Test. The first time you choose this for a student, it should open a blank form. If scores have already been entered for a student, his/her scores will be displayed for you.

Students Chapter 3


Reminder Permanent Record (Elem. Only)

To add new scores, click "Add Score". Choose the test you want to enter the score for and fill in the information. If the test is either ISTEP or MAP you should choose both a school year and enter the date. Once the information has been entered, click “Okay” and it will put the information on the standardized test form. Repeat this process for any additional tests. These scores will then be displayed on the student’s transcript. To edit Standardized Test scores, go to Guidance...Standardized Tests. Open the test you wish to change, click “Edit”, make your changes, and click “Save”. Reminders can be created by highlighting the student you would like to create the reminder for, clicking Add New, and selecting Reminder. Reminders are best described as electronic "sticky notes". Any time a document with a reminder is opened, or an action is run against it, the reminder will show up on the screen. Reminders can be of two types, General or Immediate. An "Immediate" reminder will show up as soon as it is entered into the system, whereas a "General" reminder will not show up until the date specified in the "Remind on" field. When you no longer need to be reminded of this activity, simply check the "Do not show this reminder any more" box, and it will no longer show up. Once you check this box, this reminder will not show up for anyone anymore. The Permanent Records section functions for the Elementary in much the same way as Transcripts do for High School. There are two ways of generating a permanent record. They can be generated through the Main Student View. Click on the student and open up the current school year by double-clicking on it or pressing “enter”. Then click on “Permanent Record” to see that particular student’s record. Additionally, to create a Permanent Record, select the student and

Chapter 3 Students


Book Fees (Elem. Only) Report Card (Elem. Only) Web Message

click Add New…Permanent Record. The student's permanent record will open. Book fees are created by clicking on a student and then choosing Add New…Book Fees. This creates a book fees document for that student and assigns the appropriate fees based on the subject that student is in. The book fees document can be accessed through the Textbook Rental navigator. Choosing Add New…Report Card creates a report card for an Elementary student. Simply choose the grading period you wish the report card to be for and click Okay. The report card will then be on the screen and can be printed from this view. Web Messages can be created by clicking the Add New button and choosing Web Message. Web messages are posted on the internet for parents. When they long onto their student’s account using their school-issued User ID and password, they will see the Web message posted. Simply select your name under “Posted by” and type your message in. When you click “Okay”, this will be available for parents to view.

Students by Grade

The main student navigator contains an option to view students sorted by grade level. This view contains numbers on how many students are contained in each grade level and the total students enrolled. Double-clicking on any student will bring up the Student Information document. The action button Create… in the Students by Grade view contains many options for creating items for students. As in the Add New… button on the Main Student View, the Create… button allows Discipline Records, Absences, Parent Packets, Mass Emails, Text Messages, and Web Messages to be created for students. The

Students Chapter 3


difference here, though, is that these items can be created for several students at one time. The Main Student view allows for these items to only be created for one student at a time. To create any of these items, simply select the students you wish to be included and then click Create… and select the item you wish to create. These items are then created in the same manner as was done for one student. In addition, this view allows for several other items to be created. A Grade List can be created with or without student addresses. Mailing labels, File Folder labels, 3 x 5 cards, and Postcards can also be created by selecting the students you wish to include and following the prompts for each item. Attendance records can be printed in mass by selecting students can clicking Create…Print Attendance. Graduation Status reports can be generated by selecting one or as many student names that you need and click on the button Create… and select Grad Status. Once they are completed you may go to Guidance…View Grad Status to view or print the reports. The Graduation Status form lists all classes the student has completed by graduation requirement code. It totals the number of credits completed, and based on the values you have entered in the "Graduation Requirements" profile, it determines the number of credits needed in each category. Transcripts can be generated through the Students by Grade view also. Select one or as many student names that you need, click on the Create… button, and select Transcripts. To create the reports on multiple students, select the students you wish to review and follow the same instructions as just described. Once they are completed you may go to Guidance and select Transcripts to view or print the reports. Form letters can also be created through following areas:

Chapter 3 Students


1. Students by grade- you can do all students, by grade, or just particular students (select the ones you want) 2. ECA List- you can choose a particular sport or all sports 3. Room List- in Elementary only To create a form letter, first select (check mark) the students you wish to send a letter. Then select Form Letter from the Create… menu and answer the following prompts: 1. Do you want the letter to be addressed to the student or the guardian? 2. Who is the letter from? You can select personnel or you can type in a new choice. 3. Mark if the letters need to be approved. If you choose yes,

they will go to the inbox and await approval and signature. If you choose no, they will go to "To be printed". 4. If you have created a template before and wish to use that now, you may select it from the list of templates. Otherwise, you may leave this blank. After you click “Okay”, you will be prompted to enter the body of the letter. Type it as you want it to appear. It can be multiple paragraphs. If you wish to personalize the letter, you may use the insert field button to insert <FN> for first name, etc. After you click “Okay”, you will be asked if you wish to save the body of the letter as a template. If so, you may name it now. You will then be asked if the letter should be saved as part of the student's record. If you select “Yes”, you may name the letter. It will then be listed in the Main student view. The letters will be created, and when they are completed, you will get a message box that tells you the letters are completed and where to go to approve/print them.

Students Chapter 3


Students by Room (Elem. Only) The Students by Room view for the Elementary shows a view of all

students sorted by grade level and by teacher. From this view, study tables can be created and students can be assigned or reassigned to a teacher. In addition, mass emails, mailing labels, or absences can be created by selecting the students you wish to include.

Birthdays The Birthdays view under the Student navigator sorts the students

by their birthdays. This list can be sorted by Teacher or by Grade by clicking on the column headings. Double-clicking on any student name will bring up the Student Information Document.

Class Birthdays (Elem. Only) The Class Birthdays view for the Elementary shows a list of all

classes sorted by grade level. Under each class is a list of students in that class sorted by their date of birth.

By Family The By Family view under the Student navigator sorts the students

by Parent/Guardian names. Those students with the same parent/guardians are listed together. This list can be sorted by student names, address, or phone number by clicking on the column headings. Double-clicking on any student name will bring up the Student Information Document.

Student Search Student Search provides a list of all current students, which can be

sorted in multiple ways. This provides an easy way to search for students using various search options. The columns can be sorted by last name, first name, nickname, date of birth, or ID. It is important to remember that the column under which the information is sorted will become the method of search. For example, if you have the information sorted by ID, then you must perform your search by ID number.

Chapter 3 Students


Inactive Students Inactive Students provides a list of all students who are no longer

attending your school. Each time a student is withdrawn, their information is moved from the current student list to this Inactive Student list. Students can be moved back to the current student list by creating a new Enrollment from the Student Information document. Please refer to the beginning of this chapter on information on re-enrolling a student. Like the Main Student View, the Inactive Students view contains an Add New… button. This allows various documents to be created and saved for inactive students. Some of the documents that can be created are letters, phone calls, miscellaneous entries, guidance notes, grade history, and standardized tests. These items are all entered in the exact same way as is done for active students.

Attendance 4

Harmony

User’s Guide

Chapter 4 Attendance


Absence Form The Attendance Profile contains information regarding absence reasons, absence counts, and attendance preferences. Make certain the Attendance Profile is set up according to your school policy! See the chapter on System Admin for more information.

To create an absence form, highlight the student's name in the Student view, click Add New..., and choose Absence. If the student has an absence for today, it will notify you that he/she has an existing absence and allows you to either edit the existing absence or create a new one. The date will default to today, but you may change the date by typing in the correct date, or clicking on the calendar icon to display the calendar. You can then select a date from the calendar by clicking on it. Select if the student is Absent or Tardy, and if it is excused, unexcused, or certified. The Reason field is a drop down menu containing the most common reasons for absence or tardy. These choices are set up in your Attendance Profile. To change these choices, see the chapter on System Admin. You can also select in the next field whether an excuse note was sent in or not. You can use the Comment field to enter in any other important information. If the absence should not count towards the student’s attendance, click the Does not count checkbox. This allows you to have record of the absence without it counting against the student.

Once this document is saved, it does not go into the main Student view under the student’s name. It is put in the Attendance section of the database. These records may be viewed/edited under the Attendance section, or in the Student Summary by double-clicking on the appropriate School Year and then clicking on the Attendance button. When an absence is entered in the office before a teacher takes attendance in the classroom, the absence will show up on the teacher's classroom attendance list.

Attendance Chapter 4


All attendance forms are listed in several Attendance Reports. These may be viewed by clicking on the Attendance Navigator. Any of these absences can be viewed and edited by simply double-clicking on the student’s name or absence record. You can view all absence entries as: Absences Today—contains only today’s absences Absences by Date—all absences for this school year sorted by date Absences by Grade—all absences for this school year sorted by grade Absences by Period—all absences for this school year sorted by period Tardies by Period—all tardies for this school year sorted by period Absent Lookup—all absences for this school year sorted by student Class Absence Reports—all Class Absence Reports sorted by Date and period



You may decide in the Attendance Profile if you would like

teachers to be notified via a message box when students have accumulated a determined number of absence or tardies. See the chapter on System Admin for more information.

You may decide in the Attendance Profile if you would like a Discipline Record generated when an excessive amount of tardies has been reached. These Discipline Records will appear in the Inbox of the Disciplinarian, as selected on the Discipline Profile. See the chapter on System Admin for more information.

Entering Absences on Multiple Students You may enter an absence for multiple students at one time in the

Students by Grade view or the ECA List view. This is very helpful if you have a group of students that will be missing school. To do so, you should select the students you would like to enter an absence on. You may select the students by clicking with your mouse in the white column on the left hand side of the view. Also, you may use your spacebar to select a student. Once the students are selected, click Create… Absences. You will be prompted to select if it is an Absence or Tardy, the Reason, Type, and to select if it is a Does not count absence. You may also enter a Comment. When you have completed the information and click Okay, an absence will be created for each student selected. You may view these absences in any of the Attendance views mentioned prior, or in the Student Summary by double-clicking on the School Year under the student’s name and clicking on the Attendance option.



Looking Up Absences You have several options for finding an absence. Click on

Attendance in the Navigator. You may find the absence in any of the attendance views listed in this section. If you select Absences Today, the names of all students absent or tardy today will appear. In the Absent Lookup view, the absences are sorted by student. You may search using the last name of the student to be taken to his/her absences. You may also look up an absence through the Student Summary. To do this, double click on the School Year under the student’s name and click Attendance. The student’s absences and tardies for this school year will be listed.

Editing Absences Tip: If you do not see all absence entries in the Absent Today view, press the F9 key on your keyboard This will refresh the view and display all absence entries for today.

You have several options for editing a student’s absence. You may click on Attendance in the Navigator. You may find the absence in any of the attendance views listed in this section. If you select Absences Today, the names of all students absent or tardy today will appear. In the Absent Lookup view the absences are sorted by student. You may search using the last name of the student to be taken to his/her absences. Find the name of the student you want to edit and double-click on any of the absence records. Select the Edit button and make the necessary changes. Once you are finished, select the Save button and close the window. You may also edit an absence through the Student Summary. To do this, double-click on the School Year under the student’s name and click Attendance. The student’s absences and tardies for this school year will be listed. By double-clicking on the record you are interested in, you can open the absence. Then simply click Edit, make any changes, and click Save and Close when you are finished.

Printing Attendance Reports To print an Attendance Report for an individual student you can

open the Student Summary by double-clicking on the School Year



under the student’s name. When the Attendance section is open, click Print and this report will be automatically printed.

For Attendance Reports on multiple students, you can go to Students by Grade or Attendance Review and select (checkmark) the students you want to print a report for. Then click Create… Print Attendance in the Students by Grade view or Attendance Review view. You will be prompted to select the Term(s) to include. The reports will then be sent to your printer.

Attendance Review The Attendance Review allows you to use your school’s criteria to

determine if a student has an excessive number of absences or tardies.

To run an Attendance Review click on Attendance… Attendance Review. If an Attendance Review has not been performed, or if the view has been cleared, the view will be empty. If names are listed in the view and you want a clean start click the Clear View button. This will remove all the student’s names and attendance information.

Reviewing Attendance

To review attendance, click the Review Attendance button in the Action Bar. You will then be prompted to enter your preferences.



Tip: The text in blue at the bottom of the dialog box will assist you by explaining each selection.

Select what you would like to Review. You can choose from Absences by Period (reviews the number of absences in each period you offer), Total Absences (reviews the total absence count), Tardies by Period (reviews the number of tardies in each period), and Total Tardies (reviews the total number of tardies). Enter a date range you would like to review and select what type of absences or tardies you would like to include in the count. You can include excused, unexcused, certified and ones marked “Does not count”. Then enter the number you would like to use as a cutoff. When you have completed your preferences, click “Okay”. Attendance will be reviewed for all active students to see if they meet or exceed the criteria you specified. Once this is completed, you will be notified with a message box that the attendance review is complete, and the criteria you selected will be listed for you.

Tip: You may sort by any of the columns by clicking on the

In the view you will see a list of all students that meet or exceed the criteria. You will also see the number of absence or tardies they have, which puts them in this group. If a letter has been created, you will see that a previous letter has been sent and how many



column header. absences/tardies the student had at that time. This will assist you in determining if another letter should be sent. Also, you will see the student’s grade listed. You may run another set of criteria if you wish and the students with excessive absences or tardies will be listed for each criteria they meet or exceed.

Attendance Letters

Once you have determined which students need letters, you can select (checkmark) them and click the Create Letters button in the Action Bar. You will be prompted to enter if the letter should be addressed to the Student or Guardian. The default will be set to Guardian. You will also need to select whose name should be on the letter as the person sending/signing it and whether the letter will be electronically approved. If you select No for Needs Approval the letter will automatically be marked Approved when it is created. If you select Yes, the letters will be in the selected personnel’s Inbox for approval. You may then select what Template you wish to use. If you do not have any templates entered you should leave the field blank. Otherwise, pick the appropriate template from the list. When your selections are complete click “Okay”.

Tip: When you use the Insert Field option, the field you select will be inserted at the end of the letter body. You should use this feature as you type or use Cut and Paste to move the field.

You will then be able to enter/edit the body of the letter. If you did not select a template the field will be blank. You may put your cursor in the field and begin typing. The letter will automatically include the date, address, greeting, and personnel name and title. You should only enter the body of the letter and the salutation in the template. To personalize the letter you can use the Insert Field button. This allows you to select from a list of fields to enter in the letter body as a merged field. When the letters are created it will merge the appropriate information for each student into their letter.



The <Absence Count> field will display the number of absences or tardies the student has accumulated. If you selected a template, you will see the contents of the template displayed for you. You may make any changes to the body at this time.

Tip: When naming a Template, be specific.

Once the body of the letter is complete click the “Okay” button. You will then be asked if you would like to save the template for further use. If you select Yes you will be prompted to enter a name for the template.

The letters will then be created for all selected students. You will be notified with a message box when this process is complete. You can find these letters in the Main student view listed under the current school year. In addition, all attendance letters sent will be recorded in the Attendance Letters section of the Attendance navigator. Also, the letters will be in the Inbox portion until they are marked as Approved and Printed. See the chapter on Inbox for details regarding approving and printing letters.

Printing Attendance Reports Tip: If you want to print Attendance Reportson the same students you created letters for, they will still be selected (checkmarked) in the view after you create the letters.

If you would like to print the student’s attendance record to send with the letter you can do so from the Attendance Review view. Select (checkmark) the students and click the Print Attendance button. You will be prompted to select which Term(s) you want to include on the report. The report will then be sent to your default printer.



Creating Discipline Records for Attendance Infractions You can also create discipline notices for selected students. To do

this select (checkmark) the students and click the Create… Discipline Notices button. A Discipline Record will be created for each selected student. The type- "Total Tardies", "Tardies by Period", etc will be listed as the Infraction and the full absence/tardy count will be in the Comment section. The Discipline Record will be listed under the student’s name and current school year in the Main student view. They will also be in the Inbox of the disciplinarian until they are approved. To select or change the disciplinarian, you need to edit the Discipline Profile. Please see the chapter on System Admin for more details.

Calculating ADA Average Daily Attendance (ADA) can easily be calculated through

the Attendance navigator. Simply choose Calculate ADA and then enter the dates you wish to include. You can calculate by as many or as few dates as you wish. Any dates marked as “Days Out” on the calendar in the Office Use navigator will not be included in the ADA. Once your dates are selected, click “Okay” and the ADA reported will be automatically generated.

Discipline 5

Harmony

User’s Guide

Chapter 5 Discipline


Discipline Record To create a new discipline record for a student, highlight the student

in the Main student view, click the Add New button, and choose Discipline Record. The student’s name, guardian name, and telephone numbers are listed at the top to the form for reference.

The Classroom/Office button allows you to select if the situation was handled in the classroom or the office. If you wish for all infractions marked office to appear in the Disciplinarian's inbox so he/she knows to discuss the incident with the student you may make this selection on the Discipline Profile. Please see the chapter on System Admin for more information. The Personnel field is used to enter the name of the faculty member handling the infraction. If the Record is marked as being handled in the Office, the Personnel will default to the Disciplinarian as listed on the Discipline Profile. The Reported By field is used to enter the name of the individual reporting the incident. The Infraction field contains a list of infractions from the Discipline Profile document. You must choose from the keywords. You may enter as many infractions as appropriate. When adding choices to the discipline profile, remember that the infraction is pulled into the letter directly from the discipline record. For this reason, you may want to make the choices lower case.

Tip: If you are going to create a letter from the discipline record, you should type the Comment

You may enter details about the incident in the comment section. This is a free text field, so you can type anything you wish. The comment is not seen in the Discipline Summary or in the Harmony Parent Component.

Discipline Chapter 5


in proper sentence format.

The Action Taken field contains a list of actions from the Discipline Profile document. You must choose from the keywords. You may enter as many actions as appropriate.

If you notified the guardian about the incident, you can click “Yes”

in the Notified field.

Discipline Letters

To send a letter to the guardian about the discipline incident, click the Letter button while in the Discipline record, and then select Create Letter. This will create a letter addressed to the student's guardians summarizing the incident. The main paragraph of the letter is pulled from the Comment field. This is why it is important to type the comment in proper sentence format. The letter will then be in the Inbox for approval, if appropriate.



Once the letter is saved it will also be seen under the Student’s name and current school year in the Main student’s view.

Entering Discipline Records on Multiple Students You may enter a discipline record for multiple students at one time

in the Students by Grade view. To do so, you should select the students you would like to enter a discipline record on. You may select the students by clicking with your mouse in the white column on the left hand side of the view. Also, you may use your spacebar to select a student. Once the students are selected click Create… Discipline Notices. You will be prompted to select the personnel, reported by, infraction, comment, and action taken. When you have completed the information and click OK. A Discipline Record will be created for each student selected. You may view these records under the Discipline navigator or in the Student Summary by double-clicking on the School Year under the student’s name and clicking on the Discipline option.

Suspensions Tip: If you do not choose "in school suspension" or "out of school suspension" you won't be asked the appropriate questions, and the record will not be listed as a

If you choose a suspension as an Action Taken, you must choose a Violation (these are the choices on the state suspension report). You will also need to indicate what type of statement was given as well as the student’s response to the statement. Also, if a Hearing Officer was involved with the suspension, his/her name should be listed as the Hearing Officer. If the action is an in school suspension, you will need to enter the number of days of the suspension. If the action is an out of school suspension you need to enter the From and To date of the suspension. For out of school suspensions, unexcused absences,



suspension for State Reports.

which are marked “Does not count”, will be made for the student for the appropriate days. These students will then show up in the teachers’ classroom attendance reports as unexcused.

All suspensions will be listed under Discipline… Suspensions. These suspensions will be listed on your State Suspension Report.

Suspension Letters Tip: If you would like to change the wording of the Suspension Letter go to Office Use… System Admin… Templates. You can edit the Form 1A template. Do not change the name of the template .

To create a letter regarding the incident and suspension, click the Letter button in the action bar at the top of the Discipline Record, then select Suspension Letter. This will create a letter addressed to the student's guardians summarizing the incident. This is in the format of Form 1A. The letter will then be in disciplinarian’s Inbox for approval. Once the letter is saved it will also be seen under the student’s name and current school year in the Main student’s view.

Detentions If you choose a detention as an Action Taken, you need to enter the

dates the detention will be served. You have three options for how the dates will be served- Daily, Weekly, or Enter Dates.



If you choose Daily, you can enter a From and To date and the student will be listed on the Detention Calendar for all weekdays between and including those dates. If you choose Weekly, you can enter a From and To date and the student will be listed on the Detention Calendar once a week between and including those dates. The day of the week will be the day of the From date. If you choose Enter Dates, you can enter the dates that will be served. You should enter the dates in valid date formats. For example, “4/20/05” should be used instead of “next Tuesday”. All detentions will be listed under Discipline… Detention Calendar.

Looking Up Discipline Records

Discipline records for a particular student may be viewed under the student's name in the Main student view, or by opening the appropriate school year and clicking Discipline. You may click the Print button to print this Discipline Report. There are several discipline views that can be accessed by clicking on Discipline in the navigator. Under Discipline Reports you have options of viewing discipline records by Infraction, Teacher, Action, Student, Grade or Term. You may also view Suspensions and Expulsions in this area. In both the Suspension and Expulsion view you have a button that allows you to access Last Years Suspensions and Last Years Expulsions. Double-clicking any of these records brings up the Discipline Record. You may click on Detention Calendar to see by date what students should be in detention or suspended from school. This view contains any discipline records that have a suspension or detention as the action.



In addition, you may click on Last Year to see the Discipline Records for the prior school year.

Editing Discipline Records You can edit a Discipline Record by double-clicking on it and

opening the record. Once it is open you can click the Edit button to put the record in Edit mode. You can make any necessary changes and then Save the record.

Emailing Discipline Records

You can email a link to a Discipline Record to the guardians of a student. Once the record is complete, click the Email button in the action bar. An email will be sent to all email addresses listed on the Student Information form. The email will include a hyper link. When they click on the link, they will be prompted to enter their school-issued user name and password. The Discipline Record will then be opened for them to review. They will see the complete Discipline Record as you do on your screen.

Bus Discipline Record Tip: To change the choices for Action and Infraction, you will need to edit the Bus Discipline Profile. See the chapter on System Admin for more information.

To create a new bus discipline record for a student, highlight the student in the Main Student view, click the Add New button, and choose Bus Discipline. This will allow you to enter the infraction, details of the incident, history, and action taken. Once this record is saved, it will be listed in the Main student view under the student’s current school year. Also, the Bus Discipline Record will be included in the Student Summary by double clicking on the current school year and clicking Discipline. These records are also in the Discipline navigator.

Expulsion To enter an Expulsion for a student, highlight the student in the

Main view, click the Add New button, and choose Expulsion.



Select the personnel that is handling the expulsion and complete the remaining fields. If the student is being suspended, complete the From and To dates. Unexcused absences, which are marked “Does not count”, will be made for the student for the appropriate days. Complete the remainder of the form. All the fields are required for the State Expulsion Report. Once the form is complete and you have saved it, you will see a Create button in the action bar across the top of the form. You have the option of creating a Suspension Letter (Form 1A), a Suspension pending Expulsion letter (Form 1B), or a Request for Expulsion letter (Form 2). These letters will be routed to the appropriate personnel’s Inbox for approval. Both the Expulsion Record as well as any letters may be found under the student’s name and current school year in the Main student view. Also, the Expulsion Record will be listed in the appropriate views in the Discipline section.

Health/Medical Records 6

Harmony

User’s Guide

Chapter 6 Health/Medical Records


Nursing Visit Tip: If you do not see a physician or physician phone number displayed, then one is not entered on the Student Information form in the Medical Info section.

To create a Nursing Visit for a student, highlight the student, click the Add New button, and choose Nurse Visit. The display section, at the top, will show you the student’s guardian information, phone number, and physician information. If any allergies or health concerns have been entered for the student you will see those displayed as well.

You can use the entry helpers to enter the Date and Time of the visit. You can enter or select your name for Personnel. Both the Complaint and Comment field are free text. You may want to be concise in the Complaint field. This may assist you in tracking the reasons you are seeing students for visits. You can then use the Comment field to type as much detail as you wish.

Health/Medical Records Chapter 6


For the Outcome you can choose between “Return to Class” or “Sent Home”. You should then enter the time that the outcome took place. Once you are finished, Save and Close the Nursing Visit. The Nursing Visit will be listed under the student’s name and current school year in the Main student view. In addition, Nursing Visits can be found under the Health Records navigator. You can scan in records from the student's physician using the Scan Document button at the bottom of the form.

Emailing Nursing Visits

You can email a link to a Nursing Visit to the guardians of a student. Once the record is complete, click the Email button in the action bar. An email will be sent to all email addresses listed on the Student Information form. The email will include a hyper link. When they click on the link, they will be prompted to enter their school issued user name and password. The Nursing Visit will then be opened for them to review. They will see the complete Nursing Visit as you do on your screen.

Allergies

To add an allergy, click the New Allergy button on the Nursing Visit form or select the student and click Add New… Allergy. Enter the Date, Allergy, Reaction (you can choose one from the list or enter one), and make any comment. Please note the comment should be used for only a few words. If you need to enter more information you should enter a Medical Note. When you click “Okay”, the allergy will be displayed on Nursing Visits and the Student Information form under the Medical Info tab. Also, this allergy can be seen with all allergies by going to Health Records… Allergies and Allergy by Grade views. To make changes to an Allergy, you can double-click to open it in either of the Allergy views and make any necessary changes.



Health Concerns

To add a health concern, click the New Health Concern button on the Nursing Visit form or select the student and click Add New… Health Concern. Enter the Date, Concern, and Comment. Please note the comment should be used for only a few words. If you need to enter more information, you should enter a Medical Note. When you click “Okay”, the concern will be displayed on Nursing Visits and the Student Information form under the Medical Info tab. Also, this concern can be seen with all health concerns by going to Health Records… Health Concerns and Health Concerns by Grade views. To make changes to a Health Concern, you can double-click to open it in either of the Allergy views and make any necessary changes.

Medical Note To create a Medical Note for a student, highlight the student, click

the Add New button, and choose Medical Note. The display section at the top will show you the student’s guardian information, phone number, and physician information. If any allergies or health concerns have been entered for the student, you will see those displayed as well. You can enter your name as Personnel and enter as much information as you want in the “Note” field. Once you are finished, Save and Close the Medical Note. The Medical Note will be listed under the student’s name and current school year in the Main student view. In addition, Medical Notes can be found under the Health Records navigator under Medical Notes.

Immunization Record To create an Immunization Record for a student, highlight the



student, click the Add New button, and choose Immunization Record. The display section, at the top, will show you the student’s guardian information, phone number, and physician information. If the student has all necessary immunizations, you should click the “Immunizations Complete” checkbox. Enter the date of each immunization. If a student has not had an immunization, you may leave that field blank. If the student has other immunizations you would like to record, you may use the “Other” area to record this information. You can scan in records from the student's physician using the Scan Document button at the bottom of the form.

Health Screening To create a Health Screening Record for a student, highlight the

student, click the Add New button, and choose Health Screening Record. You can add details regarding the student’s height, weight, vision screening, scoliosis screening, and auditory screening. The fields are free text fields. These Health Screenings can then be accessed through the Health Records navigator under Health Screening.

Medication To create a Medication Record for a student, highlight the student,

click the Add New button, and choose Medication Record. The display section, at the top, will show you the student’s guardian information, phone number and physician information. If any allergies or health concerns have been entered for the student you will see those displayed as well. In addition, new allergies or health concerns can be entered in the same manner as on the Nursing Visits.



You should enter the Personnel, Illness/Reason for taking the medication and the name of the medication. You should then enter the start and end date for taking the medication and the time the student should take the medication. If the student only needs to take the medication one day, then you only need to fill in the first date field. If the student needs to take the medication over a period of time, simply enter the beginning of the date range in the first field and the end of the date range in the second field. You may also enter any comments. This is a good place to note the dosage or special instructions. Once you Save and Close the document, the medications can be seen in a calendar format by clicking Health Records… Medication. You will see the names of all students that are scheduled to receive medication each day and the time they should take the medication. You may double-click on any of the entries to open it and see more details. If you click Edit you can make changes.

Looking Up Health Records

Health Records can be viewed in several ways. First of all, they can be viewed by individual student under the student’s record. Allergies and Health concerns can be viewed on the Student Information document under the Medical Info tab. In addition, Nursing Visits and Medical notes are listed under the student’s name and current school year.



All Health Records can also be viewed under the Health Records navigator. These documents can be opened and edited by double-clicking on any record. Nursing Visits—All Nursing Visits for the current school year sorted by date By Grade—All Nursing Visits for the current school year sorted by grade level By Outcome—All Nursing Visits for the current school year sorted by Outcome By Complaint—All Nursing Visits for the current school year sorted by Complaint Immunizations—All students’ Immunizations Records. This can be viewed by name or grade and can be viewed by “All immunizations” or “Incomplete Immunizations” by using the button at the top of the screen. Medications—Calendar of all students scheduled to receive Medications Allergies—All Allergies sorted by student By Grade—All Allergies sorted by grade level. These can be sorted by allergy. Health Concerns—All Health Concerns sorted by student By Grade—All Health Concerns sorted by grade level. These can sorted by health concern Health Screening—All Health Screenings sorted by student Medical Notes—All Medical Notes sorted by student

Classroom 7

Harmony

User’s Guide

Chapter 7 Classroom


Classroom View To get to the Classroom View, click on the link in the Navigation

menu entitled Classroom. This will open a new tab. The first screen you will see is the Grade Book screen. In the right hand portion of your screen, you will see your name listed. Under your name you will find your class roster, grade books and assignments for each class. The grade books contained here are your current grade books only. All grade books from prior grading periods are found under All Grade Books.

All of the teacher's activities for the classroom (grade books, lesson plans, assignments, etc...) are accessed through the Classroom view. This view is located about midway down on the Student navigator. If you are in other sections of the program, its relative position on the screen may change, but it will always take you to the same place.

This view is actually two views combined into one. In the top part you will see a list of all your current classes, and in the bottom you will see a calendar view with lesson plans. You will only see your own classes and lesson plans, based on the user id you are logged in with. It is very important to be logged in under the correct id file. You can change how many days are displayed in the calendar section by selecting day, week, or month in the selection bar, located on the left portion of the calendar screen. You can also changed the date

Classroom Chapter 7


viewed using the date listed on the right portion of the screen. Both views on this page work just like all other views; you are simply seeing two views at the same time. In addition, you can change the calendar view by clicking the Calendar button at the top of the screen and choosing Hide, Show, or Full Screen. This will adjust the view of the calendar that is seen in the Classroom navigator.

Absence Report

To take attendance, select (single-click on) the class and click the Absence Report button. If you double-click on the class, it will open a class roster. You do not need to double-click on the class. Simply select it so that a black box is seen around it. In the elementary, click the Absence Report button and you will be prompted to select your name as Teacher and the grade level that you teach. Once the Absence Report form opens, today’s date will be listed at the top. You will see a list of all students enrolled in the class with an Absence and Tardy box beside each name. If you have no absences to report, click in the box next to “No Absences”. If you have absences, find the student(s) names and mark whether they are absent or tardy. If a student has been marked absent by the office staff, they will automatically come up marked absent on your classroom report. If a student is enrolled in your class but is not listed on your Absence Report, contact your office so they can add the student to your class. The elementary has additional choices for adding meal counts for breakfast, lunch, milk, adults, etc.

Chapter 7 Classroom


After you have marked your absences, click the Save button in the blue action bar across the top of the form. Your attendance is then submitted to the office for you. If you have changes to make to your attendance after you Save your Absence Report, you should notify the office. They will make any changes to attendance after your report has been submitted. Depending on the Alert Options that have been selected by the office, you may be alerted when a student has an excessive number of absences or tardies. You do not need to do anything when you receive this alert. It is simply to inform you.

Reminders

Reminders can be created by highlighting the class you would like to create the reminder for and clicking the Reminder button in the "Classroom" view.

Reminders are best described as electronic "sticky notes" that you can put on class documents. When you create a reminder for a class, every time you do anything with that class, you will be shown the reminder.

A reminder marked "Immediate" will show up as soon as it is entered, and a "General" reminder will show up once the "Remind on" date is reached.

When you no longer want to see a reminder, simply check the "Do not show this reminder any more" box.

Plan Book

New plans can be entered by highlighting the class you wish to make a plan for, clicking the Enter button, and selecting “Plan” in the "Classroom" view.

Classroom Chapter 7


Plan Book entries are seen in the calendar section of the Classroom view. In these documents you can enter the standard(s) covered, the date and time, and a description of the lesson. If you click on the arrow beside the Standards field, you will see a list of standards that have been entered for that class. You may select multiple standards for any assignment. If the standard is not listed, click the "New Standard" button to add the desired standard. You may enter the name of the Assignment in the “Assignment Name” field, or you may select the name from the list of previous assignments you have taught in that subject. If you select a previous assignment, the assignment description will be filled in for you based on the previous assignment. You also may enter a Unit that this plan applies to by clicking the drop down menu listed next to “Unit”. You can choose whether or not to make this plan available to other teacher and whether or not to include this plan in students’ Homework Agendas by checking the boxes next to each choice. You then have the option of adding an “Assignment Description”, which will appear on the Homework Agenda. The “Teacher’s Notes” area is information simply for your reference and is not included on a student’s Homework Agenda. There is also a “Multi-media” section which allows you to attach documents that might be used with the lesson plan. At the top of the screen, there is a choice entitled, “Show Advanced Options”. Clicking on this area opens up a more detailed list of options. If you are entering a lesson to be taught for multiple classes, you may click in the boxes located under “Applies to”. This carries the lesson plan over to multiple classes. In addition, if you plan to repeat this assignment, use the drop-down menu located next to “Repeat” to choose if you wish to repeat the assignment Daily,

Chapter 7 Classroom


Weekly, or Monthly. You may then enter a start and end date for the lesson to be repeated. You may enter grades directly from the plan by clicking on the Enter Grade button. An Assignment form will open that allows you to enter information about the assignment and the scores for the students. The assignment name, date, and standards will be inherited from the plan. You may enter the total number of points and the category of the assignment. You can then enter the scores for the students. Use Tab or the down arrow key to move from one student to the next. Enter does NOT take you to the next student. When you have entered all the scores, click Save and Close. You will be taken back to your Plan. If you open your Grade Book you will see the new set of scores figured in the student’s grade. Also, you will see the Assignment listed under the Grade Book page in the Grade Book view. In addition, new Standards can be entered directly from the plan by clicking on the New Standard button at the top of the screen. Enter the Course this Standard applies to, along with the standard number and description. Once you click Save and Close, this standard will be available to use on lesson plans. Lesson plans will appear in the calendar section of the view. The number in front of the time of the plan indicates the period in which the lesson will be taught. Plans can be opened by double-clicking on them.

Classroom Chapter 7


Plans

In the Plans section of the Classroom navigator, you will find a view of all plans that have been entered. These are sorted by class name and by date. Any plan can be opened and edited by double-clicking on the plan. To enter a new standard in the Classroom view, select the button titled, New Standard. Fill out all the information requested and select Save and Close.

Enter Units

New units can be entered by clicking the Enter button and selecting “Unit” in the "Classroom" view. Assign your Unit a name and give it a description. Select your dates and choose which class(es) you want this unit associated with. If you click on the arrow beside the Standards field, you will see a list of standards that have been entered for that class. You may select multiple standards for any assignment. If the standard is not listed, click the New Standard button to add the desired standard. In the Objectives field, state what you would like the students to learn from this unit. Explain what the content of the unit is and assign what type of assessment will be used at the end of the unit. Once you Save and close, your unit will be ready to be used in lesson plans.

Units A view of all Units can be found under the Classroom navigator by

clicking on Units. All units are found here sorted by Unit name and date. These units can be opened and edited by double-clicking on the Unit. The elementary has additional choices on the Classroom navigator to sort units. You can choose to view Units by Subject or Units by Teacher.

Chapter 7 Classroom


All Grade Books Under the All Grade Books view, you will be able to look up all

current and previous grade books for the year. Grade books are sorted by Term. Any grade books that have been finalized are shown here as “Closed”. All current grade books will appear the same as in the normal Grade Books view. You will also be able to create a new grade book, run an absence report, enter a new plan or standard and lock a grade book.

Progress Reports

To create a progress report, go to the Progress Reports view. At the top, click on the 1. Create Progress Reports button. Select the teacher’s name and click Okay. In the Elementary you will be prompted to select which grading periods’ grades you want included on the reports. If you already have progress reports in the view, they will be removed and replaced with the new ones. When the progress reports are complete you will see them listed in alphabetical order below your name. Notice that the date and time they were created is listed by the report. To add a comment to progress reports, select the reports and click on the Insert Comment button. Here you will be able to leave a note for the guardian. Once you have entered your comment, select “Okay”. The comment will appear towards the bottom of the progress report. If you wish to add more than one comment, repeat the previous instructions and when prompted to replace the comment, choose “no”. Your new comment will appear below the previous comment you entered. However, you are only permitted to add two comment lines on the progress report.

Classroom Chapter 7


You can double click on any student’s name to open a progress report and review it. If you would like to print an individual progress report you can click the Print button in the Action Bar. To print all progress reports click the 2. Print Progress Reports button. All the progress reports will be sent to your default printer. You may also choose to email the progress reports by clicking the 3. Email Progress Reports button. You will be informed that this feature will send an email link to the progress report to requesting guardians. You should click Yes to continue. If you select No you are canceling the option to email your progress reports. If you selected Yes, all students in your room that have a guardian email on file will have an email sent to their guardian(s) stating that a progress report is available for their review. They will have a link to click on to retrieve their student’s progress report. Before the report will open, the guardian must enter their school assigned user name and password. To create progress reports for everyone, click on the Create All Progress Reports button. This will create a progress report for all students. It will be sorted by teacher. Progress reports can be created by individual teacher through the Classroom navigator or by the office staff through the Guidance navigator. Progress reports are a summary of a student’s grade at the time they were created. If you create a progress report and then enter new grades in your grade book, the grade in your grade book will not be consistent with the grade on the progress report.

Report Cards

The Elementary has an additional choice entitled Report Cards. Report cards can either be run by the office staff through the Guidance navigator or by individual teacher through the Classroom navigator. With both methods, report cards are run the exact same way.

Chapter 7 Classroom


To create report cards, go to the Report Card button and click “1. Create”. Then select the teacher’s name and the current grading period. Once you click “OK” the report cards will be created. If report cards already exist in the view, they will be removed and replaced by the newly created ones. Once they have been created, they will show up in the view. You can print all of them at once by clicking “2. Print”. Additionally, you can email report cards to parents by clicking the “Email” choice. Report Cards are a summary of the student's grades at the time they are created. If you create a report card and then enter new assignments in your grade book, the grade in your grade book will not be consistent with the grade on the report card. In addition, Honor Roll and Perfect Attendance lists can be created from the Classroom navigator. These are run in the same manner as in the Guidance navigator and are dependent on the “Awards Profile” set-up in the System Admin section.

Standards Taught Under the Standards Taught view, you will be able to see a listing

of all standards taught by each teacher. These standards are sorted by teacher and are listed under the class or classes that they apply to. Each assignment that contains that standard is listed here and can be opened by double-clicking on the assignment. Additional standards can be entered from this view by clicking the New Standard button.

Standards Under the Standards view you, will be able to see all of the

standards that are listed for each class and a description of their requirements. To open and edit a standard, simply double-click on the standard. Additional standards can be entered from this view by clicking the New Standard button. Also, courses can be added to particular standards by using the Add Course to Standard button.

Classroom Chapter 7


In doing so, you will be prompted to choose which course you would like to see added to that standard.

Skills List

In the Elementary, each grade level can enter a checklist of skills to appear on the report cards. These skills will be on the report cards under the grades for that Subject. Only one person per grade level needs to enter these skills. To enter the skills, go to Class Room... Skills List. Click on the Add Skills List button. Enter the school year and grade. Then select the teacher's names that this applies to, which will most likely be the whole grade level. Then select a subject code. You may enter up to 15 skills you would like to evaluate the students on under that subject code. Do this for each subject code. Just like setting up subjects, it takes a few minutes, but you only have to do it once each year.

Student Skills Once the Skills Lists are entered, go to the Student Skills view, select a student in your class, and click Add…Student Skills. This will show you the appropriate skills (based on what was entered as previously described) for each subject code that you teach. Select the appropriate grade for each one for this grading period. The area at the bottom is for comments you want to appear on the report card. This skill list will stay in this view under the student's name so you can easily make any necessary changes and can add to it each grading period. In addition, the Student Skill view allows you to add a Student Placement for each student in your class. This allows teachers to enter information on whether the student is a role model, a Title I participant, or has an IEP. In addition, information can be entered on the various students that this particular student may have a conflict with. This information is very helpful when students are assigned to classrooms for the next school year. Administrators can view this

Chapter 7 Classroom


placement data entered by teachers and assign students accordingly. More information is given on this in the System Admin chapter.

Grade Book 8

Harmony

User’s Guide

Chapter 8 Grade Book


Classroom View Tip: When taking attendance, working in your grade book, etc. you should use this view rather than the All Grade Books view. This view contains only current classes and prevents confusion.

Your Classroom is where you will take Attendance, enter Grades, and enter Lesson Plans. To get to your Classroom, click on the link in the Navigation menu titled, Classroom. This will open a new Classroom Navigator. The first screen you will see is the Grade Book screen. In the right hand portion of your screen you will see your name listed. If you click on the triangle beside your name, it will expand and you will find a list or your classes/subjects, grade books and assignments for each class. If you are an elementary teacher and have not set up your subjects, the view will be empty.

This view is actually two views combined. In the top part you will see a list of all your current classes, and in the bottom you will see a calendar view with lesson plans. You will only see your own classes and lesson plans-based on the user id you are logged in with. Once again, it is very important to be logged in under the correct id file. You can change how many days are displayed in the calendar section by selecting the number you wish to see in the calendar selection bar, located on the right portion of the calendar screen. Both views on this page work just like all other views, you are simply seeing two views at the same time. If you prefer not to see the lesson plans click the Calendar button in the Action Bar and choose the Hide option. If you want to see the calendar only, choose the Full Page option.

Setting up Subjects (Elementary Only)

At the beginning of each year, you must set up your subjects. You should only need to do this once a year for each subject.

Grade Book Chapter 8


Tip: When entering your subjects, be specific about your subject name. Don’t name more than one subject with the same name! Tip: If you checkmark Homeroom, all students are still listed in the Students field. However, only the Homeroom will be included.

In the Classroom view, click the New Subject button on the far right of the action bar. You should select your name and the subject area. Subjects will be grouped with other subjects in the same subject area for report cards. Enter the name of the subject as you want it to appear on report cards, progress reports, etc. You should then select which grading scale to use and if you want this subject to be included on progress reports. If you mark “Don’t Include”, the subject will not be included on Progress Reports, but it will be included on Report Cards. You may then select the grade level and students for the subject. If it is your homeroom, simply checkmark “Homeroom” rather than selecting each student individually. If you teach another teacher’s homeroom, you can select their name in the Homeroom Teacher field and then mark Homeroom. If you need to select students from multiple grade levels, you can checkmark all the necessary grade levels and all students in all the selected grade levels will be listed in the Student field.

Grade Book

Before entering any assignments for a class, you must create a grade book for that class. This is done by highlighting the class/subject you wish to create a grade book for, and clicking the New Grade Book button at the top of the Classroom view.

Tip: Make certain you

You will be prompted to answer a set of questions regarding the settings you prefer for your grade book. The term will be determined for you by the System Administrator and the Class you have selected. You can not change the term. If you feel the term is incorrect, please contact your administrator. Select the Grading Period this grade book is for. Your choices will be based on the number of grading periods you have in a semester.



select the correct grading period. If you are unsure what grading period it is, please ask the office.

Select a Grading Scale from the list that has been entered by the office. Additional grading scales may be added, but they must be entered by the Office. Choose how you wish your grades to be calculated: Total points- Add up points earned and divide by points possible Percentages by Category- You may enter categories you wish your assignments be divided into. You may then choose what percent of the total grade each category should account for. Enter categories for your assignments (optional). Enter the first category, press “Enter”, and then enter the next category. Once you have added assignments to your grade book, you will not be able to change your categories. If you selected the “Percentages by Category” option for figuring your grades, you will need to enter the percent you want each category to account for. If you want a category to be counted as 30% of the students’ grade you should enter 30 not .30. Each category must have a corresponding percentage and the total of the percentages must equal 100. Press “Enter” to add percents for each category. Select how you want the Final Grade to be calculated. Your choices will be choices entered by the office. Select if you want the letter grade to appear on the grade book. If you want to be prompted when a student’s grade drops below a certain percentage, you may enter the percentage under Send Letters at___ % change. If you do not wish to use the grade alert letter feature, leave the field blank. If you enter a percentage here, as you enter assignments the computer will notify you if a student's grade drops at least the amount you indicated. A grade alert letter will then



be created. To print the letters, go to Inbox... To be Printed. Make sure your name is listed in the Author field. If your name is not listed as the Author, please change the name portion to be your first and last name. If you are not the author of the grade book, you will not be allowed to enter assignments!

Once you have answered the questions, click “Okay”. Your grade book will open and the students enrolled in that class are listed in alphabetical order.

Entering Grades Grades can be added in three different ways. They can either be

entered by clicking the Assignment button on the grade book, by clicking the Enter Grades button in the lesson plan that pertains to that assignment, or by entering the grades directly on the grade book in the appropriate column and row.



As assignments are added, total points will be adjusted appropriately, as well as the percent that each student currently has in the class and the letter grade, if appropriate. Assignments are stored in the Classroom and the All Grade Books views, under the grade book they correspond to. You can open and edit them by double clicking on the assignment in the view. An "E" entered for a grade will indicate an excused assignment that will not be calculated into that student’s grade. An "I" entered for a grade in the grade book indicates that the student has a grade of incomplete on the assignment, and that student will be given an incomplete on his/her progress report or report card. The grade book will still calculate the student’s grade as if that “I” were a “zero”; however, this grade will not show on the progress report or report card as long as the “I” is still in the grade book.

Using the Assignment Method Tip: The Common Score button can save time when the majority of

Open your grade book and click the Assignment button in the Action Bar. An Assignment form will open that allows you to enter information about the assignment and the scores for the students. You may enter the name and date of the assignment, which standards were covered (if entering a grade from a plan, this information will be inherited), the number of total points, and the category of the assignment. If you calculate your grades by “Percentages by Category” you must enter a category for each assignment. The Common Score button can be used to give all students the same point value. You can then change the scores for the students that did not receive that score. You can then enter the scores for the students. Use Tab or the down



students received the same score on an assignment.

arrow key to move from one student to the next. Enter does NOT take you to the next student. When you have entered all the scores, click Save and Close. You will be taken back to your Grade Book and the scores you just entered will be displayed for you. Also, you will see the name of the assignment in the legend at the top of the grade book. The Assignment is also listed under the Grade Book page in the Grade Book view.

Using the Enter Grade from Plan Method Open the plan you would like to record a grade on and click the

Enter Grades button in the Action Bar. An Assignment form will open that allows you to enter information about the assignment and the scores for the students. You may enter the name and date of the assignment, which standards were covered (if entering a grade from a plan, this information will be inherited), the number of total points, and the category of the assignment. If you calculate your grades by “Percentages by Category” you must enter a category for each assignment. You can then enter the scores for the students. Use Tab or the down arrow key to move from one student to the next. Enter does NOT take you to the next student. When you have entered all the scores, click Save and Close. You will be taken back to your Plan. If you open your Grade Book you will see the new set of scores figured in the student’s grade. Also, you will see the Assignment listed under the Grade Book page in the Grade Book view.



Using the Direct Entry Method

You may enter grades directly on the Grade Book. To do this, you can place your cursor in any field and type the score. If you are in a Total Points field or are entering a score for an assignment that has yet to be recorded, you will be prompted when you exit the field to enter the name, category, standards and total points for the assignment. You can press “Tab” to go across the grade book and enter several score for one student or you can use the down arrow to enter the scores for all students on one assignment. When you are done entering scores click the Retotal button. You will then see the percentage and corresponding letter grade for each student.

Excused and Incomplete Assignments An "E" entered for a grade will indicate an excused assignment that

will not be calculated into that student’s grade. An "I" entered for a grade in the grade book indicates that the student has a grade of incomplete on the assignment, and that student will be given an incomplete on his/her progress report or report card. The grade book will still calculate the student’s grade as if that “I” were a “zero”; however, this grade will not show on the progress report or report card as long as the “I” is still in the grade book.

Grade Book Tools

By clicking the Tools button on your Grade Book, you have many options for accessing and changing information on your grade book. These tools are described in detail below Many of these tools need to be performed from the last page of the grade book.



Arranging Students Tip: Once you have entered grades you will no longer have the option of arranging students.

Before you enter an assignment, you have the option of rearranging the order of the students on your grade book. To do so, click Tools... Arrange Students. You will be prompted to select the student you wish to move to the bottom of the page. The selected student will move to the bottom and the other students will move up to fill in his/her space. You may do this as many times as you wish to arrange the students as you like.

Adding a Student Tip: New students will be automatically added to your rosters; however, you will need to add them to your grade book to add scores for them.

Students that have been added to your class can be added to your grade book by clicking on the Tools button and selecting Add Student. Select the student you wish to add to your grade book. You will then be asked if you would like to select where to insert the student on the list or if you would like the student added in the first available opening. If you choose to select where to insert the student you will be prompted to select the student you would like to have the new student inserted after.

Student Assignment Summary Tip: You can select “All” to have an assignment summary generated for each student.

You may create student assignment summary for one or multiple students by clicking Tools…Assignment Summary and selecting the students. You will then be asked if you want the class average to be on the report and if you want to view the reports on the screen or wish to print them. Once you answer these questions, the report(s) will be created. The student assignment summary shows you all assignments a student has had for a selected class, his/her points, percentage, total points, and class average. You will also see the student's overall grade as well as his/her grade in classroom activities, quizzes, tests and homework.



Removing a Student Tip: Make sure to keep the Assignment Summary that is created when you remove a student. Once the student is removed there will no longer be record of his/her grade.

Students that have been removed from your class can be removed from the grade book by clicking the Tools button and selecting Remove Student. Once a student is removed from the grade book you will not have a record of his/her assignments. For this reason, an assignment summary will be created. You will then be asked if you want to move the remaining students up to eliminate a blank line. If you select "Yes", the students will all move up a line. You must use this feature from the last page of your grade book.

Voiding an Assignment Tip: Assignments must be voided from the page of the grade book that the assignment appears on.

Assignments can be voided by clicking the Tools button and selecting Void Assignment. Once this button is clicked, you will be prompted for which assignment to void. Enter the number of that assignment (1-10). Once you choose the assignment, it will remove the scores from your grade book and the assignment will no longer be calculated in the grades for that class. The assignment will still be listed in the Classroom view, but it will be labeled as a Voided assignment. It will also be included and labeled Voided in the legend. This allows you to still have access to the scores but not include them in the calculations.

Students by Percent You can click Tools… Students by Percent to generate a list of all

students on that grade book in order from highest to lowest percent. This feature must be used on the last page of the grade book.

Missing/Incomplete Assignments Tip: You must use this feature from the

By clicking Tools and selecting Missing/Incompletes Assignments, you can generate a list all students that are missing an assignment (no points have been recorded) or have an incomplete. The page of



last page of your grade book.

the grade book, as well as the assignment number of concern will be listed for you.

Missing/Incompletes to 0 By clicking Tools and selecting Missing/Incompletes to 0 you can

turn all I’s and blanks on your grade book to “0” and will refigure the student’s grades. This feature must be used from the last page of the grade book.

Attendance Report By clicking Tools and selecting Attendance Report, you can create

a report that lists all absences for that particular class for that grading period. It will also show you if the absence was excused or unexcused and the reason for the absence.

Score Sheet By clicking Tools and selecting Score Sheet, you can generate a list

of all students by their STN number along with their current percent and letter grade. This is useful for posting in the classroom for students to see their grade without seeing the names of all their classmates.

Grade Summary Click Tools… Grade Summary to see the grades for each finalized

grading period, semester test, as well as the semester averages, when appropriate.

Change Preferences Tip: If you change your grading scale or method you must

You may change the grade book preferences at any time by clicking Tools and selecting Change Preferences. The Preferences Box that you completed when you set up your grade book will open with all your existing preferences. You may change your grading scale,



add an assignment or edit an existing assignment for the change to take place.

grading period, etc. If you have already entered grades, you should not change your categories! However, you can change the percent each category is worth.

Change Grading Scale Tip: This will change the grading scale only for the selected student not the entire class.

You can change the grading scale for a particular student by clicking Tools and selecting Change Grading Scale. You may then select the student(s) you wish to change the scale for and click “Okay”. You will then be prompted to select the appropriate grading scale. This student’s grade will then be figured based on a different grading scale than the rest of the class. This is especially useful for students with an IEP that use a modified grading scale.

Create Letters Tip: If you use the Print button on the letter, the letter will be marked Printed and will no longer be in the To be Printed view.

By clicking Tools and selecting Create Letters. You may choose a percentage to use as a cut off and a letter will be generated to the guardian of all students that have less than that percent as their grade. You will be prompted to enter the body of the letter. You may use the Insert Field button to customize the letter. Once the letters have been generated you may print them from the Inbox… To be Printedview.

Progress Comments Tip: To make changes to your comments open the Comments form in your Grade Book view.

By clicking Tools and selecting Progress Comments, you may select the comments you wish to appear for that class/subject on Progress Reports and Report Cards. The comments you select will stay on the reports until you either change the comment to a different one or remove the comment. The Progress Comment form will then be listed under that Grade Book in the Classroom area.



If you would like to erase all comments, click the Clear Comments button. Then Save and Close the form.

Book Numbers By clicking Tools and selecting Book Numbers, you may enter

book numbers for all students. These book numbers then will appear under Office Use…Textbook Numbers.

Semester Tests

Tip: To see the grades for each grading period, the semester test, and the final Term grade that will appear on transcripts/permanent records you can use the Tools… Grade Summary option.

If you give a semester test, you can enter the scores for this test by opening the grade book and clicking the Semester Test button. You enter the semester test scores like other assignments. Enter the total points and the points each student earned. If no score should be calculated in the final grade for a student, you should enter “E” or leave the score blank for that student. The student’s final grade will then be calculated without the semester test. You have the option of selecting a different grading scale to be used for the semester test only. You may change the grading scale by clicking on the entry helper arrow of the grading scale field. You can then choose the appropriate scale. The selected grading scale will only be used to calculate the letter grade and grade points for the semester test. The grading scale selected on the grade book will be used to calculate the grading period and final grades. If you enter a semester test before finalizing your grade book no final grade will be calculated. The final grade will not be calculated until the grade book for the final grading period of the semester is finalized.

Finalizing your Grade Book

Once all of the grades have been entered in the grade book and are deemed to be correct, it is time to finalize your grade book. You can



Tip: Once your grade book is finalized it will no longer be listed in the Classroom view. You will need to go to the All Grade Books view to access your grade book.

finalize the grade book by clicking the Finalize button in the upper right hand corner of the grade book. You should do this process from the last page of your grade book. You will be informed of the grading preferences you selected when you set up your grade book. If any of theses preferences need changed, you can do so at this time. If you are unsure which method for calculating the final grade is correct, please contact your administrator. Once your grade book is finalized, the grades will be available for transcripts and report cards. Also, once a grade book has been finalized it will no longer show up in the Classroom view. To access a finalized grade book go to the All Grade Books view. Once your grade book is finalized, you can edit existing assignments. You will not be allowed to add new assignments to a closed grade book.

Office Use 9

Harmony

User’s Guide

Chapter 9 Office Use


Calendar When you click on Office Use in the Navigator, the Calendar will

automatically open. If you are working in the Office Use section, you may click on Calendar to get to the Calendar. Any calendar entries you place on the calendar can be viewed by parents via the Harmony Web Component.

Calendar Entry

To make an entry on the school calendar you can either double-click in the white area on the date of interest in the calendar or click on a date and then click the Calendar Entry button. The date will default to the date selected when the document was opened. You may use the calendar icon to change the date if necessary. For Type, you must choose if this is a Day Out or an Event. A Day Out will count as a day school was not in session, for example Spring Break. Any entries listed as a Day Out will not count toward the ADA. An Event is something that should be listed on the calendar but does not affect attendance. First Day of School, Field Trip, and Basketball Game are examples of events. You can put as many events as you like on the calendar. If you are entering a Day Out you must choose the Time of Day. If you select All day, the entry will count as one full day out of school for the ADA Report. If you choose either AM or PM, it will count as half a day out of school for the ADA Report. It isn’t necessary to enter a Time of Day for an event.

Office Use Chapter 9


Enter the reason for the Day Out or the name of the Event as the Description. This will be displayed on your calendar. Once you have completed the entry, click Save. This Calendar Entry will then be displayed on the school calendar.

Days Off To view all the Days Off that are not counted on the ADA report, go

to Days Off on the Office Use Navigator. All of the entries here are considered a Day Out of school. From this view, you can add Days Off or Events using the buttons at the top of the screen.

Student ECA When you click on Student ECA, a list opens up of further choices,

including Activities, Participants, List, and Eligibility.

Activities Student ECA…Activities brings up of list of all the students

involved in ECA, along with their activities and respective school year that they were involved in each activity.

Participants Student ECA…Participants contains a list sorted by Activity. This

list shows which students are involved in each activity. Double-clicking or pressing “Enter” on any name in the list will bring up a summary for that activity, including student names and sponsor name.

List

The Student ECA…List contains a list of all ECA Activities. Under each activity is a list of the students involved, along with information on their Physical and Drug Testing Policy. This information can be entered on the main student form under Medical (for the Physical) and Office Use (for the Drug Testing Policy).



At the top of the screen the Assign… button allows you to assign students to various activities. Simply push this button and choose whether you are assigning students to an Activity or Club. You are then prompted to select a School Year, Activity or Club name, and Sponsor. In addition, the students in the activity or club must be selected. You can create a new Activity or Club if it is not in the list by entering the name in the “New Keyword” section of the Activity or Club List. The Remove from Activity button functions in the same way as the Assign… button. Simply choose the school year, the Activity you wish to remove students from, and the students you wish to remove. Upon clicking “Save”, these changes will be made. The Create… button allows you the option to create various items for the students in activities or clubs. Simply select the students you wish to create a form letter, email, mass text message, or absence for and then follow the instructions. You will be asked to enter additional information to create these items.

Eligibility Student ECA…Eligibility section gives you access to students’

grades to determine eligibility for sports and extra-curricular activities. At the top of the screen is a Select Activity button. When you choose this, you will be prompted to pick an activity to check eligibility for. Enter the term and grading period for which you would like to check students’ grades. You will then see a list of the students in that activity, along with their grades for the grading term and period selected. This list can be used to determine if a student’s grades make them ineligible to participate.



Lockers To assign lockers, you must first enter your locker numbers and

combination choices through the Office Use…Lockers section by clicking on the Add Locker button at the top of the screen. You will then be taken to a screen which allows you to add the locker number, five combination choices, and the locker section. The locker combination to be used is determined by the combination (A-E) that is selected in the System Profile Document.

Once your lockers and combinations have been entered, you can assign the lockers using several different methods. First of all, you can assign the lockers by section by clicking the Assign Section button at the top of the screen. Secondly, lockers can be assigned by clicking the Assign Lockers button and then choosing to assign lockers by grade or by homeroom. Thirdly, lockers can be assigned for the next school year through Office Use…System Admin…Ready for Next Year? These are then assigned in the same manner as in the current school year. Lastly, lockers can be assigned individually through the main student view using the Office Use tab. Simply pick the locker number from the list of available lockers and the combination will automatically be pulled from the Locker section.

Lunch Count Lunch Count is a section that is primarily used for the Elementary

to account for the number of students eating breakfast or lunch. These numbers are entered through the Elementary teacher’s absence reports. For each class, teachers can enter the counts for breakfast, lunch, milk, etc.



Bus Roster The Bus Roster section provides a list of students that ride each bus.

This list contains the students’ addresses and phone numbers. The information for this list is pulled from the students’ demographic information. If a bus is not listed for a student on the student demographic information, then the student will not be included on the bus roster.

Textbook Numbers Tip: If book numbers are not entered, you will not see the class in the Textbook Numbers view.

The Textbook Numbers section provides a list, by class, of each teacher’s textbook numbers that have been assigned to students. Double-clicking a class in this view brings up the Book Numbers document that is created through the Classroom view in the teacher’s grade book. Teachers simply choose Tools…Book Numbers from the grade book for each class and then enter the book numbers assigned to each student. Once entered, these numbers appear in the Office Use…Textbook Numbers section.

More Student Views Tip: Information in any view can be printed in part by selecting the students desired and then printing the “selected view”.

The More Student Views section provides a way to sort student by various categories. In the “Select View” box at the top of the page, simply choose how you would like to sort the students. Once the sort is chosen, you collapse or expand the lists using the “+” or “-“ at the top of the screen. Double-clicking any student name or information on the sort screen will bring up the Student Document. Information can then be edited from this view. Upon choosing ADM, you will see a list of students sorted by the ADM category chosen on their Student Demographic Information. Ethnicity brings up a list of students sorted by their ethnicity code entered on their Student Document. Guardian Email Addresses provides a list of parent email addresses as entered on the Student Document. Email addresses can be sorted



alphabetically by clicking on “Guardian Email”. Language Minority shows a list of students sorted by the Language Minority code as entered on their Student Document. Last Year New Enrollees and Last Year Withdrawals provides a list of all new students and withdrawn students from the prior school year. The Lunch Numbers sort gives a list of students sorted by their lunch number. This list can be sorted alphabetically by clicking on “Student”. Military List gives a list of students with their address, phone number, and guardian information, which is typically the information requested by Military recruiters. The students included in this view are only the students marked as “Share Info.” on the Office Use section of the Student Document. To make sure a student is not included on the Military list, make sure the “DO NOT Share Info” box is checked on the Student Document. Checking this box removes the student from this view. New Enrollees provides a list of new students for the current school year. The reason code and transfer information are included in this view. Special Education provides a list of all special education students sorted by grade level and then by Exceptionality Codes. This information comes from the Student Document. State Assistance Students provides a list of students on Free or Reduced lunches. This list can be sorted by student name, TANF number, or Guardian social security number by clicking the headings on the top of the screen.



Student Drivers provides a list of students who have a parking permit number on their Student Document. This information can be sorted by Plate number, Permit number, vehicle description, or drug testing policy. Student Lockers gives a list of lockers sorted by locker number. This list can then be sorted by name, grade, or combination by clicking the headings on the top of the screen. The Title sort brings up a list of students marked as Title I on the Student Document. This information is sorted by grade level and then by program number. The Withdrawal list brings up a list of current year withdrawals, and includes information on the reason, school transferred to, and mobility/drop-out code. Web ID’s provides a list of all students who have a Web ID assigned to them. This list is sorted alphabetically, but can be sorted by Web ID or guardian email by clicking the headings on the top of the screen.

Reports The elementary Office Use navigator has an additional choice

entitled Reports. This section provides a central location for various reports to be printed. Simply select the report, grade level, and teacher, and your report will be displayed. These reports can be accessed for other areas also.

State Reports Tip: All information for

Upon clicking on Office Use, an additional menu entitled State Reports will be added to the Navigation menu. This is where the State Reports are created for the Department of Education. To view any of the state reports, simply select the report name. The bottom half of the screen will contain the students and information



the State Reports are pulled directly from the student demographic information. To ensure accurate State Reporting, make sure that your student information is properly updated regularly.

that will be included in the report. Information can be edited from most report views by double-clicking on the student name or the record listed. To export data into an XML file to be transferred to the DOE website, simply choose the report you wish to export in the “Select Report” box. Once a report has been selected, more information about exporting the report will be listed in the box on the right side of the screen. Choose a file name and location, select the appropriate students to be included in the report, and then click “Run Report”.

Once the report has been run, you can access that report by opening it as a text file in WordPad or Notepad. This information can be viewed or edited as needed before submitting the file. In order to submit the file via the STN website, simply log into the STN website and transfer the file under the appropriate report type as an XML file.

Textbook Rental 10

Harmony

User’s Guide

Chapter 10 Textbook Rental


Textbook Rental Clicking on Office Use…Textbook Rental brings up the Textbook

Rental Menu. This section is where all book fees are shown, as well as State Assistance totals, open balances, and credit balances. The Textbook Rental navigator allows you to apply payments for book fees, print receipts, create letters, and view textbook balances.

Entering Book Fees If you assign overall fees for planners, lockers, etc. that applies to all

students, you can enter those in the System Admin under the fees section. To do this, go to Office Use… System Admin and click on the System Profile document. Change the fees to the amount your building charges. Please remember that these fees will be applied to all students.

High School

To enter the book fees for a course, you may go to Guidance… Master Courses or if you are working with fees for the next school year click on Show Next Year… Master Courses. This will be a list of courses for the next school year. To change the fees, select the course (you do not need to open the course document, simply click on it so that it has a black box around it) and click the Book Fees button. Enter the total amount of Books, Consumables, and Fees for the course in the Total column. This number will be divided by the length of the course and the fees will be assigned by term.

Textbook Rental Chapter 10


When the students are scheduled, you can go to either Request Courses or Course Requests to create their Book Fee documents. You can select all students, or a group of students, and click the Create Enrollment Handouts button. This will create their Schedule, Enrollment Handout, and Book Fees. If a student’s schedule changes and you make adjustments to their scheduling using the Drop/Add feature, you will be asked if you want to create new enrollment handouts. If you select “Yes”, a new Schedule, Book Fee, and Enrollment Summary will be created. Book Fee documents are created when the student is scheduled for their classes. You can enter the fees prior to scheduling and the correct fees will be carried to the student. If you do not have the fees when the student is scheduled, you can change the course fees and that will be carried to the student’s total book fees. You will need to make new enrollment handouts for the fee changes to be reflected on the Book Fee document and Enrollment Summary.

Elementary

To set up Elementary book fees, go to Office Use... Textbook Rentals... Change Fees. You will see all of your fees for each grade level sorted by school year. To add fees for the upcoming school year, click Add Fee. Enter the school year, grade, and a description of how you want the fee labeled. Enter the numerical value for the grade, for example 6 rather than sixth. If the grade is for a Kindergarten class, please enter "Kindergarten". Then enter the books, consumables and fees amount for that description. If there is no charge for one or more areas enter a 0. You may enter one item per grade and label it “Fifth Grade Fees”, or you may enter a fee for each subject area. If you assign overall fees for planners, lockers, etc that applies to all students you can enter those in the System Profile under the fees section.



Once this is complete, you may create your book fees, by going to the Book Fees and clicking the Create all Fees button. If fees have already been created for the school year, those fees will be removed and replaced by the new fees. However, if payments and adjustments have been entered for that student, they will be carried over to the new fees document that is being created.

Payments & Adjustments

To apply a payment or adjustment to a student’s fees, open the Fees document by double-clicking on it and clicking the Apply Pmt button. The next receipt number will be assigned to the Fees and the date will default to today’s date. Enter the amount of the payment, the payment type, and the number of the check, credit card, etc. You can enter the name of the person making the payment and any memo if appropriate. When you click OK, the payment will be listed in the Payment History portion of the Fees. Also, the amount will be reduced from the total. When you print the receipt, two copies will automatically be printed.

To record an adjustment, click the Apply Adj button. Choose if the adjustment is a credit or debit to the account. A credit will decrease the amount that is owed (like a payment), and a debit will increase the amount that is owed. Enter the amount and any memo. You may enter if the adjustment is a correction or a true adjustment. This is



helpful to use if a payment was applied in error. Simply use the Apply Adj button to fix your error. This information if simply for your record keeping. When you click OK, the adjustment information will be displayed on the lower half of the Fees. And the total will reflect the change.

State Assistance To mark a student as state assistance, open their Student

Information form and click Edit. Then click on the Office Use tab. You can mark the student’s Lunch Status as Free, Reduced, or Applied. If nothing is marked for a student, he/she is assumed to be paid. When you mark a student as free or reduced, you will be asked if he/she has siblings you would also like to mark as free or reduced. If so, you can checkmark those students. They will automatically be marked with the same Lunch Status as the current student. When you change a student’s lunch status, his/her book fees will automatically be changed. Likewise, when you mark siblings as free or reduced their book fees will be updated. When you open a state assistance student’s fees, you will be alerted that he/she qualifies for free/reduced. You will also be prompted to enter a fee adjustment. If you choose to enter the adjustment, you are asked to either reduce the amount by a percent or eliminate a portion of the fees. Choose which method is appropriate for your school. If you chose Percent, enter the percent reduction.



If you entered eliminate a portion, choose what you want to eliminate.

An adjustment will automatically be entered. You will not be prompted to enter an adjustment again for that student.

Book Fees

When you first open the Textbook Rental navigator, you are brought to the Book Fees view. This is a report of all book fees for students, showing the total fees, total paid, total adjustments, and balances for all students. The Book Fees document can be opened by double-clicking on a student’s name. This view allows you to do a Mass Adj on students. Simply select the students you wish to make an adjustment for and then click the Mass Adj button. You will then be prompted to enter whether it is a credit or debit, specify a memo, and enter an adjustment amount. Additionally, in this view, you can Apply Last Year’s Balances to student’s current book fee totals. This applies an adjustment for all students who had a fee remaining from the prior school year.



Book Fees Report

The Book Fees Report gives a State Assistance book fee report. This report is sorted by grade level and shows the state formulas for computing Book Fees. When you are ready to create your report, click the Mark SA for Report button. To apply the State Assistance adjustment in the Book Fees Report view, select the students you wish the adjustment to apply to. If it is all students you may use the shortcut of Ctrl+A. Click the Apply SA Adj button. You will be asked to enter the percent reduction or to enter the portion you would like to eliminate. If the percentage is 83.9506% then enter 83.9506. DO NOT enter the percent sign and DO NOT enter .839506. The computer will make an adjustment by multiplying the percentage times the books + consumables. Once the adjustments are complete you will be notified by a message box. If you open a book fees document, you will see the adjustment is in place and the total has been reduced.

Book Fees By Grade The Book Fees By Grade view opens the book fee documents that

have an open balance. All these documents are sorted by grade level. These documents can be opened by double-clicking on the student’s name.

Book Fees Open Bal

The Book Fees Open Balance view opens all students who have open balances on their book fees. The list is initially sorted by grade level, but can also be sorted by student name or balance amount. You may create letters notifying families of the balance remaining for their student's book fees. To do so, go to Book Fees Open Bal and click the Book Fee Letters button. You have the option of creating letters on All Open Balances, Open Balances No State Assistance, Selected Students, or State Assistance Students. The All Open Balances Letter sends a letter to all students notifying



them of their remaining balance. The Open Balances No State Assistance letter sends a letter to all students without state assistance notifying them of their remaining balance. The Selected Students letter sends a letter to only the students that you have selected to notify them of their remaining balance. The State Assistance Students letter is sent to all state assistance students notifying them that the state assistance adjustment has been made. This letter informs them of what, if any, their remaining balance is. After you choose the letter you want, you will then be prompted to choose if you want the letters addressed to the Student or Guardian, as well as which Personnel should be on the letters. You can pick your name from the Personnel list. If the letter needs to go through the Approval process and have a signature on it, choose “Yes” for Approval. If you have a letter template in place, you can choose that template in the template field. If you do not have a template, leave the Template field blank. When you have completed the information click “Okay”. If you selected a template, you will then see what the body of the letter will consist of. You can make changes to the body of the letter at this time. If you did not select a template, you will be prompted to enter the body of the letter. The letter will automatically be addressed and the date, salutation, and the personnel and their title will be listed. You only need to enter the body of the letter and the closing.



You may use the Insert Field button to personalize the letter. This works to merge the body of the letter with the information about the student. As you are typing, simply click Insert Field when appropriate and select the desired field. Use the Insert Field option and select “Remainder” if you would like the remaining balance of the student’s book fees to be included in the letter. This will automatically format the value as currency, so you do not need a dollar sign. When you have the body of the letter entered, click “Okay”. You will then have the option of saving that letter body as a template. If you choose to save it, it will be in the Template field as a choice to select in the future. If you choose to save the template, be specific about the name so you can easily identify it when it is needed. A letter will then be created for all appropriate students. You will be instructed to go to Letters to Print to print/view the letters. You can double-click on any of the letters to open and see the letter. You can use the Print button on the letter to print individual letters, or you can select all letters in the view and click File… Print. You should then select all the letters and click the Mark Printed button. The letters will then be removed from the view. Additionally, in the Book Fees Open Balances view, you have the option to Email Book Fee Letters to Guardian email addresses, update student addresses, or create mailing labels.

Book Fees Credit Bal The Book Fees Credit Balance view simply lists the students who

have a credit balance for their book fees. These documents can be opened by double-clicking on student’s name.



SA By Grade The SA By Grade view is a view of all state assistance fees by grade

level. These fees can be sorted by balance. Additionally, Mass Adjustments and State Assistance Adjustments can also be made from this view. Simply follow the same procedure as is done on the Book Fees view and the Book Fees Report view.

SA Open Balance The SA Open Balance view is very similar to the Book Fees Open

Balance view. The difference here is that only students with State Assistance are listed here. Letters can be created and emailed from here using the same exact process as the Book Fees Open Balance view.

Letters to Print

The Letters to Print view contains all the Book Fee letters that have been created but not yet printed. These letters can be viewed, edited, and printed by double-clicking on the student’s name. Once printed, simply select the student and click Mark Printed to remove the letter from the Letters to Print view.

Letters The Letters view is a list of all book fee letters that have been

created. The letters are sorted by grade level, and then by student name. If a student has had multiple letters created, they are listed in date order underneath the student name. These letters can be opened, edited, and printed by double-clicking on the date the letter was created. In addition, letters can also be Marked Printed as in the Letters to Print view.

Payments The Payments view contains a running log of all book fee payments

and adjustments that have been recorded for each student. These payments are sorted by date and can be opened individually by double-clicking on the payment.



Last Year OB The Last Year OB view is a view of all open balances that are left

over from the prior school year. Book fees can be created or changed from this view. Additionally, letters can be created in the same manner as is done for current balances.

System Admin 11

Harmony

User’s Guide

Chapter 11 System Admin


System Admin Upon clicking on Office Use, an additional menu entitled System

Admin will be added to the Navigation menu. This is where the Profile Documents and letter templates are set-up.

Profile Documents

Profile Documents are created by clicking on New Profile… and then choosing a profile to create. To edit an existing profile, double-click the profile and then click “Edit” to make any changes. The System Profile is a central location for information used throughout the database. For this reason, it is very important the System Profile is complete and accurate. The System Profile contains the basic school information, grading period set-up, bell schedule, basic student fees, and personnel information. The Attendance Profile contains the attendance practices of your school. This should be completed for attendance records to be entered accurately. This is where you can select when letters should be sent to parents and what the letters should say. This is also where you enter the absence count per period/block so your attendance can be calculated correctly. Additionally, the attendance reason choices are entered here. The Award Profile allows you to enter the requirements for both Honor Roll and Attendance Awards. In the Award Profile, you may select the name and requirements of your attendance awards. You may choose the number of absences and/or tardies that can be accumulated to remain on the attendance award list. If you do not include tardies in your list, leave that field blank. Additionally, from the Award Profile, you can enter the Honor Roll requirements. Choose how the honor roll is determined, and then select the name and requirements of your honor roll awards. To create an Award list, go to “Guidance…Report Cards” and click

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“Perfect Attendance” or “Honor Roll”. You will then be prompted to enter the grading period you wish the report to review. Once the report is complete, it will open on the screen. You may print the Award list by clicking the “Print” button. The Bus Discipline Profile contains the bus discipline practices of your school. This should be completed for bus discipline records to be entered accurately. This profile allows you to enter choices for both the infractions and the actions taken. The Discipline Profile contains the discipline practices of your school. This should be completed for discipline records to be entered accurately. Like the Bus Discipline Profile, this profile also allows you to enter choices for both the infractions and the actions taken. The Graduation Requirements Profile contains the number of credits required in each subject area for graduation from your school. Additionally, credit requirements for both the Core 40 and Academic Honors diploma can be entered. This information is used when creating Graduation Status reports. The Grading Method Profile contains information on how final grades are calculated. This information is used in the “Preferences” section of the teachers’ grade books. The Grading Scale Profile contains the grading scales used by your school. These scales are what the teachers can choose from when entering grade books, and the percentages and grade point values are what are used in calculating grades and GPAs.

Templates

Letters can be created from several different methods. You can create a letter for an individual student via the “Add New…” button on the Main Student View. Additionally, you can create a letter for multiple students using the “Students by Grade” view and selecting



Tip: Type the text of your letter between the red brackets.

“Create…Form Letter”. For these cases, it is helpful to have letter templates created so that form letters can easily be created without having to retype information repeatedly. To create a letter template, go to Office Use…System Admin…Templates, and select the New Template button at the top of the screen. You will be prompted to enter a description, or title, for your template. You can then begin typing between the red brackets. Click on “Insert Field” to add a field that will automatically pull in student information. When completed, simply save the letter and it will become available for use as a Form Letter.

Existing templates can be edited at any time from this view by

simply double-clicking on the template name and then editing and saving the template.



Ready for Next Year?

Upon clicking on Office Use…System Admin, an additional menu becomes available. This menu is entitled Ready for Next Year? and it is the process for follow once you are ready to roll over to the next school year. When you are ready to "Roll Over" to next year, the first step is to Promote and Retain Students. To do this, go to Office Use...System Admin and click Promote/Retain Students. Choose the highest grade level your school offers. A list of students in that grade will be in the list to the right. Select the students to be retained. If a student is not selected; it is assumed he/she will be promoted. On the highest grade level, you can also enter a graduation date for the students to be promoted or graduated. When you click “Okay”, this will mark on their student information sheet if they should be promoted or retained. When you complete "Step 2. Advance Grade", the students marked promoted will have their grades advanced and the ones marked retained will not. Repeat this process for the remaining grades working from the highest to the lowest grade level. After you have completed step one of the "Roll Over" process, you may move to Step 2, Advance Grade. Select the highest grade level you offer and click “Okay”. All students not previously marked as retained will be promoted one grade level. Repeat this process for the other grade levels always working from highest level to lowest. Once steps 1 and 2 are complete, you may click on Step 3, Add School Year. This will all a new school year to all active students. After this step is complete, you will notice they will have the upcoming year listed under their name. All new records entered will be responses to the new school year. The fourth step in getting ready for the new year is to Assign Lockers. To assign lockers, first make sure you have entered lockers by going to Office Use...Lockers and adding the lockers and



combination choices. Also, make sure in your System Profile you have selected which combination to use. Once these steps are complete, you may go to Step 4, Assign Lockers. Click "Clear Assigned Lockers" to make all lockers available. Then click "Assign Lockers". The lockers will be assigned based on section. The student's locker number and combination can then be found on the student information form as well as in the locker views. The last step in getting ready for the new year is to Assign Homerooms. You may automatically assign students to homerooms based on grade level. To do this, go to Step 5, Assign Homerooms. You will be asked to choose which teachers may be selected as homeroom teachers for a particular grade. The students in that grade level will then be divided equally among the selected teachers. The teacher's name and room number will be placed on the student information sheets. This process will be repeated for all grade levels. The elementary Ready for Next Year? section contains a slightly different menu than the High School section. Step 5, Placement is a section which allows administrators to view placement information that has been entered through the teachers’ classroom view. Under Student Skills in the Classroom navigator, teachers can choose the option entitled Student Placement. This allows them to enter information on whether the student is a role model, a Title I participant, or has an IEP. In addition, information can be entered on the various students that this particular student may have a conflict with. When administration clicks on Step 5, Placement, they can see this information and schedule students according to the data the teachers have entered. Teachers can then be assigned to students through this section. If teachers have entered Placement data, then Step 6, Assign Teachers does not have to be done because it will already be completed through the Placement step. However, if teachers have not entered Placement data, then Step 5,



Placement can be skipped and teachers can be assigned through Step 6, Assign Teachers.

Staff 12

Harmony

User’s Guide

Chapter 12 Staff


Personnel New personnel documents are created by clicking the Create button in the Staff/Personnel view and then choosing Personnel. The personnel documents are filled in just like the student documents. The phone numbers will automatically add the "-" where they are needed. The "Sub Needed" field should be "yes" if a substitute is needed for this person if they are out, and "no" if they do not require a sub while they are on leave. Make sure to enter the email address if you want to enable staff to create Emails to Teachers. Additionally, you will want to enter a room number and a title for each Personnel. The remaining fields are optional; however, it is helpful to have as much information entered for each Personnel as possible. For instance, creating mailing labels or envelopes for staff will not work properly if addresses are not entered for each person.

Leave Request Leave Request documents are created by highlighting the staff

member that is making the request in the Staff/Personnel, and clicking the Create…Leave Request button. If the substitute's name is known at this time, it can be entered now. However, if the name is not known, it will be automatically put into this document when it is filled in on the substitute calendar. If the staff member is only requesting one day off, simply fill in the first date field, if they are requesting a range of dates off, then fill in the beginning date of the request in the first, and the ending date in the second date field. The principal's signature will be put on the form when he/she

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approves the document. The Superintendent's signature will be put on the form when he/she approves the document. Once this document is created and saved, it will be electronically routed through the correct channels to get the request approved or denied.

Reminder A Reminder is created in much the same way for Personnel as is

done for a student. Reminders can be created by highlighting the staff member you would like to create the reminder for and clicking Create and selecting Reminder. Reminders are best described as

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electronic "sticky notes". Any time a document with a reminder is opened, or an action is run against it, the reminder will show up on the screen. Reminders can be of two types, General or Immediate. An "Immediate" reminder will show up as soon as it is entered into the system, whereas a "General" reminder will not show up until the date specified in the "Remind on" field. When you no longer need to be reminded of this activity, simply check the "Do not show this reminder any more" box, and it will no longer show up. Once you check this box, this reminder will not show up for anyone anymore.

Mailing Labels Mailing Labels can be created for Staff by going to

Staff…Personnel and clicking on Create…Mailing Labels. You then choose which size labels you are using, enter a description for the labels, select the group you wish the labels to be addressed to, and then select the layout of the label. The “Insert Field” option is available, which allows additional fields to be added to the label.

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Personnel Envelopes Personnel Envelopes can easily be created by selecting the Personnel you wish to include and then clicking the Print Envelope button. Click the “Setup…” button to make sure that the printer is set-up correctly.

Personnel Birthdays Personnel Birthdays provides a list of all personnel sorted by their

date of birth. If a birthday is not entered for a personnel, they will be included in the “No Birthdate Entered” list. These lists can then be printed by clicking the Print Birthdays button.

Pos and Leave Requests Clicking POs and Leave Requests will take you to the Central

Office navigator. It is here that Purchase Orders can be created and viewed. In addition, all leave requests are found here and can be viewed, edited, or approved. Please see the chapter on Central Office for more information.

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Guidance 13

Harmony

User’s Guide

Chapter 13 Guidance


Guidance—Junior High and High School Classes

The first choice under the Guidance navigator is “Classes”. When you click on this, it will expand to give additional choices that allow you to search for information on classes in various ways.

Classes—List Tip: A roster of students in each class can easily be printed from this view by selecting all the students in the class and printing the“selected view”.

The “Classes—List” view shows the Class documents sorted by Term and then by class. This view can be collapsed or expanded to view the classes under each term and the students under each class. Each class listing contains the class number, class name, teacher, and current number of students. The students’ current grades and grade levels will also be listed.

When a student’s schedule needs changed, there is a Drop/Add Class button in the “Classes-List” view. When you are on the student’s name, click this button and you will be taken to a form that allows you to chance their classes. You will see the student’s classes listed for each term. Find the class you want to change under the appropriate term and change it by either typing the name or pressing “enter” and then choosing the class. When you are finished, click on Apply Changes. It will ask if you would like to create new enrollment handouts for that student. This feature automatically updates the enrollment handouts with the class changes. Click “yes” and it will drop and add the appropriate classes, and redo the schedule, enrollment summary and book fees.

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From the “Classes—List” view, class rosters can also be printed. Simply click on Class Roster Report and choose the appropriate term, class, and preferred spacing. Another option from the “Classes—List” view is to add absences for students. You can select a single student or you can select a group of students. Then click the Absences button and you will be prompted to enter information on the date, period, and type of absence or tardy. This is a helpful way to add absences for a whole class or large group of students instead of adding each absence individually.

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Classes—By Student

The “Classes—By Student” view shows each students’ classes and grades for the current year as well as for all previous school years. Additionally, on the right side of this view you are able to see the grade point value earned, the total credits attempted, and the total credits earned.

Double-clicking or pressing “enter” on a student’s class will take you to the Student Class Document. Student/Class documents are created automatically by the computer. You will infrequently create one manually. These are the documents that link the classes and the students together. These are also the documents where the student's information about a particular class, grades, etc., are stored. The data can be edited from this view; however, it is important to remember that this information is pulled from the main course document. Changes to a course should be made from the main course document. The bottom half of the page gives information on the grades. The grades listed on the left side of the screen are the most current grades that show up on the student’s progress report. This is also where the final semester grade will be found. This is the grade that is viewed on the “Classes—By Student” page. The right side of the screen contains the grades for each grading period and the semester test. All of these grades are pulled from the teacher’s grade book. These grades can be manually entered or edited from this view; however, in most cases, grades will be updated through the teachers’ grade books.

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At the top of the “Classes—By Student” view, the Grade Reports…button also allows for various grade reports to be run. You can run an Incomplete Report, a Failing Report, or an I and F Report for a particular grading period. Additionally, you can Select Grade Report and pick any particular grade to find. The last choice is a Rank report which shows the Top Ten students for a particular course.

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The “Classes—By Student” view also allows for you to change a student’s schedule. Clicking on Schedule Change… gives you two options. The first is “Drop/Add Class”, which is the same exact procedure as detailed previously in the “Classes—List” section. The second option is “Mass Drop/Add Class” which allows you to change the schedules of several students at a time. Simply select the classes to add or drop and the students to have their schedules changed. Clicking “Drop” or “Add” will change their class schedules.

Classes—By Period The “Classes—By Period” section displays the classes sorted by Term and then by Period within each Term. In this view, you can easily see how many students are allowed in each class, how many are currently enrolled, and how many spaces are available. Double-clicking or pressing “Enter” on any class brings up the Class Document. This gives the specific information about the class that you see on the “Classes—By Period” screen. This information can be edited when you bring up the Class Document.

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Classes—By Teacher

The “Classes—By Teacher” view shows the classes sorted by Teacher and then by Term. Double-clicking or pressing “Enter” on any class also brings up the Class Document.

Classes—By Term

The “Classes—By Term” view shows the classes sorted by Term. Double-clicking or pressing “Enter” on any class also brings up the Class Document.

Classes—Homeroom

The “Classes—Homeroom” view shows the students sorted by grade first and then by Homeroom. Additionally, this view shows the student’s address, date of birth, and ID, along with the total students in each Homeroom. Double-clicking a student in this view brings up the student document, which can be edited, if necessary, directly from this view. Student can easily be assigned or reassigned to homerooms by using the Assign Homeroom button located at the top of the “Classes—Homeroom” view. Simply select the students you wish to change and press the Assign Homeroom button. You will then be prompted to select the teacher you wish to assign the students to. When you press “OK”, the students will automatically be switched to the new Homeroom. From the “Classes—Homeroom” view, you are also able to send a mass email to as many parents as you wish. Select the students and then press the Mass Email button. You are then taken to a screen that allows you to type in the text of your email. You can insert fields such as name, address, absence count, etc. When you press “Okay”, the email will be sent to all selected students and a list will be generated of those who did not have an email address.

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Classes—Inactive

The “Classes—Inactive” view shows all the inactive students and their class and grade history. The same information is available as what is on the “Classes—By Student” view.

Master Courses Tip: To bring up the Course Document, double-click on the course in the Master Courses view.

The Master Courses view is a listing of all the courses offered for the current school year. Each course has only one document, which details the specific information about the course. Only one course is created for each subject (Algebra I, Algebra II, Geometry, etc.) Multiple classes are then created under each course to account for the various times the course is offered through the school day. Courses can be added by pressing the Add Course button located at the top of the screen. To add a course, you must enter specific information about the courses including the course number, course description, credits, courses that it is linked to, possible teachers, course length, and size limit. There are drop down lists to pick the school year, graduation requirement code, and prerequisites. Checkboxes must be checked to identify grade levels offered for,

Guidance Chapter 13


Tip: The Course Document contains the pattern by which all classes are scheduled in. It is important to make sure that all the information in each course document is accurate.

grade levels required for, terms offered, and days offered.

The Book Fees button allows you to enter the book fees for a particular course. Simply press this button while on the course and you will be prompted to enter the book fees, consumables, and

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Tip: Place the total fees in the total column and press “tab”. It will then automatically be divided among the terms the course is offered for.

course fees. Book fees can also be entered from the course document screen.

Courses and Classes Tip: The “Courses and Classes” view contains information for the current school year. Scheduling for the next school year will be done through the “Show Next Year” tab of the Guidance Section. Please refer to the “Show New Year” chapter.

The Courses and Classes view lists the master courses for the current school year. In addition, this view lists each time the class is offered under each course. Courses can also be added from this view by using the Add Course button located on the top of the screen. In addition, new classes are added by clicking the Add Class button. When you click on the Add Class button, you will be taken to a Class Document. Class Documents are where the information for each instance of a course goes. The course number will be automatically pulled in from the course document, as well as the basic course information and set-up. This is why it is vital to make sure that course documents have accurate information. When you add a class, fill in any information that is missing, such as the period, teacher, room number, etc. Once you push “save” you will see your new class listed under the course. Students can now be scheduled into this new class.

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Report Cards Tip: Make sure all grade books are finalized before running report cards.

The next section under the Guidance navigator is Report Cards. Creating and printing report cards is accomplished through this area. At the end of each grading period, teachers will finalize their grade books and create new grade books for the new grading period. Once the grades are finalized, you will see them appear under the appropriate grading period under the “Grade Review” section of the Report Cards tab.

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Tip: Enter general school announcements under the “General Comment” section. This will appear on the bottom of each report card. Tip: After incomplete (I) grades have been

Once all the grades appear under the “Grade Review”, click “Select Students” and select the students for which you wish to create report cards. Then click “Create Report Cards for Selected Students”. You will then be prompted to enter some information which determines how the report cards will be set-up and sorted. You may have various items such as attendance, GPA, and comments appear on the report cards. You can also sort report cards by Homeroom or by Period.

Once report cards have been created, you may view or print them by going to “View Report Cards”. Previously run report cards can be found in the “Old Report Cards” section. Report cards can be sorted in various ways by clicking on the column headings at the top of the screen. Report cards are a summary of the student’s grades at the time they are created. If you create a Report Card and then enter new assignments and grades in your grade book, the grade in your grade

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updated, rerun report cards for those students to update their report card history.

book will not be consistent with the grade on the Report Card. If you need to update the report card to match a grade update in a grade book, simply delete the student’s report and rerun only the report cards desired using the same process. There are several features in the “View Report Cards” section. First, the Awards section contains three award reports that can be run. Honor Roll is run by selecting the current term and grading period. The list is automatically generated using the grade point cutoff that has been set-up in the Award Profile in the System Admin Documents. In the Award Profile set-up, you determine how Honor Roll is run (by GPA or class) and what the GPA cutoff is for the A Honor Roll and the A/B Honor Roll. The second award list that can be run is the Perfect Attendance report. Simply select the current grading period and a list will be generated of students with perfect attendance for the grading period selected. This is also determined by the Award Profile in the System Admin navigator. You determine how many absences and tardies constitute Perfect Attendance. The third award list is the No Discipline report. This generates a list of students with no discipline referrals for the grading period selected. In the “View Report Cards” section, there is an Email Report Cards button which allows report cards to be emailed directly to the parents’ email address. Simply select the students you wish to email report cards to and press the Email Report Cards button. A list will be generated of any students who do not have email addresses. Students without email addresses in Harmony are listed with a red “X” under the “View Report Cards” section. .

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Class Rank/GPA Tip: If students have the same exact GPA, they will be assigned the same class rank position.

The Class Rank/GPA section of the Guidance navigator contains a list of each student’s class rank and GPA, sorted first by grade and then by class rank. Class Rank and GPA are included on your transcripts. At the end of each grading term, you should run GPA reports to ensure that class rank is accurate. To do this, go to “Class Rank/GPA Report” in the Guidance Navigator and click the Create GPA Reports/Class Rank button at the top of the screen. The class rank and GPA are then updated to include all current semester grades. If you double-click or press enter on a student’s GPA and rank list, you will see their GPA Report. It contains the number of credits and GPA for each school year, as well as cumulative credits and cumulative GPA, and the last term credits and GPA If a student should not be included in the class rank, you can open their Student Document and mark “No” for Include in Class Rank in the “Office Use” section.

Progress Reports Tip: It is helpful to delete the previously run progress reports before running new progress reports. That way the only ones in your view are the current progress reports.

Progress reports can be created in a few different ways. First off, to create progress reports for multiple classes, go to the Guidance Navigator and click Progress Reports. You can choose the button to create progress reports by teacher or you can choose to create progress reports for all students. Once created, you have the option to print and/or email them. Progress reports are a summary of a student’s grade at the time they were created. If you create a progress report and then enter new grades in your grade book, the grade in your grade book will not be consistent with the grade on the progress report. Progress reports can also be run in the same manner through the Classroom navigator. Click on Progress Reports and you will

Guidance Chapter 13


follow the same exact steps to run progress reports for an individual teacher. Progress reports can also be accessed for a single student. Go to the “Student” view and open up the current school year for that student by double-clicking on it or pressing enter. Then click on “Progress Report” and you will see a current view of their grades.

View Transcripts Tip: It may be helpful to delete the transcripts in the View Transcripts area before creating new transcripts.

The View Transcripts section of the Guidance Navigator contains a record of all transcripts created on students. Transcripts are sorted here by grade level and can be either viewed or printed. Each time a transcript is generated on a student, that transcript is stored in this area. Often times students will have multiple transcripts listed indicating that their transcript was generated multiple times. There are two ways of generating a transcript. Transcripts can be generated by clicking on “Students” and selecting “Students by Grade”. Select one or as many student names that you need and click on the button Create and select Transcripts. Once they are completed, you may go to Guidance and select View Transcripts to view or print the reports. In addition, transcripts can be viewed through the Main Student View. Open up the current school year for a student by double-clicking on it or pressing enter. Then click on Transcript to see that particular student’s transcript.

View Grad Status

The View Grad Status of the Guidance Navigator contains Graduation Status Documents on students. The Graduation Status form lists all classes the student has completed by graduation requirement code. It totals the number of credits completed, and based on the values you have entered in the "Graduation

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Requirements" profile, it determines the number of credits needed in each category. Graduation Status reports can be generated by selecting one or as many student names that you need from the Students by Grade view under the Main Student navigator. Then click on the button Create… and select Grad Status. Once they are completed you may go to Guidance…View Grad Status to view or print the reports.

Guidance Note Tip: Guidance Notes show up in the main student view under the student’s name as well as in the Guidance Navigator under Guidance Note.

Guidance Notes are created from the Main Student Navigator by highlighting the student, clicking the Add New button, and choosing Guidance Note. This note is simply a place to record the time and place of a conversation and any pertinent information.

Inactive Students The Inactive Students section of the Guidance Navigator is the

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same information that can be accessed through the Main Student Navigator under Inactive Students. This is a record of all the students who have withdrawn. There is an Add New… button at the top of the screen that allows you to add information such as Standardized Tests, Grade History, Phone Calls, etc. to a withdrawn student. Students from this view can be re-enrolled by double-clicking or double-clicking on the student and then choosing the New Enrollment button. Students will then be moved to the main student view.

Recent Graduates

The Recent Graduates section of the Guidance Navigator contains a list of all students who have graduated sorted by their graduation date. The students’ various records are accessible through this view. There is an Add New… button in this view that allows you to add any pertinent information to the student. Also there is a Mailing Labels button that creates mailing labels for the students selected.

Standardized Tests

Standardized Tests are entered through the Main Student Navigator using the Add New… button and choosing Standardized Tests. Please see the “Students” chapter for more information on adding new scores. To edit standardized tests, go to the Guidance Navigator and choose Standardized Tests. The list then expands to show the various types of tests. Choose the test you want to edit, or simply click “All” to see all of the test history. You will then see a view that contains the students’ names and all their standardized test history underneath their name. From this view, double-click or press “Enter” on any test. Once the test document is opened, click “Edit”, make your changes, and then click “Save.”

Chapter 13 Guidance


Class Requests Tip: All course and class requests for the next school year are done in the Show Next Year section. Please refer to that chapter for more information.

The Class Requests section of the Guidance Navigator is where the class requests are found for the current school year. In this section, you can schedule students for the current school year using the Schedule Selected Students button located at the top of the screen. In addition, the Class Requests section allows you to create enrollment handouts, schedules, and book fee documents using the Create… button. The Drop/Add Class button allows schedules to be changed in the same manner as the Drop/Add Class button in the Guidance…Classes by Student view.

Enrollment

The Enrollment section of the Guidance Navigator contains a list of all the students’ schedules, book fees, and enrollment summaries.

Guidance Chapter 13


These documents can be opened by double-clicking or pressing “enter”. To update any of these documents, select the document or documents and go to the “Actions” menu at the top of the screen. Choose “Make Handouts” and these documents will be updated with the most recent changes. When you drop/add classes for students, these documents will automatically be updated if you choose “yes” to updating enrollment handouts.

This view contains options for how you would like the enrollment handouts to be listed. You can choose to see just the Schedules, Fees, or Summaries individually. Also, you can have the handouts sorted by grade level. Additionally, if you choose “Demographic Print Out”, you will see the documents that contain the student’s demographic information. This is useful for registration purposes to have parents update the information and make changes.

Chapter 13 Guidance


Guidance—Elementary Classes (Elementary)

The first choice under the Elementary Guidance navigator is “Classes”. When you click on this, it will expand to give additional choices that allow you to search for information on classes in various ways. The elementary does not contain as many options and the junior high/high school.

Classes—List (Elementary) Tip: A roster of students in each class can easily be printed from this view by selecting all the students and printing the “selected view”.

The “Classes—List” view for the Elementary shows the Class documents sorted by class. This view can be collapsed or expanded to view the classes and the students under each class. Each class listing contains the class name, teacher, and current number of students. The students’ current grades will also be listed. The Drop/Add button is not used in the elementary. Instead the student is removed directly from the grade book and is added by the new teacher to their grade book.

Classes—By Student (Elementary)

The “Classes—By Student” view shows each students’ classes and grades for the current year as well as for all previous school years. However, unlike the High School Guidance View, the credits and Grade Points sections do not need to be used. Double-clicking or pressing “enter” on a student’s class will take you to the Student Class Document. Student/Class documents are created automatically by the computer. You will infrequently create one manually. These are the documents that link the classes and the students together. These are also the documents where the student's information about a particular class, grades, etc., are stored. The data can be edited from this view.

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The middle of the page gives information on the grades. The grades listed on the left side of the screen are the most current grades that show up on the student’s progress report. This is the grade that is viewed on the “Classes—By Student” page. The right side of the screen contains the grades for each grading period and semester. All of these grades are pulled from the teacher’s grade book. These grades can be manually entered or edited from this view; however, in most cases, grades will be updated through the teachers’ grade books. At the top of the “Classes—By Student” view, the Grade Reports…

Chapter 13 Guidance


button also allows for various grade reports to be run. You can run an Incomplete Report, a Failing Report, or an I and F Report for a particular grading period. Additionally, you can Select Grade Report and pick any particular grade to find.

Classes—Homeroom (Elementary)

The “Classes—Homeroom” view shows the students sorted by grade first and then by Homeroom. Additionally, this view shows the student’s address, date of birth, and ID, along with the total students in each Homeroom. Double-clicking a student in this view brings up the student document, which can be edited, if necessary, directly from this view. Student can easily be assigned or reassigned to homerooms by using the Assign Teacher button located at the top of the “Classes—Homeroom” view. Simply select the students you wish to change and press the Assign Teacher button. You will then be prompted to select the teacher you wish to assign the students to. When you press “Okay”, the students will automatically be switched to the new Homeroom. From the “Classes—Homeroom” view, you are also able to send a mass email, create mailing labels, or create absences. For each item, select the students to be included and then click on Create… and choose one of the three options.

Report Cards (Elementary)

Report cards for the Elementary can be created either through the Guidance Navigator under Report Cards or through the ClassroomView under Report Cards. The process is the same either way.

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To create report cards, go to the Report Card button and click “1. Create”. Then select the teacher’s name and the current grading period. Once you click “Okay” the report cards will be created. If report cards already exist in the view, they will be removed and replaced by the newly created ones. Once they have been created, they will show up in the view. You can print all of them at once by clicking “2. Print”. Additionally, you can email report cards to parents by clicking the “Email” choice. Report Cards are a summary of the student's grades at the time they are created. If you create a report card and then enter new assignments in your grade book, the grade in your grade book will not be consistent with the grade on the report card. In addition, Honor Roll and Perfect Attendance lists can be created from the Guidance Navigator View. These are run in the same manner as the High School and are dependent on the “Awards Profile” set-up in the System Admin section.

Permanent Records (Elementary)

The Permanent Records section of the Guidance Navigator functions for the Elementary in much the same way as Transcripts do for High School. This section contains a record of all permanent records created on students. The permanent records are sorted by grade level and can either be viewed or printed. Each time a permanent record is generated on a student, that permanent record is stored in this area. Often a student will have multiple permanent records listed here indicating that their record was generated multiple times.

There are two ways of generating a permanent record. They can be viewed through the Main Student View. Click on a student and open up the current school year for that student by double-clicking on it or pressing enter. Then click on Permanent Record to see that particular student’s record.

Chapter 13 Guidance


Additionally, to create a Permanent Record, select the student and click Add New…Permanent Record. The student's permanent record will open. To view a complete report card, click "View Report Card" and select the grade level you wish to view. The report card for that student in that grade will open. You may print it by clicking the “Print” button.

Guidance Notes (Elementary)

Guidance Notes for the elementary are created the same exact way as for the High School. Go to the Main Student Navigator and highlight the student. Then click the Add New button and choose Guidance Note. This note is simply a place to record the time and place of a conversation and any pertinent information. Guidance notes show up in the main student view under the student’s name as well as in the Guidance Navigator under Guidance Note.

Inactive Students (Elementary)

The Inactive Students section of the Guidance Navigator is the same information that can be accessed through the Main Student Navigator under Inactive Students. This is a record of all the students who have withdrawn. There is an Add New… button at the top of the screen that allows you to add information such as Standardized Tests, Grade History, Phone Calls, etc. to a withdrawn student. Students from this view can be re-enrolled by double-clicking or pressing “enter” on the student and then choosing the Enrollment button. Students will then be moved to the main student view.

Recent Graduates (Elementary)

The Recent Graduates section of the Guidance Navigator contains a list of all students who have graduated from Elementary school sorted by their graduation date. The students’ various records are accessible through this view.

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There is an Add New… button in this view that allows you to add any pertinent information to the student. Also there is a Mailing Labels button that creates mailing labels for the students selected.

Standardized Tests (Elementary)

Standardized Tests are entered through the Main Student Navigator using the Add New… button and choosing “Standardized Tests”. Please see the “Students” chapter for more information on adding new scores. To edit standardized tests, go to the Guidance Navigator and choose Standardized Tests. The list then expands to show the various types of tests. Choose the test you want to edit, or simply click “All” to see all of the test history. You will then see a view that contains the students’ names and all their standardized test history underneath their name. From this view, double-click or press “Enter” on any test. Once the test document is opened, click “Edit”, make your changes, and then click “Save.”

Grade Review (Elementary)

The Grade Review section of the Elementary is a breakdown of all the students’ grades sorted by teacher and then by class. Grades for each grading period are shown in this view.

Enrollment (Elementary)

The Enrollment section of the Guidance Navigator contains a list of all the students’ demographic print-outs and book fees. These documents can be opened by double-clicking or pressing “enter”. This view contains options for how you would like the enrollment handouts to be listed. You can choose to see the Demographic print-outs or Book Fees individually. Also, you can have the handouts sorted by grade level.

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Show Next Year 14

Harmony

User’s Guide

Chapter 14 Show Next Year


Show Next Year

The Show Next Year section allows you to work with Next Year’s Schedule during the current school year without affecting the current courses, classes, or schedules. To get to the next year data, click on the Guidance Navigator and choose Show Next Year. You will then be taken to next year’s data. When you are working in next year’s data, the menu on the left side of the screen will always be blue. To return to the current school year, click Return to current year at the bottom of the menu.

Master Courses

When you first go into the Show Next Year data, you will be taken to the Master Courses screen. This screen will be blank. To copy your courses from the current school year, click on the Copy this year courses button located at the top of the screen. You do not have to copy your current year courses into next year if you do not wish to. Instead, you can manually enter courses for the new school year by clicking on the Add Course button. However, it is much easier to copy over this year’s courses and then edit and delete them as necessary to fit next year’s set-up. When you click on the Copy this year courses button, you will be asked if you also want to copy this year’s classes. If you plan to keep your schedule the same, or very close to the same, you should select “Yes”. If you do not wish to copy the current year’s classes and want the courses only, click “No”. You should then review your courses to make sure the information is as you wish for the next year data. Double-clicking or pressing “Enter” on the course will bring up the course document.

Show Next Year Chapter 14


Any information on the course document can be edited from this view. Here are the steps to follow when updating courses: 1. Make sure the course number and description are how you want them to be printed on report cards and transcripts 2. Make sure you have the correct number of credits entered. 3. Link any classes together that should take place at the same time period during opposite semesters using the course number. 4. Select a graduation requirement code. Without a code selected, you will not be able to include this course for any students on the Graduation Status reports. 5. Mark the grades this course is offered for. This should include what grade levels may take this course. 6. Mark the grade levels this course is required for. For example, English 9 is a required course for grade 9. If a student fails English 9, he will take it again when he is in grade 10. However, it is only required for grade 9. Rather than marking what grade levels they can take the course, you should mark the grade level it is required for. All required courses, even if they aren’t for the grade level of the student requesting them, will still get scheduled before non-required courses. However, courses required for the correct grade level will get priority when possible. 7. Mark any prerequisites, or classes that must be taken prior to this course. When scheduling, you have requested a class that has a prerequisite, and you have requested the prerequisite also, the prerequisite will be scheduled in the earlier term. 8. Mark what terms you will be offering the course. If it is only one



term/semester long and it will be offered the first term, only “1” should be selected. 9. Mark what days the course is offered for. 10. Mark the course length by entering how many terms/semesters the course lasts. If it lasts 2 terms, enter “2”. If it only lasts one term and the student will not be scheduled in the same class another term, enter “1”. If it is a nine week rotation class, enter “.5”. 11. Indicate whether or not the course will be included in the GPA. This is defaulted to “Yes”. Marking “No” will exclude this course when calculating GPA. However, the number of credits will be included in the number of credits the student has earned. 12. If this course must use the weighted grading scale, you should mark “yes” for “Weighted class”. 13. Select the appropriate teachers for each term. You also have the option of entering how many sections each teacher can teach that course. To do this, select the teacher and enter the appropriate number in the field next to his/her name. If you do not wish to use this feature, you should leave this field blank. 14. Confirm that the size limit, state level, and subject codes are as you wish. 15. If you know what the book fees will be, you may enter them using the Book Fees button. If not, they can be added at a later time. Once you are finished editing the course, click “Save”. This will update the course. You can view the information listed on the Master Courses screen to ensure that your course is set up correctly.



Request Courses

Once your courses are ready, you may begin entering course requests. However, before you enter course requests, you should decide if you want the type-ahead features to be by Course Number or Course Description. On the System Profile, you will see a field labeled “Request Courses By”. It defaults to Course Number, and if this is your preferred method you don't need to do anything. If you wish to see the courses by description, you should go to your System Profile and change this field to “Description”. To enter Course Requests, go to Request Courses. You will see a list of active students and their current grade listed. To sort by grade, you may click on the grade column heading. To open a course request for a student, double click on his/her name. If a request has already been entered, it will open the existing one. Otherwise a new request will be created for the student.

You may use type ahead to begin typing the course number or description, depending on your System Profile selection, or you may press enter to see a list of courses to choose from. If you select a course in the All Year field, the appropriate terms will be completed for you when you exit the field.



On the Course Request, you will see a Request Required Courses button. When you click this, it will request all courses that are required for the grade the student will be in next year. Make sure you have reviewed which courses are marked as being required for which grade level. You will notice you also have the Request Required Courses button in the Request Courses view. This allows you to select a group of students, click this button, and all required courses will be added to their course requests in the appropriate terms. You also have the Schedule Course button in the Request Courses view. This allows you to select a group of students, click the Schedule Course button, and then pick the appropriate term and course. The course will be added in the appropriate terms to the Course Requests for the selected students.



Requests Displayed

The Requests Displayed section lists all of the students with their course requests. The course requests are divided by term. Double-clicking the course requests brings up the Course Request Document.

This section provides a good view for determining whether or not the requests are completed properly for students.

Course Requests and Course Requests Totals

The Course Requests section sorts the Course Request Documents by grade level. The Course Request Totals shows each course along with all the students who have requested that course. Double-clicking the students’ names will bring up the Course Request document, which can then be edited.

Setup Schedule

Once all the Course Requests are completed, it is time to begin to set-up your schedule for the next school year. The schedule is built around the course requests that have been entered and the information that is contained in each course document. When you click on Setup Schedule, you will be prompted to specify if any classes have to be placed in certain periods of the day. This will begin with Period 1 and continue throughout every period for each Term as you click “Next”. Click “Add” or “Remove” to make changes. Once you are done locking in classes to be held in certain periods, click “Finish”.



You will then be able to lock in prep periods for teachers. Normally, teachers will be scheduled for all but on period a day. If the teacher must take his/her prep a certain period, you can enter the required prep period here. Also, if you share a teacher with another building and know that he/she won’t be available certain periods, you can block those out as well using the required prep period option. Click “Add” or “Change” to make additions or changes to the required prep periods.

Once you click “Finish”, you will be asked if you want to build your master schedule. This will then build your schedule around the classes and prep periods that have been locked in.



Once your schedule is built, there are several ways to view the class set-up. You can see the list of classes under the Courses and Classes view, the Classes—by Period view, or the Classes—by Teacher view. In any of these views, the classes may be edited by double-clicking on the class. Courses and Classes is a view that functions very much like the Courses and Classes view in the Guidance navigator. However, the information here is strictly for the courses and classes for the next school year. The classes under each course here are based on the master schedule that you have set-up. In addition, courses and classes can be added as necessary using the same process as is done for the current school year using the Add Course or Add Class button. If there are changes you would like to make with the schedule set-up, you may manually change these or you may run the Setup Schedule function again. To manually change the schedule, simply double-click on the class and change the desired settings. If running the Setup Schedule function again, you may want to change some settings on your Course Documents, such as Class Size, Possible Teachers, etc. Then run the Setup Schedule function in the same manner as previously done. You will be given the choice to save the initial schedule before it is redone. This allows you to try several different scheduling options and revert back to your best option.

Scheduling Students

Once you have built your master schedule, you must then schedule students into the classes that you have setup. To schedule students, go to the Course Requests view and select the students you wish to schedule. You may schedule all students at one time or you may schedule students in smaller groups, such as by grade level.



Tip: The red “X” indicates classes that could not be scheduled. The green arrow indicates periods that do not have classes scheduled.

After selecting the students you wish to schedule, click the Schedule Selected Students button at the top of the page. Once this function is done running, you can view these students’ schedules under the Classes—By Student view. This view will show the classes scheduled, along with the conflicts that were found. You will see both the classes that could not be scheduled and periods that have no class scheduled. In addition, this view can be changed to show a certain grade level by clicking the Show… button at the top of the screen and then choosing the appropriate grade level.

If you wish to change a student’s schedule, you may double-click on any line in the Classes—By Student view. This brings up the Schedule Drop/Add form. You may schedule classes from this view in the same manner as is done in the Guidance section of the current school year. Once you apply the changes, you will see the adjustments made on the Classes—By Student view. In addition, you may simply delete schedules and run them again after making any necessary changes to the Course Documents or



Course Request Documents. Simply click the Clear Selected Students button from the Course Requests view. Then reschedule the students in the same manner as done previously.

Conflicts & Available Periods

There are several ways to view the conflicts and available periods once you have scheduled students. As stated previously, this information can be easily found in the Classes—By Student view. In addition, you can look at the Conflicts section to see what class conflicts have been found. This section shows you student class conflicts by student. Double-clicking on any of these conflicts will bring up the Schedule Drop/Add form. The student’s schedule can then be adjusted from this view.

Available Periods is another area to look at to find where classes are missing. This view shows any students who have periods available where classes can be scheduled. Double-clicking on any of these available periods will bring up the Schedule Drop/Add form. The student’s schedule can then be adjusted from this view.

Class List

As you are adjusting students’ schedules and working through the various conflicts, the Class List view may be very helpful. This view lists each class by term, along with the students scheduled in that class. In addition, this view shows you the number of students in each class. This can be a very helpful resource for determining class numbers and where to place students.



Creating Enrollment Handouts

Once student schedules are run and the conflicts are worked through, it is time to create student enrollment handouts. To do this, go to the Course Requests view and select the students you wish to create enrollment handouts for. Then click the Create Enrollment Handouts button at the top of the screen. This function will create a schedule, book fees document, and enrollment summary for each student selected. To view the Enrollment Handouts, click on Enrollment. This is a view of all student schedules, book fees, enrollment summaries, and demographic print-outs.

Inbox 15

Harmony

User’s Guide

Chapter 15 Inbox


To Be Approved

The Inbox is an area that contains the various documents that have been created including letters, discipline records, suspension records, and expulsions. The documents are listed under the Personnel who needs to give their approval. In order to approve a document, the Staff member whose name is listed as the “Personnel” must be the one to approve the document. That person must look over the document and edit it, if necessary. Documents can be approved in two ways. First of all, the documents can be selected and then the Approve Selected Documents button at the top of the screen can be clicked. In addition, documents can be approved by clicking the Approve button once the document is opened up. Once the documents are approved, they will no longer be listed under To Be Approved. The document will then list the person’s name, date, and time of the approval. If the document still needs to be printed, it will be listed under To Be Printed.

To Be Printed

The To Be Printed view is a list of all documents waiting to be printed. These documents can be printed by the person who created them or by office staff. Simply select all the documents to print and click on the Print Selected Documents button. These documents can also be printed individually by opening up the document and clicking Print.

Parent Envelopes

Parent Envelopes can easily be printed from the Inbox navigator. Parent envelopes are addressed to the person listed as the student’s Guardian on the Student Information document.

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If no Guardian is selected, that portion of the envelope will be blank. In addition, if the address is not entered in the Student Information, the envelope will not have an address listed. It is helpful to use the Parent Envelope view to look over the addresses and make sure that all the information is complete. The list of student names is sorted alphabetically in the Parent Envelope view, but may also be sorted by grade level by clicking on the “Grade” column heading. Select the envelopes you wish to print, and click the Print Envelope button. The printer properties should be set to landscape and either manual feed or auto select. You will then be given choices for how the envelopes feed. Please choose the picture that corresponds with your printer and click Okay.

Student Envelopes

Student Envelopes can be printed in the same way as Parent Envelopes. Student envelopes are addressed directly to the student. Once again, in this view, students are sorted alphabetically, but may be resorted by grade level by clicking the “Grade” column heading. If the address is not entered in the Student Information, the envelope will not have an address listed. It is helpful to use the Student Envelope view to look over the addresses and make sure that all the information is complete. Simply select the students you wish to print envelopes for and click the Print Envelope button. The printer properties should be set to landscape and either manual feed or auto select. You will then be given choices for how the envelopes feed. Please choose the picture that corresponds with your printer and click Okay.

Chapter 15 Inbox
