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Follow the steps for Importing New Records

Field Required Type Sample Values Notes
Person_Id Yes, if Person_First_Name, Person_Last_Name, and Person_Birthdate are not specified. Identifier “123”  
Person_Type Yes Lookup “Student” or “Inquiry”  
Academic_Year Yes Data “20212022”  
Evaluation_Type Yes Lookup “Applicant Interview” See Configuring Evaluation for more info.
Evaluation_Site No Datasource Data “Library” Admissions > Evaluations > Evaluation Types > Edit > Evaluation Sites
Recd_Date Yes Data “1/1/2000” Date of when the scores are received.
Taken_Date Yes Data “1/1/2000” Date of when the evaluation is taken.
Comment No Data “abc”  
Grade_Level_Id Yes Identifier “1” Security > Maintenance > Grade Levels.
Person_First_Name Yes, if Person_Id is not specified. Lookup “John”  
Person_Last_Name Yes, if Person_Id is not specified. Lookup “Doe”  
Person_Birthdate Yes, if Person_Id is not specified. Lookup “1/1/2000”  
Section1_Name No Lookup “Academic Assessment” See Configuring Action (Evaluation Sections) for more info.
Section1_Score_Topic Yes, if Section1_Name is specified. Lookup “Applicant Score” See Score Type for more info.
Section1_Score1 Yes, if Section1_Name is specified. Data “5”  

Note: Section Name, Section Score Topic, and Section Score fields are repeated to allow additional evaluation score entry.

Our office will be closed on Thursday, November 25th in observance of the Thanksgiving Holiday. We will resume our normal business hours starting Friday, November 26th.
Follow the steps for Importing New Records
Field Required Type Sample Values Notes
Teacher_Id No Key ID Field “1234”  
Teacher_Last_Name Required Data “Smith”  
Teacher_First_Name Required Data “Jim”  
Teacher_Office No Data “US01”  
Alternate_Teacher_Id No Data “A1b3”  
Teacher_Sex No Datasource Data “Male” Admin > Staff > Details - Gender
Employment_Status No Datasource Data “Full Time” Admin > Staff > Details - Employment Status
Lunch_Table No Datasource Data “Table A” Admin > Staff > Details - Lunch Table
Teacher_Ethnic_Group No Datasource Data “African American” Admin > Staff > Details - Ethnic Group
Hired_Date No Data “12/31/2021”  
Phone_Number No Data “(123)-456-7890  
Household_ID Required if Household_Name is not unique Identifier “1234”  
Household_Name Required if Household_ID is not specified Lookup “Smith Family”  

Follow the steps for Importing New Records

Field Required Type Sample Value Notes
School_Year Yes Datasource Data “0” Values are either Current Year (0) or Next Year (1). 
Student_Id Required if Student_Last_Name, Student_First_Name, and Birthdate aren’t specified Identifier “1234”  
Student_Last_Name Required if Student_Id is not specified Lookup “Smith”  
Student_First_Name Required if Student_Id is not specified Lookup “Bob”  
Birthdate Required if Student_Id is not specified Lookup “12/31/2000”  
Course_Id Required if Course cannot be determined from Course_Name/Short_Course_Name combination Identifier “1234”  
Course_Name Required if Course_Id is not specified Lookup “Algebra1”  
Short_Course_Name Required if Course_Id is not specified  Lookup “Alg1”  
Section Yes Datasource Data “01” Values can be found found in Scheduling > Courses > Details > Sections
Semester Yes Datasource Data Enter “1” for Semester 1/Trimester 1, “2” for Semester 2/Trimester 2, and “3” for Trimester 3.  

The "Accounts Payable Aging Report" has been retired in favor of the new "A/P Aging" and "A/P Aging Summary" reports.
 
One of the following roles is required to use this DAT Filter: Development Full, Development Read

This DAT Filter finds all Contacts eligible for mailings.  There must be at least one living contact with an address.  They must allow solicitation and mailings.
A Donor Action is an Action that captures activity for a Contact. A user must have Development Full and Actions Full roles to create a Donor Action.

Note: To create an Action, follow the steps of Configuring Action.
Note: When a donor action called “Alert” is added to a Contact record, it shows on all pages in the Contact > Details section. This is a great way to track important notes that should be easily accessible.
 
PCR Educator is happy to announce another feature update!
 
All Alert donor actions added to Development contacts will now show on all pages in the Contact > Details section.
 
With this increase in visibility across pages, the Alert action is now an even greater way to keep track of important notes! 
A DAT Filter is a Data Analytics Tool (DAT) feature that allows you to create comprehensive search conditions to restrict the data you are working with. These filters can be used in:

- a DAT Query

- a list of entities (such as the list of students, courses, or households)

- CMS portal as a mechanism to restrict the visibility of certain elements

- Automated Notifications as a mechanism to determine  the list of recipients

- (Re)Enrollment Contracts and Forms to determine the list of eligible households and students
 
A DAT Filter is similar to a DAT Query since it is constructed in a similar fashion where the initial table is predetermined and then you add conditions and table joins. The main difference is that in case of a DAT Query the output is data in a list or chart format, whilea DAT filter, is a comprehensive mechanism for limiting data.

Note: DAT Filter is a recursive concept as each new DAT Filter may consist of several DAT Filters. 

Note: You have the option for Saving DAT Filters for reuse.

Note: DAT Filters prefixed with “[PCR Imported]” are created by PCR Educator. Feel free to use them as a reference or save them as a new DAT Filter with a new name. We will often update existing and create new queries with the “[PCR Imported]” naming convention - all these filters are removed and replaced during an update. To request a standard DAT filter that you feel may benefit other schools as well, please email support@pcreducator.com.  Note: These filters are for reference only.  Do not use these filters as a setting.  Instead, save a copy of the filter and use the copy instead. 

Follow the steps for Initializing DAT Filter to use DAT Filters.

Here is a comprehensive index of the articles for DAT:

DAT Filter
-Initializing DAT Filter
--Initializing DAT Filter from DAT Query
--Initializing DAT Filter from List
--Adding DAT Filter Condition
--Creating New DAT Filter
---DAT Query - Step 1 - Adding Conditions
---DAT Query - Step 1 - Connecting Tables
---Managing DAT Filter Conditions 
-Saving DAT Filter
-Managing DAT Filter
--Deleting DAT Filter
-Reviewing Existing DAT Filter
-DAT Query and DAT Filter Common Mistakes
PCR Educator’s latest feature request has been added!

Users now have the option to pay in full on all Contracts. Previously, this feature was limited only to Deposit payments. To enable the new feature, simply go to Contract Settings and check the “Allow Pay in Full” box.

We hope you find this addition beneficial! Please keep the feature requests coming; we are always looking for ways to improve our service.
All applicable schools should now have received their Re-Enrollment Contract link.

For a thorough breakdown of the entire process, see Part 1 and Part 2 of our Enrollment Contract webinar.

Additionally, here’s a handy checklist to look over before making your contracts live.

If your school has not yet received their new Re-Enrollment Contract link, or if you have a question that wasn’t answered in the content above, please reach out to us today! 
We have begun sending out Re-Enrollment Contract links today! Expect to receive your school's link within two business days.

Before you make your school's contract live, we recommend checking out our Re-Enrollment Contract Application Guide in the Knowledge Base.

Still have questions or concerns? Get in touch with us today!
We have released a new video demonstrating PCR Educator’s powerful DAT tool!

This video covers the basics of creating several custom DAT filters. See it on our YouTube channel HERE, and don’t forget to subscribe!

If you have any additional questions that weren’t covered in this video, please reach out today!
In the coming weeks, we will begin sending out your school’s Re-Enrollment Contract links, along with documentation and videos to help you through the implementation process. 

We encourage you to read over our article on Enrollment Contract Pre-Setup, which will have your school ready to take on the coming process with ease. 

If your school doesn’t currently use PCR Educator’s Enrollment module, here’s a quick look at the powerful system your school could be taking advantage of!
 
A notification trigger is a mechanism for sending automated emails when certain conditions are met.Notification triggers are used for various purposes, such as billing reminders, birthday notifications, and announcements.  A full list of notification trigger types is found below.

Note: Notification trigger emails go out between midnight at 7 am local time.  The exceptions are the Purchase Order Update and User Website Forums triggers, which go out right away.
Notification Trigger Types:

      - Notification Trigger - Action Reminder (Admissions)
      - Notification Trigger - Birthday (Household/Contact/Customer)
      - Notification Trigger - Customer Balance Low
      - Notification Trigger - Customer Billing Reminder
      - Notification Trigger - Inquiry Missing Actions
      - Notification Trigger - Donor Pledge Payment Reminder
      - Notification Trigger - Purchase Order Update
      - Notification Trigger - Student Drop Box Teacher Feedback
      - Notification Trigger - Student Gradebook Average
      - Notification Trigger - Student Gradebook Score
      - Notification Trigger - Student Missing Assessment
      - Notification Trigger - Student
      - Notification Trigger - User Website Announcements
      - Notification Trigger - User Website Forums

 Notification Trigger Settings:

Category: notification trigger type

Require Opt In: when unchecked, indicates that all eligible recipients receive emails by default without subscribing. If the setting is checked, users have to subscribe to receive the triggered email.

Is Active: Determines if the notification trigger is in use.

Name: Name of the notification trigger.
      - This name needs to be a unique notification name.
      - The name is shown to users for subscription purposes.

Eligible Recipients Filter (User): The DAT Filter that determines eligible users. This filter needs to be created in the Security module on the Manage Users page. 

      - Recipient / Data Relationship: This setting determines who receives the notification.
      - Action/Assigned To: The recommender receives a notification.
      - Advisor/Advisee: The advisor receives a notification about the student.
      - Contact/Self: The contact receives a notification.
      - Customer/Invoice: The customer receives a notification about their invoice.
      - Parent/Child: The parent receives a notification about their child.
      - Parent/Self: The parent receives a notification.
      - Purchase/Order: All users involved with the purchase order receive a  notification.
      - Student/ Self: The student receives a notification.
      - User/Self: The user receives a notification.

Merge Filter: Determines eligible records. Example: for Customer Balance Low, your merge filter may use criteria that the low balance must be within a specified range. Then, only users who have qualifying balances are included in the automated email. 

      - Action: This DAT Filter is configured in the Admissions > Actions > Email screen.
      - Customer Invoice: This DAT Filter is configured in the Finance > AR > Customer Invoices > Email screen.
      - Household: This DAT Filter is configured in the Admin > Households > Email screen.
      - Person: This DAT Filter is configured in the Admin/Development > Persons > Email screen.
      - Student: This DAT Filter is configured in the Admin > Students > Email screen.
      - User: This DAT Filter is configured in the Security > Users > Email screen.

Email Template: The email that is sent.

      - Email Template (Action): This email template is configured in the Admissions > Actions > Email screen.
      - Email Template (Customer Invoice): This email template is configured in the Finance > AR > Customer Invoices > Email screen.
      - Email Template (Household): This email template is configured in the Admin > Households > Email screen.
      - Email Template (Person): This email template is configured in the Admin/Development > Persons > Email screen.
      - Email Template (Purchase Order): This email template is configured in the Finance > AP > Purchase Order > Email screen.
      - Email Template (Student): This email template is configured in the Admin > Students > Email screen.

Email From: From email on the email.

From Name: From name on the email

From Prefix
: This is the part of the e-mail address that appears before the @ symbol (ex. For the email address support@pcreducator.com, the prefix is “support.”

Reply to Name
: Reply To Name on the email.

Send Rate determines how often the email is sent.

Days to Prevent Followup determines the number of days after a follow-up email is sent.
Security Full role is required to create a notification trigger.

      1. Navigate to Security > Notifications > Notification Triggers.
      2. Click New.
      3. Populate Notification Settings.  For more information about Notification Settings, see Notification Trigger.
      4. In the Visible for Roles setting, specify security roles that users must have to view the email that is sent.  Note: This setting allows users to access emails from the administrative end.
      5. Click Save.
 
Action Reminder trigger generates emails for recommenders reminding them to submit inquiry recommendations.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.
Birthday (Household/Contact/Customer) trigger generates emails for  a household, contact, or customer on their birthday.  This trigger is particularly useful to send birthday emails to alums.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.
The purpose of the Customer Balance Low trigger generates automatic emails to customers when their balance is low.  This trigger is particularly useful to remind customers when they have a low lunch balance to upload funds to their accounts.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.

Custom Settings

Select the appropriate Ledger

Posted Type
refers to transactions that are counted in the customer balance. If Posted is selected, then only posted transactions are counted in the customer balance to determine whether it is low.  If Unposted is selected, then both posted and unposted transactions are taken into account in the customer balance to determine whether it is low.

Balance Due At Least
determines how low a customer’s balance needs to be for the email to go out.  Note: An overall customer balance of a negative amount means that the customer has a credit.  Example: If you set the Balance Due At Least setting to -10, it means that an email will go out if the customer has a credit of $10 or less.
Customer Billing Reminder trigger generates automatic reminders to customers when their AR invoice is due.  

To create a Notification Trigger, follow the steps of Creating Notification Trigger.

Custom Settings

Between _ and _ days before payment due determines the number of days 

If the Posted Only setting is checked, then emails go out only for posted AR invoices that are due.  If the setting is unchecked, emails go out for both posted and unposted AR invoices that are due.
 
Inquiry Missing Actions trigger generates emails when items on the Admissions Checklist are not complete. This is a very popular trigger because it helps to ensure that all applicants are reminded about any missing items. 

To create a Notification Trigger, follow the steps of Creating Notification Trigger.

Custom Settings

Select Admissions Division.  See School Division for more information.
 
Donor Pledge Payment Reminder trigger sends automatic email reminders when a pledge payment is due.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.

Custom Settings

In the Days Before Pledge Due setting, specify the number of days before the donation due date the email reminder goes out.
Purchase Order Update trigger sends an automatic email reminder when a purchase order is updated.  The email goes to all parties involved with the purchase order, such as the account manager and the user who submits the order.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.
 
Student Drop Box Teacher Feedback trigger sends an automatic email reminder to the parent and/or the student when a teacher provides feedback on an assignment through the dropbox feature.  

To create a Notification Trigger, follow the steps of Creating Notification Trigger.
Student Gradebook Average trigger sends an automatic notification when a student’s gradebook average meets the criteria defined in Custom Settings.  This trigger is particularly useful to notify a parent when their child’s gradebook average drops below a certain percentage.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.

Custom Settings

In Compare dropdown, select an option on how you want to compare the student’s average to the specified To Average.
Student Gradebook Score trigger sends an automatic notification when a student’s gradebook assessment score meets the criteria defined in Custom Settings.  This trigger is particularly useful to notify a parent when their child’s gradebook assessment score drops below a certain percentage.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.

Custom Settings

In Compare dropdown, select an option on how you want to compare the student’s average to the specified To Percent.
 
The Student Missing Assessment trigger sends an automatic email reminder to the parent and/or the student when a student has not turned in an assessment past the due date.  

To create a Notification Trigger, follow the steps of Creating Notification Trigger.
 
The Student trigger is the most versatile trigger and can be used for thousands of different scenarios!  You can simply use the combination of Eligible Recipients Filter (User) and Merge Filter (Student) to determine who qualifies to receive an email and then use the Email Template (Student) to send out the desired email.  Example: To send an email reminder to families who have not submitted forms, you can specify a DAT Filter in the Merge Filter (Student) that checks for students who do not have the Forms Submitted action.  And if they fit your DAT Filter, you can send them a custom email that you can select on the Email Template (Student) field.

Here are some scenarios where you can use the Student trigger to send automatic notifications:

     - Missing Forms
      - Missing Contracts
      - Birthday Notification
      - Discipline Notification
      - Parent Teacher Conference Reminder
      - Missing Immunizations 
      - Class Selection Reminder 

To create a Notification Trigger, follow the steps of Creating Notification Trigger.
 
The User Website Announcement trigger sends an automatic notification when a news item and/or calendar event is posted in the CMS Portal.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.

Custom Settings

Announcement Type determines if the email is sent for news items, events, or both.

Eligible Content Types determine for which content types the notification is sent.

In the text editor, enter the announcement.  Note: You can use the Add Fields dropdown to add custom fields.
The User Website Forums trigger sends an automatic notification when a message on a forum/discussion board is posted.

To create a Notification Trigger, follow the steps of Creating Notification Trigger.

Custom Settings

Eligible Content Types determine for which content types the notification is sent.

In the text editor, enter the announcement.  Note: You can use the Add Fields dropdown to add custom fields.
 
Phone Full role is required to send text/voice notifications.  Actions Full role is required to send email notifications.

Basic information for staff such as staff name, employment status, and hired date resides on the staff record.  More in-depth information such as the home address, mobile number, personal email address, etc. lives in the staff’s household record.

To send email notifications to staff’s user email, you can navigate to Admin > Staff and use the Email option in the multi-action menu.  For more information, follow the steps of Sending Notification - Email.

To send text/voice notification to the staff’s office phone (which resides on the staff record), you can follow the steps of Sending Notification - Combined and select a filter from the Teacher Filter dropdown.

In most cases, however, you may want to send voice/text/email notifications to Staff’s personal info such as to their mobile number.  In that case, you will need to create a household person filter that pulls the staff information from their household record.  To create such a filter, follow these steps:

      1. Navigate to Admin > Persons and click the filter icon.
      2. Connect the Individual Contacts table to Users to the Teachers table.  In the Teachers table, you can add conditions based on employment status or any other field to filter for desired teachers.  Save the DAT Filter. Note: This filter only works for staff who have user accounts in the system.
      3. When you apply the filter, you will see appropriate records that fit the filter.  You can then select them and go to the multi-action > Text and Voice option to send the notification.  For more information about the Text and Voice option, review Sending Notification - Text and Voice.
 
Phone Full role is required to send notifications from the Home screen. This method of sending notifications allows initiating email and text/voice notifications at the same time. It may be a preferred approach for immediate or urgent situations when it’s desirable to quickly reach a large group of people. 

Follow the steps below: 

      1. Navigate to the Home screen
      2. From the Send to Filters dropdowns, select filters for records to whom you want to send notifications.
            a. Household DAT Filter is created in the Admin > Households screen.
            b. Student DAT Filter is created in the Admin > Students screen.
            c. Teacher DAT Filter is created in the Admin > Staff screen.  Note: The Teacher option sends emails to the email address associated with the Teacher’s user account and sends voice/text messages to the office phone found in Admin > Staff > Details screen.  To send notifications to the staff’s household record please follow Sending Notification to Staff..
      3. Select Send Options.  Note: If you select the “Voice - Pre-recorded Message” option, make sure to upload an .mp4 recording in the Message section.
      4. Select Email/Phone Types and/or Fields.  Note: Email/Phone Types and Fields are applicable to emergency contacts as well.  Example: If a household has emergency contacts with the “Mobile” phone specified and you select the “Mobile” type, then emergency contacts will also receive the message on that number.  If you may not wish to send notifications to emergency contacts, you may want to consider using Email/Phone Fields and select Parent-specific emails/phones only.
      5. Compose your message.  You may want to consider saving a template so that you can use it in the future.
      6. Select roles that are allowed to view notification analytics for the notification you are sending.
 
An Ask Action refers to an Action that captures activity for an Ask. A user must have Development Full and Actions Full roles to create an Ask Action.

Note: To create a new Ask, follow the steps of Creating Ask.
Note: To create an Action, follow the steps of Configuring Action.
 
An Ask Attribute is a custom field to track information for an Ask.  Development Full role is required to create an Ask Attribute.

Note: To create an Attribute, follow the steps of Creating Attribute.
Note: To create a new Ask, follow the steps of Creating Ask.
 
An Ask Track is a Moves Management Track assigned to an Ask.

Note: To create a new Ask, follow the steps of Creating Ask.
Note: To create a Moves Management Track for the Ask, follow the steps of Creating Moves Management Track.
 
An Ask Track Action refers to an Ask Action that captures activity for an Ask Track. A user must have Development Full and Actions Full roles to create an Ask Action.

Note: To create a new Ask, follow the steps of Creating Ask.
Note: To create an Action, follow the steps of Configuring Action.
An Ask Team refers to a group of people that are designated to work on a selected Ask. Typically these team members are volunteers who don’t work in the development office, but assist in connecting with a donor.

Note: To create an Ask Team, follow the steps of Creating Ask Team.
Note: To create a new Ask, follow the steps of Creating Ask.
 
Development Full role is required to create an Ask Team.

      1. Navigate to Development > Asks > Details > Team.
      2. Select a Team Member from the Member dropdown.  Note: All Contact records will show in this dropdown.
      3. Select a Member Type and click Add New Member.

Note: To create a new Ask, follow the steps of Creating Ask.
 
Ask
An Ask is a system that can help by streamlining the fundraising process in order to engage new and renewing donors in a meaningful way and generate increased revenueAsks allow you to identify potential donors and then lead them through Identification, Qualification,Cultivation, Solicitation and Stewardship.. 

Contact refers to the Donor/Organization associated with the Ask. Note: Each ask is directly related to one contact, which means that every ask only has one contact.  However, a single contact may have many asks for different campaigns and funds.

Donor Ask Rating categorizes asks to distinguish different properties  Example: Rating 1 may mean that you expect the selected ask to result in a high dollar amount, so identifying it as rating 1 may help you to allocate more resources to it. Ratings are customizable.  Click the Donor Ask Rating hyperlink to add a new rating in the dropdown.  DBA Full role is needed to add a new rating.

Probability refers to the likelihood (out of 100 percent) that the selected ask results in a donation.

Assigned To determines the user in the system who manages the Ask.  This user is automatically assigned to tasks related to this ask and manages to-do items.  A user must have the Development Full or Development Read role to be assigned an Ask.

Note: To create a new Ask, follow the steps of Creating Ask.
Note: To create a Moves Management Track for the Ask, follow the steps of Creating Moves Management Track.

An Ask typically includes:

      - Ask Action
      - Ask Team
      - Ask Attribute
      - Ask Track
      - Ask Track Action

Once an ask is completed, Ask Result is recorded.  Note: To record ask results, follow the steps of Recording Ask Result.
Development Full role is needed to create an Ask.

There are two ways to create an Ask.

      1. Creating Ask - Individual
      2. Creating Ask - Bulk

Note: To record an Ask Result, follow the steps of Recording Ask Result.
Note: To create a Moves Management Track for the Ask, follow the steps of Creating Moves Management Track.
 
      1. Navigate to Development > Asks and click New. Note: You can also create an individual Ask by going to the Development > Contacts screen and clicking the “New” link under the Ask column.  
      2. Enter Ask Information.
      3. Click Save.
      4. Assign Ask Actions to the Ask if you want to track information related to the ask such as phone calls, emails, or notes.

Note: To record an Ask Result, follow the steps of Recording Ask Result.
Note: To create an Ask for multiple records, follow the steps of Creating Ask - Bulk.
Note: To create a Moves Management Track for the Ask, follow the steps of Creating Moves Management Track.
 
      1. Navigate to Development - Contacts.
      2. Select records for which you want to create an Ask.
      3. Navigate to multi-action > Asks. 
      4. Enter Ask information. Note: At this stage, you are entering default values.
      5. Click Next and review/modify Ask information for each contact.
      6. Click Finish.

Note: To record an Ask Result, follow the steps of Recording Ask Result.
Note: To create an Ask for an individual record, follow the steps of Creating Ask - Individual.
Note: To create a Moves Management Track for the Ask, follow the steps of Creating Moves Management Track.
 
Moves management is a cultivation process in which fundraisers manage a series of steps, known as moves, for each prospect. Although these steps vary depending on the individual prospect, each step "moves" the prospect from attention, to interest, to desire to give. Fundraisers continually move prospects toward their next gift.

Each "move" (Action) represents a separate contact that your organization had with the prospect.  These moves include emails, phone calls, letters, faxes, face-to-face conversations, and planned events. Most moves don't involve asking the prospect to make a gift. Instead, they cultivate an affinity for your organization. Example: you might discuss community issues, with a prospect at a dinner party, and of the issues is the focus of your organization. During a dinner party, you don't ask the prospect for a gift, but you do build a relationship. You want to make an impression on the prospect regarding your organization or a giving opportunity.

Moves management track defines a series of actions or moves that should result in a donation. Moves management tracks provide structure and organization by automatically suggesting and scheduling next actions (moves) based on previous steps. Using Moves Management Tracks can be compared to finite state machines where each step directs the next action. Some states can represent loops. For instance, once you qualified a donor for major donation (i.e. ‘Qualification - Positive’), you may have the next action of ‘Contact Email/Phone’. This is an example of a loop action that will continue rescheduling itself at predefined intervals such as every 3 weeks, so that you can continue reaching out to the potential donor until you hear anything back or decide to finish the track due to no response. 

Moves management tracks can be associated with donors or with asks. When associated with asks, moves management tracks assist you in cultivating the ask as they drive the direction of interactions with your prospective donors. 

Note: To create a new track, follow the steps of Creating Moves Management Track.
Note: To assign a record to a new track, follow the steps of Assigning Moves Management Track.
Note: To manage a track, follow the steps of Managing Moves Management Track.
 
Development Full role is required to create a Moves Management Track.

      1. Navigate to Development > Maintenance > Track Setup.
      2. Populate Track information.
            a. Enter Action Track Name.
            b. Select Entity Type.
                  i. Donor refers to a track that is assigned directly to the Contact.  The purpose of such a track is to gauge interest for a commitment that does not result in a donation such as for a contact’s interest in volunteering.
                  ii. DonorAsk refers to a track that is assigned to an Ask.  The purpose of such a track is to solicit a donation.
            c. Initial Action is the action that starts the track.  Example: “Major Donor Track Started .”
      3. Click Add New.
      4. Next to the new Track, click Update.
      5. Specify the rest of the actions to finish the track.
            a. Previous Action refers to the action prior to the one you are adding.
            b. Action Due In refers to how many days after the Previous Action is the new one assigned.
            c. Repeat checkbox refers to an action that is repeated multiple times i.e. loop action.  Example: A phone call action may be repeated if the Contact does not answer the first time.

Review a Sample Ask Moves Management Track to get an idea about possible tasks and processes.

Note: To assign a record to a new track, follow the steps of Assigning Moves Management. Track.
Note: To manage a track, follow the steps of Managing Moves Management Track.
 
Development Full role is required to assign a Moves Management Track.

      1. Navigate to Development > Asks > Details > Tracks (or Development > Contacts > Details > Tracks for a Donor level Track).
      2. Populate Track Information.
            a. Select Track.
            b. Specify Assigned To user.
            c. Select Person (optional).
            d. Enter Note (optional).
      3. Click Add.

Note: To create a new track, follow the steps of Creating Moves Management Track.
Note: To manage a track, follow the steps of Managing Moves Management Track.
 
As you mark each scheduled action completed, the system suggests the next follow up action based on the selected Moves Management Track. 

There are two ways to record an action for a moves management track:

      1. Development Dashboard > Calendar Widget, hover over the Action and click the hyperlink. You can now complete the existing action and schedule a follow-up action associated with your track.

      2. Ask > Details > Track Actions (or Contact > Details > Track Actions), click on the Action, populate the information, specify the Follow Up Action and click Save.

Note: Once the Track runs its course, go to the Tracks tab to close the track.  
Note: If the Track results in a donation, you may record the donation on the Ask.  Follow the steps of Recording Ask Result.  

Note: To create a new track, follow the steps of Creating Moves Management Track.
Note: To assign a record to a new track, follow the steps of Assigning Moves Management Track.
 
Development Full role is required to record an Ask result.

      1. Navigate to Development > Asks > Details > Result.
      2. If applicable, select a Donation that resulted from the Ask.
      3. Select an option from the Results dropdown.  Note: If the dropdown is blank, you can create new options by clicking the Results hyperlink.  You will need the DBA Full role to add more options.  Example: Results may include options such as “Exceed,” “Meet,” “No Donation.”
      4. Check the Closed box to close the Ask and click Save.
 
A significant change is coming to PCR Educator’s Import menu.

As it currently stands, each Portal (Admin, Admissions, etc.) has its own Import menu. 

Moving forward, the Import menu will be located under the Home tab, as its actions apply to all Portals.

Have any questions? Please reach out! 
During these ever-changing times, accurate attendance records are essential. PCR Educator's attendance system helps schools record who was on campus, when they were on campus and where they were on campus. This can be done from the student’s schedule or class period attendance taken prior to the start of each school day, or every period throughout the day. Our all-encompassing attendance solution limits cross-contamination, lessens staff workload and improves data accuracy.
 
Lately, contactless attendance has been a primary focus of PCR Educator’s mission. Our ID Badging solution allows you to create custom badges from your PCR Educator SIS database. ID barcodes can be printed onto badges for both students and staff. Our ID Badging system also assists in keeping your school’s campus secure. For example, if a mask obscures a visitor’s face, having an ID Badge on hand, or on a lanyard, helps easily verify that visitor belongs on campus.
 
Using their IDs, students can then check in to confirm their presence at school at a Tardy Kiosk, or Positive Attendance Kiosk, using a barcode scanner. When scanners are set to auto-scan, an ID badge is held under the scanner, the scanner reads its barcode, and the student’s information is immediately displayed on the kiosk. Our scanners also read barcodes directly from cell phone screens. Any forgetful students that misplace their IDs can load their digital ID directly onto their phones. Additionally, if neither the phone ID nor digital ID is available, PCR Educator has a combo keypad entry option allowing students to type in their ID manually.  
 
As schools continue reopening and limiting room capacities, or alternate student schedules, Attendance Kiosks can expedite students in moving through your school’s daily processes. For students who arrive late during the day an Attendance Kiosk located in the front office, or near your school’s reception area, will automatically enter tardies into PCR Educator’s database along with a time-stamp. This information is immediately available to teachers, allowing them to admit late students to class while saving front office staff time.
 
Now more than ever, accurate attendance for all students in your school is needed. Attendance scanners can be deployed anywhere attendance needs to be taken. When a student checks in using a Positive Attendance device, the student is entered as present in that room with a time-stamp. Teachers then see these timestamps on their daily rosters.
 
Interested? Here’s a quick video showcasing how our system works.
 
If your school wants to check out PCR Educator’s contactless attendance system more thoroughly or would like to learn how to better utilize it, please reach out to us today! 
 
When creating an Email, the size limit per File is 5MB. While there is no set limit for the entire Email, it is recommended to stay within this 5MB limit as many Email Providers, such as Apple, will automatically decline Emails that are too large.
Sign up for the pre-release of PCR Educator’s new user interface starts TODAY!

Our new UI has officially gone online. We think it’s pretty great, but we recognize the need for some outside critique. That’s where you come in.

Your feedback will provide us invaluable insight into anything we may have overlooked or need to improve on. You have the perfect opportunity to make PCR Educator a better service for not only your school but the hundreds of other schools we serve around the world. 

At this stage, we are accepting the first 30 users that sign up for full access to the new UI, so act quick!

If you are interested in participating in the trial, respond to this email or reach out to us at support@pcreducator.com
This diagram represents a sample Major Donor Track.
 
Contact records are automatically generated from existing household records in Admin > Households.  Households and Contacts are parallel records that share the same id – meaning that when a household record is created, a contact record of the same id is also created in Development. 

Note: follow the steps of  Excluding Records from Contact List when you want to prevent certain types of households to auto-generate in Development as Contacts.
 
To hide contacts in Development, you can create a calculated attribute called “Exclude from Development.” As long as household records meet the criteria of this attribute and do not have any other attributes, corresponding contact records are not generated in Development. This feature is specifically helpful if you are interested in hiding vendors or non-development affiliated records from your list of contacts.

To create an attribute or Calculated Attribute, follow the steps of Creating Attribute.
 
PCR Educator's latest update seeks to improve our system by providing users greater flexibility to record additional information during the attendance-taking process. 

The most immediate change is the renaming of Lunch Choices to Attendance Choices

The only aspect altered here is the title; functionality remains the same as before.

This proactive adjustment comes after observing many schools using Lunch Choices for non-lunch records. We hope the new name makes for a more useful and versatile label.


Refunding Customer Receipts creates both the AR Refund Invoice and the AP Invoice in a single step. Once finished, follow the steps of  Writing Checks to create a check.  


1. To refund customer receipts, navigate to Finance - AR - Receipts and select the Refund multi-action.  You need the Finance AR Full role to access this multi-action.  Note: The multi-action is only applicable for the unallocated portion of customer receipts.  Fully allocated receipts, miscellaneous receipts, customer credits, and voided receipts are not eligible for a refund in this manner.

2. On the Setup step, specify the information that appears on the AR Refund Invoice and AP Invoice.
     Payment Terms is a shortlist of payment terms with exactly 1 due date in the schedule.  The chosen selection determines the payment term used for the AR Refund Invoice and the payment due date for the AP Invoice.

      Refund Product determines the product which appears on both the AR invoice and the AP invoice.  For products to appear as an option, the product must have the same account specified for both the Sale account and Purchase account.  Note: This account is the same as the Refund Payable account from the Refunding Customers article and nets to 0.

      Refund Date is used as the Issued Date for the AR Invoice and the Invoice Date / Post Date for the AP Invoice. 

      Customer / Vendor Memo appears for the AR Invoice customer memo, the AR Invoice line item note, the AP Invoice vendor memo, and the AP Invoice line item note.  Note: Specify the customer memo so that it indicates that the invoice is a Refund.

       Internal Memo appears for the AR Invoice internal memo and AP Invoice internal memo.  Note:  The AP Invoice internal memo is appended with a note indicating which customer receipt ids are included in the refund.

3. On the Details step, specify the Pay To name that is to appear on the check.  Note: The billing address for the customer is used as the pay to address for the AP invoice. Note: An AR invoice is created for each customer and student pairing from this step. Note:  An AP invoice is created for each customer and pay to name pairing from this step. Example: The Doe family has receipts for three students being refunded.  For the first two students, you specify the name John Doe.  For the third student, you specify Jane Doe.  Three AR refund invoices are created for each student.  Two AP invoices are created, one for John Doe and one for Jane Doe.  When checks are run, one check is created for John Doe and a separate check for Jane Doe.

4. The Summary step includes links to the AR Refund Invoices that are created and the AP Invoices that are created.  The invoices are pre-selected so that you may click on the corresponding link and perform multi-actions.  After this point, it is up to Finance AP to follow the process for Writing Checks.  Note:  If you do not have Finance AP roles, then the AP Invoice link is not available.
Drum roll, please (you can do that in your head or tap it on a desk, or maybe even a chair).

PCR Educator is beyond excited to announce our big surprise: a fully redesigned User Interface!

Your calls for a more modern user experience haven't fallen on deaf ears. We are right there with you and we feel it's time to take that next step into the future.

To anyone concerned about the release of an update like this mid-school year, have no fear! 

While the update is significant, it will not dramatically alter any of the processes that you and your school are accustomed to. Adding to that, the update will initially be provided only to a select few that opt-in. Expect to hear more about that process very soon...

From there, we will listen to the early adopters and fine-tune the full rollout based on user input. We will provide a multitude of content explaining the update and everything it entails, including step-by-step demonstrations.

Be sure to like and follow our Facebook page, and keep an eye out for our emails for more UI news.
Drum roll, please (you can do that in your head or tap it on a desk, or maybe even a chair).

PCR Educator is beyond excited to announce our big surprise: a fully redesigned User Interface!

Your calls for a more modern user experience haven't fallen on deaf ears. We are right there with you and we feel it's time to take that next step into the future.

To anyone concerned about the release of an update like this mid-school year, have no fear! 

While the update is significant, it will not dramatically alter any of the processes that you and your school are accustomed to. Adding to that, the update will initially be provided only to a select few that opt-in. Expect to hear more about that process very soon...

From there, we will listen to the early adopters and fine-tune the full rollout based on user input. We will provide a multitude of content explaining the update and everything it entails, including step-by-step demonstrations.

Be sure to like and follow our Facebook page, and keep an eye out for our emails for more UI news.
An attribute is a custom field to track information for which no field already exists in the system. Attributes add flexibility to your record-keeping by giving you the ability to define and store special information about a wide variety of record types.  

To create an attribute category, follow the steps of Creating Attribute Category.
To create an attribute or Calculated Attribute, follow the steps of Creating Attribute.
To record an attribute on a record, follow the steps of Recording Attribute.
Attribute category groups and organizes attributes.  Categories are used for filtering, reporting, and search functions.

To create an attribute category, follow the steps of Creating Attribute Category.
To create an attribute or Calculated Attribute, follow the steps of Creating Attribute.
To record an attribute on a record, follow the steps of Recording Attribute.
 
You need the “Full” role in the appropriate module to create an attribute category.  For more information, review Roles Dictionary.

      1. Navigate to Maintenance > [Record Type] Attributes.  Example: To create student attributes, go to Admin > Maintenance > Student Attributes.
      2. Enter the Category Name in the Category field
      3. Check the Include in Type Calculations checkbox if the new attribute category contains attributes for calculating Contact Types.  Note: This step is only applicable to Contact Attributes.
      4. Click Add Category. The new category is now available for use. 

Note: If you create a category used in Type Calculations, the new category has up and down buttons next to its name. These buttons allow you to move the category up or down, adjusting its priority in Contact Type calculations. 

To create an attribute or Calculated Attribute, follow the steps of Creating Attribute.
To record an attribute on a record, follow the steps of Recording Attribute.
 
You need the “Full” role in the appropriate module to create an attribute.  For more information, review Roles Dictionary.

      1. Navigate to Maintenance > [Record Type] Attributes.  Example: To create student attributes, go to Admin > Maintenance > Student Attributes.
      2. Select an Attribute Category for your new attribute. Note: If you select a category used in Contact Type Calculations, the new attribute has up and down buttons next to its name. These buttons allow you to move the attribute up or down, adjusting its priority in Contact Type calculations.
      3. Specify the  Attribute name.
      4. Click the Add Attribute button. 
      5. Select the desired data type. 
            a. If text Data Type is selected, you may optionally specify a Lookup Type. Check Allow Custom Text to allow users to add their own values not listed in the dropdown.
      6. If you are creating a Calculated Attribute, select a filter from the Calculate From dropdown. 
      7. Set Attribute Timing to Year-Specific if the data you are collecting is year-specific.  Otherwise, set the field to Global.  Note: In student forms, Year-Specific attributes automatically use the School Year specified in School Info.  In Inquiry Forms/Online Application, Year-Specific attributes automatically use the Admissions Year specified in School Info.
      8. Click Apply.

To create an attribute category, follow the steps of Creating Attribute Category.
To record an attribute on a record, follow the steps of Recording Attribute.
 
There are three ways to record attributes.

      1. Recording Attribute - Individual
      2. Recording Attribute - Bulk
      3. Importing New Records (see attribute specific articles)

Note: It’s not possible to record a calculated attribute manually. Calculated attributes appear on the record automatically, but you cannot edit or delete these attributes. Because these attributes are calculated and removed from a record when it does not fit the associated filter anymore, the calculated attributes are not associated with a year.

To create an attribute or Calculated Attribute, follow the steps of Creating Attribute.
 
      1. Navigate to record’s details.  Example: To record student attributes, go to Admin > Students > Details > Attributes.
      2. Select Attribute Category 
      3. Select Attribute 
      4. If creating a [Development] Contact Attributes:
            a. Select Begin and End Fiscal Years if applicable to identify the active period for the assigned attribute. Note: You can leave either of these dropdowns blank. Example: If a contact is a board member during certain years, specify both beginning and end years. However, if a contact is interested in golf, leave both years blank. 
            b. Select Contact Address (default), Primary or Secondary. This selector allows you to associate an attribute with the whole Contact or with specific individuals. Example: the whole family (Contact Address) may be marked as Parent. At the same time, such attributes as Staff, Alumni, or Board Member are typically associated with Primary or Secondary records on the account. 
      5. Depending on the selected Attribute Type, you can: 
            - add a note (Free Text)
            - select a date (Date)
            - enter an integer (Integer)
            - check off a box (Boolean)
            - select a value from a dropdown (Lookup).  Note: If the attribute allows custom text, you can enter a value not available in the dropdown.
      6. Click Add

To create an attribute or Calculated Attribute, follow the steps of Creating Attribute.
 
      1. Select records.  Example: To record student attributes, select student records.
      2. Go to multi-action dropdown and select Attributes (Add)
      3. Follow steps 2-6 performed for Recording Attribute - Individual

To create an attribute or Calculated Attribute, follow the steps of Creating Attribute.
 
Calculated Attributes are an extension of Attributes. Calculated Attributes are used for the same purpose as Attributes. The only difference between regular Attributes and Calculated Attributes is that the latter are associated with a record automatically once a record fits the criteria associated with each Calculated Attribute.

The following attributes can be calculated:

      - Contact Attribute
      - Customer Attribute
      - Household Attribute
      - Student Attribute
      - Staff Attribute
      - Vendor Attribute 

Example 1: Staff attribute is typically configured as a Calculated Attribute because a school can set up criteria that any Contact associated with an active staff record should have Staff attribute. By taking advantage of the built-in automation, a school can streamline its data processes and increase data accuracy.

Example 2
: If a school wants to establish different membership levels, it may consider creating Calculated Attributes. For instance, a school may have Silver Level attributed assigned automatically to any Contact who gives greater than $500 and less than $2500 during the current fiscal year for Annual Campaign.

To create an attribute, follow the steps of Creating Attribute.
To record an attribute on a record, follow the steps of Recording Attribute.
 
A chart layout is a visual representation of all or selected accounts from the general ledger. 

To create a chart layout, follow the steps of Creating Chart Layout.
To copy/delete/edit a chart layout, follow the steps of Copying/Deleting/Editing Chart Layout.
To use a chart layout in a report, follow the steps in Using Chart Layout.
 
      1. Navigate to Finance > Maintenance > Chart Layouts
      2. Click the Add New button
            a. Enter Chart Layout Name
            b. If Show Debits Negative is checked, reports will display any debits as negative amounts.
            c. Check Public Available to share the layout with other members of your finance team.
      3. Click Save.  You will now see the new layout in the dropdown menu.  Select the new layout.
      4. Click the + icon
            a. Label: Enter the name of the layout item. This label is printed on the report.
            b. Show Debits: Select how you want to display debit amounts for this node. Inherited will pull from the setting specified in the node one level above.
            c. Header Bolded: Select this option to bold the header
            d. Header Underlined: Select this option to underline the header
            e. Suppress Header: Select this option to suppress the header
            f. Footer Bolded: Select this option to bold the footer
            g. Footer Underlined: Select this option to underline the footer
            h. Item Account Number: This section allows you to specify which accounts are included under this layout item. If the layout item is meant to group sub-levels, you may not have any accounts under that layout item, but you may have sub layout items with accounts. 
                  i. Like: Use this option to add accounts that have a specific value in the account number structure.
                  ii. Range: Use this option for accounts within a range. Note: You will need to specify the full account number when using this option. 
                  iii. In: Use this option to select the accounts from a drop down
            i. Click Add Condition
      5. Click Save
      6. Follow steps 4 and 5 to add more layout items.  Note: You can create up to 10 levels.

Note: When adding accounts to a layout item, please consider any accounts that may be added in the future and the account number structure that will be used.
Note: If not all accounts of a specific type are included, the totals in your reports may not match the totals in other parts of the system. Example: If some Expense accounts are not included in the layout, the totals in your custom chart layout report may not match the standard report that is run using the default layout.  In this case, use the Missing Accounts link to find which accounts are missing from your Chart Layout and add them as needed.
 
      1. Navigate to Finance > Maintenance > Chart Layouts
      2. Select the Chart Layout that you want to copy from the dropdown
      3. Following Copying Chart Layout to copy the chart layout.  Follow Deleting Chart Layout to delete the chart layout.  Follow Editing Chart Layout to edit the chart layout.
Follow the steps in Copying/Deleting/Editing Chart Layout.

      1. Click Copy. The new Chart Layout will be named as: [Original Name] + COPY.
      2. Make any adjustments to the new Chart Layout as needed.  See Editing Chart Layout for more information.
Follow the steps in Copying/Deleting/Editing Chart Layout.

      1. Click Edit
      2. Click Delete
 
Follow the steps in Copying/Deleting/Editing Chart Layout.

To edit the name of the layout or update Show Debits Negative/Public Available settings:
      1. Click Edit
      2. Update desired fields and click Save

To edit a layout item:
      1. Click on the heading and modify the settings.  See Creating Chart Layout for more information.
When you run a report that supports a chart layout, you can select the layout from the Chart Layout dropdown.  The Max Chart Layout Depth field allows specifying the maximum depth for the layout. 

Example: The layout below contains three levels of layout items.

Normal Operations and International Programs
Normal Operations
Income
Expense
International Programs
Income
Expense
Transfers
Non-Discretionary Transfers
Capital Use Fees
Tech Fees
School Retreat
Discretionary Transfers
Fund Depreciation
Capital Debt Reduction

When Max Chart Layout Depth is set to 3 or higher the report shows all levels of this layout.  Selecting 1 as Max Chart Layout Depth results in displaying headings “Normal Operations and International Programs” and “Transfers” and their totals while other levels are not shown.
 
One of the following roles is required to access this query: Admin Full, Admin Read, Scheduling Full, Scheduling Read.

This query provides a list of all blocks, including their start and end times, along with their Block code for today.

The School ID is set as a DAT Parameterized Condition.
 
Please begin by following Importing New Records.

Field Required Type Sample Values Notes
Household_ID No Identifier "1" If specified, this field needs to be specified for all households and must be a unique numeric value.
Household_Name Required Data "Jackson Family"  
Parent1_First_Name No Data "John"  
Parent1_Last_Name Required if Parent2_Last_name is not specified Data "Madden"  
Parent2_First_Name No Data "Bob"  
Parent2_Last_Name Required if Parent1_Last_Name is not specified Data "Dole"  
Send_Mail_Yes_No No Data "Y" or "N" Used for "Send Mail" in Admin->Households->Details->Household Details.
Carpool_Yes_No No Data "Y" or "N"  
Safe_Party_Yes_No No Data "Y" or "N" Used for "Safe Party" in Admin->Households->Details->Household Details.
Household_Web_Publish_Yes_No No Data "Y" or "N" Used for "Publish on online directory" in Admin->Households->Details->Household Details.
Household_Alternate_ID No Data "23532asd23" Must be a set of alphanumeric characters.
Household_Salutation No Data "Mr. and Mrs Jones"  
Household_Alernate_Salutation No Data "John and Samantha"  
Household_Addressee1 No Data "Mr H. Jones and Mrs. Q Jones", "Mr. Squall Leonhart"  
Household_Addressee2 No Data "Mrs. Quistis Trepe"  
Household_Address1 No Data "23 Summer Parkway"  
Household_Address2 No Data "Apt 123" Used if you need more room for an address.
Household_Address3 No Data "Ontario" Additional room for an address.
Household_City No Data "Baltimore"  
Household_State No Datasource Data "TX"  
Household_Zip No Data "43562", "34532-3323"  
Household_Country No Datasource Data "USA"  
Household_County_District No Datasource Data "Dallas"  
Household_Phone No Data "(635) 1234-007"  
Household_Email No Data "bigemail38@hotmail.com"  
Parent1_Type No Datasource Data "Mother", "Stepfather", "Guardian" Household Details>Parent1 Type
Parent1_First_Name No Data "Zell"  
Parent1_Middle_Name No Data "Balamb"  
Parent1_Preferred_Name No Data "Kristy"  
Parent1_Previous_Last_Name No Data "Dincht"  
Parent1_Suffix No Data "Jr." Household Details>Parent1 Suffix
Parent1_Sex No Datasource Data "Male" Household Details->Parent1 Gender
Parent1_Title No Datasource Data "Mr."  
Parent1_Birthdate No Data "1/02/64"  
Parent1_Deceased_Date No Data "1/06/15"  
Parent1_Citizenship No Datasource Data "USA"  
Parent1_Native_Language No Datasource Data "German"  
Parent1_Birthplace No Data "Germany"  
Parent1_alternate_ID No Data "23152a42"  
Parent1_Email No Data "Sammytomson@gmail.com"  
Parent1_Email1_Type No Datasource Data "Work"  
Parent1_Phone1 No Data "(234) 234-2235"  
Parent1_Phone1_Type No Datasource Data "Mobile"  
Parent1_Employer No Data "PCR Educator"  
Parent1_Position No Data "Chief Engineer"  
Parent1_Industry No Datasource Data "Software Technology"  
Parent1_Work_Address1 No Data "23 Summer Parkway"  
Parent1_Work_Address2 No Data "Apt 123" Used if you need more room for an address.
Parent1_Work_Address3 No Data "Ontario" Additional room for an address.
Parent1_Work_City No Data "Albany"  
Parent1_Work_State No Data "NY"  
Parent1_Work_Zip No Data "22345", "22234-2345"  
Parent1_Work_Country No Data "USA"  
Parent1_pincode No Data "32234" Used for check in/check out. Generally needed for afterschool activities.
Parent1_Year_Grad No Data 2003  
Parent1_Elementary_School No Data "North Olive Elementary"  
Parent1_Elementary_School_Degree No Data "Elementary School Diploma"  
Parent1_Elementary_School_Gradyr No Data "1973"  
Parent1_Middle_School No Data "Hamilton Middle"  
Parent1_Middle_School_Degree No Data "Middle School Diploma"  
Parent1_Middle_School_Gradyr No Data "1976"  
Parent1_High_School No Data "Moonglade Community High School"  
Parent1_High_School_Degree No Data "High School Diploma"  
Parent1_High_School_Gradyr No Data "1980"  
Parent1_Undergrad_School No Data "Florida State University"  
Parent1_Undergrad_School_Degree No Data "Bachelors of Science in Mechanical Engineering"  
Parent1_Undergrad_School_Gradyr No Data "1984"  
Parent1_Grad_School1 No Data "Harvard University"  
Parent1_Grad_School_Degree1 No Data "Master of Applied Science"  
Parent1_Grad_School_Gradyr1 No Data "1986"  
Parent1_Grad_School2 No Data "Massachusetts Institute of Technology"  
Parent1_Grad_School_Degree2 No Data Doctor of Engineering  
Parent1_Grad_School_Gradyr2 No Data "1990"  
Physician_Name No Data "Dr.John Smith"  
Physician_Phone No Data "(342) 234-2342"  
Physician_Practice_Name No Data "John's Doctor House" Used in Admin->Households->Details->Household Details->Medial Info Practice Name
Insurance_Name No Data "HealthyUSA"  
Insurance_Num No Data "23424"  
Insurance_Group_Num No Data "12345678900"  
Insurance_Primary_Holder_Name No Data "Zell Dincht"  
Insurance_Primary_Holder_Employer No Data "PCR Educator" Used in Admin->Households->Details->Household Details->Medial Info Primary Holder Employer
Dentist_Name No Data "Vance McTeeth"  
Dentist_Phone No Data "(353) 757-3234"  
Bond_Id No Data "234323452" Exclusive for Canada. Used for Canada Learning Bond
Bond_Date_Issued No Data "3/02/10" Exclusive for Canada. Date Learning Bond was issued
Bond_Desc No Data "$1300" Exclusive for Canada. Value/Description of the Learning Bond.
Emergency1_Title No Datasource Data "Mrs."  
Emergency1_Type No Datasource Data "Grandmother"  
Emergency1_Relationship No Datasource Data "Grandfather"  
Emergency1_First_Name No Data "Edea"  
Emergency1_Last_Name No Data "Kramer"  
Emergency1_Ok_To_Pickup No Data "Y" or "N" Used for "Can Pickup" in Admin->Households->Details->Household Details->Emergency Contacts
Emergency1_Pincode No Data 36452 Pincode used for Check in/Check Out.
Emergency1_Phone1 No Data "(635) 235-2356"  
Emergency1_Phone1_Type No Datasource Data "Cell"  
Descriptors_Address1_Descriptor_type_ID No Data "32" Household Attribute Type Id
Descriptors_Address1_category No Lookup "Tuition Package" If the attribute ID is unknown, provide the house attribute category in this field. The system will use the category and attribute description to find the attribute ID.
Descriptors_Address1_attribute_desc No Lookup "Update payment info" If the attribute ID is unknown, provide the house attribute description in this field. The system will use the category and attribute description to find the attribute ID.
Descriptors_Address1_year No Data "20202021" "Must be in the format of 8 digits. (XXXXYYYY). If attribute timing is set to "global", leave this blank."
Descriptors_Address1_descriptor_comment No Data "Use payment info on file" A comment relating to the attribute.

Notes: Parent1_Email and Parent1_Email_Type are repeated 2 more times (for a total of 3 potential email addresses).
All fields for Parent1 are repeated for Parent2.
Parent1_Phone1 and Parent1_Phone1_Type are repeated 3 more times (for a total of 4 potential phone numbers)
Emergency_Phone1 and Emergency_Phone1_Type are repeated 2 more times per contact (for a total of 3 potential phone numbers). All Emergency information is repeated 5 additional times (for a total of 6 contacts).
The Descriptor_address fields are repeated 9 more times (for a total of 10 different addresses)
The widget is shared by includes links to pages that the control is associated with.

Widget Name is a user defined name for the control.  This name may appear in the Reusable controls list and can be searched via Admin - Widgets.

Is Reusable places the control under the Add Control - Reusable Controls.  Reusable controls may be placed on many different pages and share all the same widget properties.  Note: Changing the properties of a widget on one of the pages affects its properties on all pages.

Filter determines if the CMS widget will be visible based on the filter conditions.   If the current user qualifies for the filter, then the CMS Widget will show. Note: by default when no filters are specified, all widgets are visible.

Users are redirected to the page specified in the Navigate URL property when they click on the widget title.  When enabled on CMS - Sitemap, Navigate URL serves as a dynamic source on CMS - Site Maps.  For more information, review Adding/Removing Page to Site Map through CMS Widget.

Some widgets can be configured to perform conditional logic.  For more information, review CMS - Conditional Logic.
 
A Site Map is an organizational tool for creating structure and direction in a
website. A site map defines the dataset for menu widgets. Note: you may have multiple site maps to support multiple menu structures.

To create a new site map, follow the steps in Creating CMS - Site Map
To delete a site map, follow the steps in Deleting CMS - Site Map
For more information about configuring menu widgets, review CMS Widget - Menu.

Note: You must have the Website Full role to manage site maps.
 
To create a CMS - Site Map, follow the steps below.  
      1. Log in to the CMS Portal.
      2. Click the Admin link on the top left of the page.
      3. Navigate to the Site Maps tab and click New.
      4. Enter the Site Map name in the Title field and check Auto Sort if you want the site map nodes to sort alphabetically.  Otherwise, you can use the arrows on each node to sort manually. Note: the title field is for internal use only.
      5. After the sitemap is created, follow the steps for Adding/Removing Page to Site Map
 
To delete a CMS - Site Map, follow the steps below.

      1. Log in to the CMS Portal.
      2. Click the Admin link on the top left of the page.
      3. Click the Details link on the Site Map that you would like to delete.
      4. Navigate to the Delete tab and click the delete link.

Note: You can only delete a site map if it is not associated with CMS Widget - Menu.
There are various ways to add and remove pages from a CMS - Site Map.

      - Adding/Removing Page to Site Map through CMS Page
      - Adding/Removing Page to Site Map through CMS Widget
      - Adding/Removing Page to Sitemap Manually
 
To add a CMS Page to the CMS - Site Map:

      1. Navigate to the desired page and click “Content” on the top left of the page.
      2. Under the Details tab, select the Site Map to which you would like to add the page.  Note: You must specify a Previous Page that is also on the site map; the current page will then show up as a subnode under the Previous Page.  Example: If you are adding a Calendar page to the Parent Portal and the parent will be directed to the calendar page from the Parent Portal Home page, then the Parent Portal Home page must be set as the previous page.  For more information, see CMS Page Details.

To remove a CMS Page from the site map:

      1. Navigate to the desired page and click “Content” on the top left of the page.
      2. Under the Details tab, un-select the Site Map from which you would like to remove the page and hit Save. 

Note: Adding/Removing Page to Site Map article provides additional options for Adding/Removing Page to Site Map.
 
When you create a node on a CMS Site Map, you have an option to enable the Dynamic Data Source property. Note: This property is only relevant for dashboard-type pages which contain multiple widgets. 
When Dynamic Data Source property is enabled, the current node generates child nodes corresponding to all the subpages within that node are automatically added to the site map based on the Navigate URL property on the CMS Widgets that are present on the Profile Container of the page that the node is associated with. Example: The Student Profile page normally has attendance, discipline, and schedule widgets. If the widgets are linked to the corresponding pages through the Navigate URL property, they will appear on the left menu.

Similarly, to remove a page from a Site Map through a CMS Widget, simply clear out the Navigate URL property on the widget.  For more information, see CMS Widget - Standard Properties.

Note: For other methods of adding/removing pages from CMS - Site Map, please review Adding/Removing Page to Site Map.
 
To manually add a page to CMS - Site Map:

      1. Log in to the CMS Portal.
      2. Click the Admin link on the top left of the page.
      3. Go to the Details link on the desired CMS Site Map.
      4. To add a node, click the + icon.
            a. Title: Enter the node title. When you link CMS Widget - Menu and site map together, the name/title will appear on the CMS menu.
            b. URL: Select the appropriate page that you would like to add to the site map.  Note: You can link an external web page by entering the URL of the web page.
            c. Dynamic Data Source: check this box if you would like to automatically add a CMS Page associated with a CMS Widget to the site map.  For more information, review Adding/Removing Page to Sitemap through CMS Widget.
      5. Click Save.

To remove a page from CMS - Site Map:

      1. Log in to the CMS Portal.
      2. Click the Admin link on the top left of the page.
      3. Go to the Details link on the desired CMS Site Map.
      4. Click on the page hyperlink and hit the Delete button.

Note: For other methods of adding/removing pages from CMS - Site Map, please review Adding/Removing Page to Site Map.
 
The menu widget is used for navigation on CMS Portal.  The menu is read from the associated site map.

Auto Sort Menu automatically sorts site map items in alphabetical order.

Inquiry or Student setting determines whether to use inquiry or Student record for Track Completion setting.
-- Use  “Inquiry” for inquiry/applicant forms.  
-- Use “Student” for student forms.  
-- Otherwise, “None” must be selected.

Site Map Node Options control the visibility of the menu items
-- Hide Nodes if Current Page Not Found hides the menu if the current page or the previous page is not in the site map.
-- Hide Nodes if Current Page Not On Menu hides the menu if only the current page is not on the site map.
-- Show Nodes if Current Page Not Found shows the menu even if the current page is not on the site map.

Site Map Provider determines the site map that is used to populate the menu.  The Starting Level determines the highest level node to show on the menu and the Levels determines how many levels of nodes are shown. The Levels setting should be set to 1 unless you have a custom website that supports multiple levels.  Note: The highest node begins at level 0.

Track Completion setting allows tracking completed pages (usually represented by a checkmark next to the page name). This setting is only applicable for specialized menus used in various forms such as Annual Forms or Application Online. Enabling this property will add a checkmark on the page when a user saves the page. Note: you must select Inquiry r Student to determine which type of record is used.

When pages are saved through the Track Completion property, they are marked with a Track TagTrack Tag must be updated each year in the Forms menu to reset page tracking from the previous year.  Example: You may set Track Tag for 2021 forms to “Forms 2021” and then update it the following year to “Forms 2022”.

Use Smart Menu setting is used in combination with Track Completion to prevent users from accessing the next page until the current page is saved. 
 
A Staff record identifies an employee of the school.  Note: Each Staff record must have exactly one Staff Household. Note: A staff record may be associated with a Staff User.

The staff record contains basic information such as the name, hired date, employment status, office number, etc.  

Signature allows you to upload a file with the staff signature to use on selected reports.

To create a staff record, please follow the steps in Creating Staff.
 
A staff household record holds household information related to the staff. Typically the staff’s information is recorded as Contact 1 in the associated household. However, married staff records correspond to Contact 1 and Contact 2 in the associated household. Note: follow the steps of configuring Staff User to associate a staff record to Contact 1 or Contact 2  placeholder in the corresponding household.

Admin Full role is required to create a Staff Household.

To create a staff household:

      1. Navigate to Admin > Staff > Details > Staff Household
      2. Select the “Create New” radio button.  Note: If the staff record should be linked to an existing household, you may select the “Link Existing” radio button.
      3. Populate household information and click save.
 
A staff user is a User record that is associated with a Staff record.  Security Full role is required to create a staff user record. Note: Staff users must be associated with the staff record and with the corresponding Staff Household.

To create a staff user:

Follow the steps in Configuring New User (Security). 
In the User Profile, associate the user to the staff record.  
In the User Profile, associate the user to the Staff Household. Note: In the household indicator, you must specify whether the staff user is associated with person 1 or person 2 of the staff household record.  
 
You must have Admin Full, Scheduling Full, Security Full, and Import (for bulk record creation) roles to create staff records. Use one of these methods to create a staff record:

      - Creating Staff - Individual
      - Creating Staff - Bulk
 
To create an individual staff record:

      1. Navigate to Admin > Staff and click New
      2. Populate Staff information and click Save
      3. Go to the Staff Household tab and add a household
      4. Follow the steps in Staff User to create a user account
 
To create staff records in bulk:

      1. Follow the steps in Importing New Records - Households to import staff household records.
      2. Follow the steps in Importing New Records - Staff to import staff records.
      3. Follow the steps in Importing New Records - User to import staff user records.
 
When a staff member leaves the school, you should deactivate their record. Deleting a Staff Record is an exceptional circumstance. When a staff member leaves the school, you should follow the steps of  Deactivating Staff.  Note: It is recommended that you deactivate the staff record instead of deleting it because you may lose some data such as DAT queries and filters that may be associated with the staff record once you delete it.  Moreover, if the staff person is a current parent or may plan to apply to the school in the future, it will be best to deactivate their record. Note: usually you only delete a staff record when it was created by mistake. 

To delete/deactivate a staff record:

      1. Navigate to Scheduling > Courses > Sections.  Make sure that you have “Current Year Schedule” selected on the top right dropdown.
      2. Search for the staff record based on the Teacher Last/First name fields.  You will see all course sections that are associated with the staff record.
      3. Go to details of each section and remove the staff record from the course section.
      4. Navigate to Scheduling > Courses  > Sections and select “Next Year Schedule” on the top right dropdown.  Complete steps #2 and #3 in the next year.
      5. To deactivate a staff record, follow the steps in Deactivating Staff.  To delete a staff record, follow the steps in Deleting Staff. 
 
Start by following the steps in Deleting/Deactivating Staff.

To deactivate a staff record:

      1. Go to Scheduling > Staff  > Details and set the employment status to the appropriate status.
      2. Navigate to Security > Users > Details of the Staff User record.  Uncheck the “Approved” box and click Save.  Next, click on the Roles tab and remove any staff/admin specific roles.  For more information, please review the Roles Dictionary.  Note: If the staff person is also a parent, then you should not uncheck the “Approved” box.  Instead, update the user account to reflect the non-school email.  For more information, please review User.
 
Start by following the steps in Deleting/Deactivating Staff.

To delete the staff record:

      1. Navigate to Security > Users > Details (of the Staff User record) and click on the delete tab to delete the user record.
      2. Navigate to Scheduling > Staff > Details (of the Staff record) and click on the delete tab to delete the staff record.
      3. Go to Admin > Households > Details (of the Staff Household) and click on the delete tab to delete the Staff Household record.
 
We are pleased to announce yet another streamlining update to PCR Educator! 

Moving forward, Admissions: Inquiry Notes are deprecated. They will now automatically migrate to a new Inquiry Action called Notes.

If you have any questions about the new Inquiry System, please reach out!
 
PCR Educator is happy to announce our latest update! After numerous user requests, we have updated the Online Directory system. 

Publish In School Directory will be retired. Moving forward, only Publish In Online Directory will be available. 

In addition, Online Directory will only use Publish In Online Directory Household Indicators.

We hope this simplifies the Online Directory process and removes any redundancies. 

As always, please reach out to us if you need any assistance with Directory configuration.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The British Columbia Ministry of Education requires three different file reports for TRAX.  All three of these files can be exported by navigating to Admin > navigating to Admin > Students and using the Special multi-action.  You need Registrar Full or Registrar Read roles to access this page.

The TRAX export will export all the student, course, and mark data as appropriate for delivery to the BC Ministry.  It is important that the Mark Types are set up correctly for courses so that the correct marks will be pulled into the correct places for current year courses.  The ministry will expect 3 files, each of which is its own export.

The DEM option will generate the student demographics export file.
The CRS option will generate the non-examinable student courses export file.
The XAM option will generate the examinable student courses export file.

Later, after students have taken exams and the BC Ministry has updated grading information, they will send you an XAM file with these grades. The TRAX import is able to use the XAM file to create a new input file suitable for Updating Student Historical Mark in Bulk.  Any errors found will be included in the output file.  The resulting output file is will be created for importing the exam into Trax Exam %, the school final grade into Trax School %, and the final grade incorporating both into Final Mark.

Note: The files generated will adhere to the BC Ministry file format requirements.  There are numerous 1701 Student Fields and Trax Course Fields available for Canadian schools to accommodate BC Ministry reporting requirements.

Note: For DEM exports, BC Ministry requires a status of ‘A’ (active), ‘T’ (terminated), or ‘D’ (deceased).  In PCR, the student status must be either Enrolled, Withdrew, or Deceased to be mapped correctly.  Any student that has a different status will have a blank Ministry status and not pass the BC Ministry’s validation but will still be included in the export file. Thus, if you have students with an unsupported status, you will need to modify their Ministry status in the export file accordingly or remove their records from the file.

Note:  For DEM exports, the only students exported are those with a grade level code of 10, 11, 12, AD, AN, or the student is taking at least one examinable course.  The student must be taking a current year course.

Note: For CRS exports, non-examinable course records for students with a grade level code of 10, 11, 12, AD, or AN are exported.

Note: For XAM exports, historical examinable course records are exported for students with a grade level integer value of 10, 11, 12, AD, or AN.  All current year examinable course records are exported.

Note: For CRS and XAM exports, only courses with a Trax Course Code are reported.  You can force a course to report for an individual student by providing the Trax Course Code in that student’s override.

Note: For CRS and XAM exports, the course year is reported as follows:
    - If no month is specified, then the latter half of the current school year is used.  Example:  The current school year is 2010/2011 in school info.  No month is specified, so  2011 is used.
    - If a month is specified, and the month is September or later, then the former half of the current school year is used.   Example:  The current school year is 2010/2011 in school info.  The course month is 9 or greater, so 2010 is used.
    - If a month is specified, and the month is before September, then the latter half of the current school year is used.   Example:  The current school year is 2010/2011 in school info.  The course month is less than 9, so 2011 is used.
    - The student override month takes precedence over the mark type month takes precedence over the course month.
   
Note: For CRS and XAM exports, the course month is reported  as follows:
    - If there is an override on the student course, that month will be reported.
    - If there is a month specified for a mark type associated with the course section and that course section meets for the mark type’s marking period, then the month associated with the mark type is reported.
    - If there is a month on the course, that month will be reported.
    - If no month is specified, then 6 will be reported for the month.
 

The Alumni Wizard is a multi-action feature that creates alum households for students. To access the Alumni Wizard you need the Development Full role. The Alumni Wizard is used by accessing any student listing page, selecting students, and then selecting “Alumni Wizard” from the multi-action drop-down.


Alumni Wizard includes several sections:

    Alumni Wizard - Creating Student Household
    Alumni Wizard - Assigning Student Household Attributes
    Alumni Wizard - Assigning Parent Household Attributes

Note: The wizard automatically adds the Alumni role to the student user accounts and also associates these user accounts with the newly created households.
 
The Alumni Wizard uses a combination of already existing data along with user input to determine what to populate the Alum Student Households with. 

Note: Following fields are copied from the original parent household: 
    -    Physical Address Fields: Address Line 1, Address Line 2, Address Line 3, State, City, County, and Country.
    -    Student Fields: Gender, First Name, Last Name, Preferred Name, Middle Name, Suffix, Birthdate, Phone1, and Email1.

To configure the rest of the fields:
  1.     Biographical fields: 
            a.    In the first column, select the merge field.
            b.    The system places the selected merge field in the corresponding biographical field in the second column

  2.     Education fields - specify the desired values. Note: select School Info to copy to allow the system to copy the selected school info into the graduation fields. Note: School Type determines whether to populate elementary, middle, or high education sections of the new household.

 
The alumni wizard has the ability to add contact attributes to Parent Households. If a parent of the selected student currently has the selected Current Parent Attribute, the system automatically assigns the selected Past Parent Attribute. It will also update the Current Parent Attribute end year to correspond to the student’s graduation year.
There are two ways to assigning Student Household Attributes within the Alumni Wizard:
  1. Specify New Alum Attribute.Note: Indicator Determines the indicator that should be used for the “New Alum Attribute” selected. Note: Indicator is typically set to primary.

  2. Map Student Attributes to Contact Attributes section by selecting a Contact Attribute for each listed student attribute. Note: student attributes that have no corresponding contact attributes specified will not be migrated to the new household record. If the students selected have student attributes, you can select a corresponding contact attribute that will be added to the alum households.
 
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The PEN is a student number supplied by the British Columbia Ministry of Education, uniquely identifying each student across all schools. PCR Educator provides means to manage PENs efficiently through export and import functions.

Every year, as students matriculate to your school, you will need to acquire a PEN from the BC Ministry.  To do this, generate the export file with your students and provide it to the BC Ministry.  The BC Ministry will determine the students new (or existing) PENs, and send you the file back.  Next, you import the received file from the BC Ministry to update the PENs on your student records. 

Access this export/import by navigating to Admin > Students and using the Special multi-action.  You need Registrar Full or Registrar Read roles to access this page.

To create the export, enter the option header file information for your school, then click Export.

To import PENs for students from the BC Ministry provided file, click Choose File and then click Import PEN.  Matched students that do not already have PENs will be updated with the PEN in the import file.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The 1701 export provides the 1701 file necessary for reporting to the British Columbia Ministry of Education for BC schools.  Access this export by navigating to Admin > Students and using the Special multi-action.  You need Registrar Full or Registrar Read roles to access this page.

To create the export file, click Export STD.  This will generate a file ending with the std extension in the format required by the BC Ministry.

Prior to generating the file to the BC Ministry, check the Validate Only checkbox and export the file.  Review and correct any errors appearing in the file.  Repeat this process until no more errors are listed. Then proceed with generating the official 1701 file.

Note: There are numerous 1701 Student Fields available on each student record for Canadian schools to accommodate BC Ministry 1701 reporting requirements.

Note: The “Other” course count is the count of all the student’s courses with a 1701 Course Type of “Other”.  These courses are only counted when students have a grade level corresponding to a 1701 grade level code of 08, 09, 10, 11, 12, SU, or GA.

Note: The “Support” course count is the count of all the student’s courses with a 1701 Course Type of “Support”.  This count is only made for students with a grade level corresponding to a 1701 grade level code of 10, 11, 12, or GA.

Note: The Number of Courses is the count of all the student’s courses with a 1701 Course Type of “Academic”, “Other”, and “Support”. This count is only made for students with a grade level corresponding to a 1701 grade level code of 8, 09, 10, 11, 12, SU, or GA.

Setting up the gradebook for International Baccalaureate MYP involves setting up the Score Types for the course.  The score types automatically become gradebook categories based on the score type’s weight.

  1. Importing New Records - Score Entry Types or Configuring Score Entry Types.  Note: To make management of the entry types easier, create one entry type for each course and grading criteria.  Example: Name Math 8 Criterion A and Note Math 8.  Note: The MYP Comment is the verbal description of the score, the Description is the criteria name and is the same Description for all rows. Example: Description CriterionA, MYP Comment “The student demonstrates a discerning understanding of the text, topic and the author's choices, reliably using clarifying detail, development and support. In creative work, pieces reflect of keen imagination and sensitivity; the student employs literary and/or non-literary features successfully that serve the context and intention. The student exhibits a refined appreciation of applicable terminology, and uses it appropriately.”
  2. Importing New Records - Score Type Headings or Configuring Score Type Headings.  If Configuring Score Type Headings make sure to check the Is MYP checkbox.  If importing Score Type Headings, specify 1 for is_mypNote: To make management of the headings easier, create one heading for each Course and specify the course in the NotesExample: Topic Language 8 Achievement and Notes Language 8
  3. Importing New Records - Score Types or Configuring Score Types.  The Topic is the name as it appears on the report card and is also the name of the category.  The Grade Type is Other.  The marking period Weight must correspond to the possible points of the MYP criteria.  The Calculation Type must be “Category MYP” (or the formula must be “100” if importing).
  4. Associating Score Type Headings to their Courses or Importing New Records - Course Score Type Headings

 

Follow the steps for Importing New Records.

The customer invoice item import allows you to import each invoice line item in its own row.  Note: If the Issued Date, Customer Info, Person Info, Customer Memo, and Total are the same across multiple rows, then those invoice items will be imported as part of the same invoice.

To import all invoice items per invoice in one row, follow the steps for Importing Data for New Records - Customer Invoices.

Depending on the export file that you are using for the import, you may prefer to use one import over the other.
 

Field Required Type Sample Values Notes
Customer_Id Yes, If Customer_Name is not specified Identifier "1234"  
Customer_Name Yes, if Customer_Id is not specified Lookup "Smith Family" If you choose to use this field instead of Customer_id, then Customer_Name must be unique in the system
Person_Id Yes, if the invoice is associated to a student and if Person_First_Name, Person_Last_Name, and Person_Birthdate are not specified Identifier "1234"  
Person_First_Name Yes, if the invoice is associated to a student and if Person_Id is not specified Lookup "John"  
Person_Last_Name Yes, if the invoice is associated to a student and if Person_Id is not specified Lookup "Doe"  
Person_Birthdate Yes, if the invoice is associated to a student and if Person_Id is not specified Lookup "1/1/2000"  
Person_Type Yes, if the invoice is associated to a student Lookup "Student" or "Inquiry"  
Total Yes Data "100" Refers to total invoice amount. The amount format should not include commas
Issued_Date Yes Data "1/1/2000"  
Entered_Date Yes Data "1/1/2000"  
Sent_Date No Data "1/1/2000"  
Payment_Term_Id Yes, if Payment_Term_Name is not specified Identifier "123"  
Payment_Term_Name Yes, if Payment_Term_Id is not specified Lookup "Monthly Payment"  
Accounts_Receivable_Account_Id Yes, if Accounts_Receivable_Account_Number is not specified Identifier "123" This account will be debited
Accounts_Receivable_Account_Number Yes, if Accounts_Receivable_Account_Id is not specified Lookup "123" This account will be debited
Customer_Memo No, but recommended Data "Tuition Invoice" Can be displayed to families
Internal_Memo No, but recommended Data "Tuition Invoice"  
Posted_Date No Data "1/1/2000" If you post invoices, you will not be able to edit them
Voided_Date No Data "1/1/2000"  
Void_Comment No Data "Wrong Date"  
Invoice_Alternate_Id No Data "123"  
Invoice_Classification_Id Yes, if you use classifications and if Invoice_Classification_Name is not specified Identifier "123"  
Invoice_Classification_Name Yes, if you use classifications and if Invoice_Classification_Id is not specified Lookup "High School"  
Invoice_Item_Product_Id Yes, If Invoice_Item_Product_Name is not specified Identifier "123" See Product for more information
Invoice_Item_Product_Name Yes, If Invoice_Item_Product_Id is not specified Lookup "Tuition" See Product for more information
Invoice_Item_Account_id Yes, if Invoice_Item_Account_Number is not specified Identifier "123" This refers to the revenue account that will be credited
Invoice_Item_Account_Number Yes, if Invoice_Item_Account_Id is not specified Lookup "123" This refers to the revenue account that will be credited
Invoice_Item_Overriden_Price Yes Data "100" Price for the individual item
Invoice_Item_Quantity Yes Data "1" Quantity for the individual item
Invoice_Item_Note No Data "Tuition"  
Invoice_Item_Classification_Id Yes, if you use classifications and if Invoice_Item_Classification_Name is not specified Identifier "123"  
Invoice_Item_Classification_Name Yes, if you use classifications and if Invoice_Item_Classification_Id is not specified Lookup "High School"
There are two ways to create a CMS Page outlined below.  A user must have a Website Full role to access this feature.

1. Creating New CMS Page 
2. Copying CMS Page
 
1. Log in to the CMS Portal and click Admin on the top-left
2. Navigate to the Pages tab and click New
3. Populate the page details and properties.  See CMS Page Details for more information.

To access the new page, click Edit Content.  Add CMS Widgets as needed.
 
To enforce consistency across your site, PCR Educator uses page templates. Page templates define the basic characteristics of each different type of page. They define which CMS widgets appear on a page, where CMS widgets are displayed, and the look and feel of your page. They also have predetermined locations with CMS Containers. 

When using a CMS Page Template, your page inherits these different characteristics from its template:
- CMS Page Data
- CMS Page Roles
- CMS Page Filter
- Unauthenticated Url

Note: Adjusting a page template changes all pages built with that template immediately.
To meet the needs of different areas on your site, you can have templates for several different types of pages such as templates for Parent Portal, Parent Portal with student selector, Teacher Portal, or public page template. Each different type of page has a defined set of widget that can be used within it. 
 
CMS Containers are predetermined locations that can be used to house different CMS Widgets on your CMS Page. Containers are defined for each CMS Template. 
 
- Title - name of the page
- Description is used for entering keywords for the purposes of SEO
- An appropriate Template must be selected for your page.  See CMS Template for more info. Example: If you are creating a page that will reside in the Parent Portal and should have a dropdown to select a student record, then you must select the template PP w Student Selector.  
- Previous Page is used for navigation. It should be set to the page that users will be directed from to the current page.
- Unauthenticated Url determines the login page for your page.  Note: If your Template already has an Unauthenticated Url specified and you want to keep the same for your current page, then select the Template radio button.  Otherwise, select the appropriate page for Unauthenticated Url.  Example: The Unauthenticated Url page for the Parent Portal will be the Parent Portal Login page.
- Published checkbox determines if the page is accessible to non-admin users.  If a page is not used, it must be unpublished or deleted.
- Action to PDF is used for Forms.  If a Student Action is specified, then the system will generate a pdf of the page when Forms are submitted.  Note: If you would not like your Forms pages to generate a pdf, set the Action to PDF value to “Skip PDF Generation.”
 
The Data tab is used to specify what tables are available for editing on the current page.  This feature is specifically used for pages where you are collecting information from users such as on the online application.  Note: If your CMS Template already has Data tables specified and you want to keep the same tables for the current page, then select the Template radio button.  Otherwise, select appropriate tables if applicable.
 
CMS Page Roles is used for restricting CMS Sitemap Page Visibility. Note: If no roles are specified on a page, then the page will be available to the public given that it is published, does not have a DAT Filter specified, and does not have an Unauthenticated Url specified.  Note: If your CMS Template already has roles specified and if you want to keep the same roles on the current page, then select the Template radio button.  Otherwise, select appropriate roles for your page.  For more information on restricting pages, please refer to CMS Sitemap Page Visibility.
CMS Page Filter is used for restricting DAT Filter in the Filters tab. 
 
Advancing Admissions Records to the current year allows you to process inquiry/applicant records who are still interested in enrolling in the current school year after the school year has been closed (see Closing the School Year). This process will ensure that when you enroll applicants for the current year once the school year is closed, their grade levels and actions are accurate and their contracts populate correctly. Example: an applicant applied for the 2022/2023 academic year in December 2021. They submitted all required documentation by March 2022. At the time the applicant was in [current] grade 8, applying for grade 9. The applicant was placed on a waitlist since there were no open spots for grade 9. In August 2021, after the school year was closed and switched to 2022/2023 the school found an open spot for the applicant and offered enrollment. Note, that the applicant’s current grade level 8 is now incorrect, as it should be  9 in 2022/2023, while still applying for grade level 9.

If you don’t anticipate having many applicants who join for the current year, it may be easier to update their current grade level once you offer them acceptance. Otherwise, follow the steps below to process such applicants in bulk:

1.Navigate to Admissions > Inquiries/Applicants 
2. Search or filterall inquiry records who may potentially enroll in the current year. Note: You may want to save your criteria as a DAT Filter for reuse.
3. Starting from the highest current grade level, repeat the following process one grade level at a time: 
      3a. Within the search results from step 2, limit the inquiries to one current grade level. Example: use search criterion Current Grade Level = 11
      3b. Select all records from 3a.
      3c.  Use the multi-action “Update Fields” and update their current grade level id field to the next grade level. Example: if you used search criterion Current Grade Level = 11 in step 3a, then you need to set current grade level to 12.
 
Advancing Admissions Records allows you to re-activate inquiry records for the new Admissions cycle or properly update inquiry records who may potentially enroll for the current year after Closing the School Year.

      - To update inquiry records who plan to enroll in the current academic year, follow the steps for Advancing Admissions Records - Current Academic Year 
      - To re-activate inquiry records for the new Admissions cycle, follow the steps for Advancing Admissions Records - Next Academic Year
 
Follow the steps for Importing New Records.

Field Required Type Sample Values Notes
Chart_Layout_Title Yes Data "Balance Sheet" Chart_Layout_Title must have the same Is_Public, Owner_Username, and Owner_UserId for all rows. A different Chart_Layout_Title indicates a separate chart layout being imported.
Is_Public Yes Data "Yes", "No"
Owner_Username No, if Owner_UserId is specified Lookup "abc@school.org"
Owner_UserId No, if Owner_Username is specified Key ID Field "00000000-0000-0000-0000-000000000000" The User must have the FinanceGL Full role.
Item_Caption Yes Identifier "Assets"
Parent_Item_Caption Yes for child items that appear under an Item_Caption on a different row Lookup "Assets" If left blank, the current item is a top level item for the chart layout. Chart layouts can only be 10 item levels deep.
Item_Order No Data 1 Integers only. Determines the order the item appears within its parent. The numbers do not need to be sequential. If left blank, the order the item appears in the import file determines the item order.
Is_Header_Bolded No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Is_Header_Italic No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Is_Header_Underlined No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Is_Page_Break_Before No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Is_Page_Break_After No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Is_Footer_Bolded No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Is_Footer_Italic No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Is_Footer_Underlined No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Suppress_Header No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Suppress_Details No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Suppress_Footer No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Show_Debits_Negative No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
YES No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
YES No Datasource Data "Yes", "No" If left blank, the current item inherits the parent’s setting.
Account_Number_Like1 No, if a range or comma list is specified. Data "_1___" See the notes at the end.
Account_Number_Range_Start1 No, if like or a comma list is specified. Yes, if a range end is specified. Datasource Data "11000" See the notes at the end. This must match an existing account number.
Account_Number_Range_End1 Yes Datasource Data "11999" See the notes at the end. This must match an existing account number.
Account_Number_Comma_List1 No, if like or a range is specified. Data "11000, 11500, 35791" See the notes at the end. Accounts in the list must match an existing account number. Any spacing before or after the comma is ignored.

Note: Account_Number_Like1, Account_Number_Range_Start1, Account_Number_Range_End1, and Account_Number_Comma_List1 are repeated 4 more times (for a total of 5).  A minimum of 1 account criterion is required for each Item_Caption.  
Note: If more than one Account_Number criteria are specified, then accounts matching any of the criteria are included when generating a report.  Example: Account_Number_Like1 "1%" and Account_Number_Like2 "%2" would include all accounts starting with 1 or end with 2.  Example: Account_Number_Like1 "1%" and Account_Number_Comma_List1 "55555, 77777" would include all accounts starting with 1 and the accounts 55555 and 77777.
Note: For Account_Number_Like columns, use the same wildcards as found in the article: Can Wildcards Be Used When Searching? 
Advancing Admissions Records to next year allows you to reactivate inquiry records from previous admissions seasons.

This is typically done to allow the admissions department to reach out to all these potential applicants, inviting them to apply for the new year. Another reason is to update active inquiry records of those who started the process in the previous admissions year, but continue to be interested in the school. In this case, instead of restarting the process, they typically need to continue the started process, so their actions and checklist need to be updated to the new admissions year.  

1. Navigate to Admissions > Inquiries/Applicants
2. Search or filter all inquiry records who need to be reactivated from previous admissions seasons. Note: You may want to save your criteria as a DAT Filter for reuse.
3. Starting from the highest applying for grade level, repeat the following process one grade level at a time:
      3a. Within the search results from step 2, limit the inquiries to one applying for grade level.
      3b. Select all records from 3a.
      3c. Use the multi-action “Update Fields” to update their Applying For Grade to the next grade level. If you wish to advance their current grade level as well, please update their current grade level to match the new academic year.  Example: if you used the search criterion Applying for Grade = 11 in step 3a, then you need to set Applying for Grade to 12.  
      3d. Repeat this process while working towards the lowest grade levels.  Note:  You might have only a few students in later grade levels and choose to update those students manually.  
4. Repeat the process described in step 3 for current grade level that also needs to be updated.

5a. If you are working with a group of students who will restart the admissions process:
      - For all the students from step 2, use Recording Inquiry Action - Bulk to add an Inquiry Action or any other action for the new academic year.  Note:  This process may reset all statuses, substatuses, or both depending on your action settings.  You may need to apply a second action to reset their substatuses.  Example: You could create a dedicated action named “Auto Prospect '' to distinguish all records which were advanced from the previous year and set the statuses and substatuses with a single action.  Note:  You may want to include a comment in the actions indicating that these actions were added due to manual advancement.
5b. If you are updating active inquiry records to the new admissions year to allow them to continue the process without restarting:
      - For all students from step 2, navigate to Admissions>Actions and select all  inquiry actions only for the previous year. Then use the multi-action Update Fields. Update academic year to the new admissions year. Then update applying grade level id to the new grade level. Example: if you had a student applying for 21/22 for 8th grade and then they continue the same application for the 22/23, the inquiry actions associated with this process need to be updated to 9th grade.
 
6. If you would like to preserve the association between inquiry records and their evaluators, navigate to Admissions>Inquiries/Applicants and select all inquiries from step 2. Then use multi-action Advance Evaluator Assignments. 

6a. If you are working with a group of students who will restart the admissions process, use the Copy Assigned Evaluators to New Academic Year button.

6b. If you are updating active inquiry records to the new admissions year to allow them to continue the process without restarting, use the Update Academic Year for Assigned Evaluators button.

7. Using the list from step 2, multi select all records and use update multi-action to update Academic Year field to the active admissions year

8. Send an email to contact the parents/students explaining how to re-apply if desired.


Note:  An important consideration for advancement is the impact on your statistics.  If you use a separate action as in the example from step 5, those records may or may not be included in your statistics or DAT Reports.  The decision on whether to use a new unique action or to apply the Inquiry action will depend on how you want to count these advancing records.
 
One of the following roles is required to access this query: Admin Full, Admin Read, Attendance Full, Attendance Read.

This query provides a list of teachers, including the courses and periods for which they have taken period attendance on a given date.

The Occurrence Date is set as a DAT Parameterized Condition.
Your school is under a new microscope. And if you were planning on things going back to “pre-pandemic normal” — it’s time to scrap those plans. Things aren’t going to go back to “normal.” The Covid-19 pandemic wasn’t like throwing a rock into a still lake, with ripples that move outward until they finally disappear and the stillness returns. Rather, the pandemic was like a storm that morphs and shifts a lake’s landscape, permanently.  The marketing and communications strategies that used to work for your school or district, might not work in 2021 and beyond because the landscape has completely changed. Your plans need to be adapted, reimagined, or even scrapped entirely to meet the new expectations of today’s families. 

Understanding Prospective Families’ New “Liquid” Expectations

What are liquid expectations? The simplest way to define “liquid expectations” is that expectations of customer experience seep from one industry to another.As schools, we often think about how our marketing compares to our direct competitors — the private, charter or public school down the road. But now, families are no longer comparing your school only to direct competitors. They’re comparing your school’s online experience to any and all online experience they’ve had — even those with brands like Amazon and Netflix.After a year of doing almost everything virtually, expectations are high across the board. If grandma can easily order grocery delivery, she better be able to easily pay her grandchild’s tuition online. If mom can order herself a new car in three clicks online, then she should be able to find your school’s calendar in less effort. And if dad can watch whatever sports game he wants on the web, whenever, he definitely wants to see his kids’ events live-streamed.Across the board, your families expect more from online experiences, your school included. They’re harder to impress and harder to please than ever before — and your school’s marketing strategies need to reflect that. 

As we look ahead to this year and the future, it’s important for schools and districts alike to invest time, budget, or resources into the following marketing strategies:

  1. Redesign Your School’s Website
  2. Improve Search Engine Strategy
  3. Create Email Workflows
  4. Start a Blog
  5. Create Content Offers
  6. Consolidate Social Media Accounts
  7. Invest in Consistent, Meaningful Social Media Ads
  8. Invest More Time and Resources into Video 

1. Redesign Your School’s Website

There is plenty of industry research that tells us that a poorly designed website can be the Achilles heel of most brands. 
A bad website experience — especially on mobile — can mar your reputation and lead to a decrease in engagement, site traffic, and more. 
Consider these stats:
     - 79% of people who don’t like what they find on one site will go back and search for another site
     - 52% of users say that a bad mobile experience made them less likely to engage with a company
     - 40% of website visitors will leave if the site takes more than three seconds to load
     - 47% of visitors expect your site to load in two seconds
     - 94% of first impressions are design-related
 
We know that launching a new website is a lot of work in order to do it right. But before you invest any time, budget or effort into any marketing strategies, you need a strong foundation. If your school or district’s current website checks any of the following boxes, this is your top marketing strategy for this year:
     - The website is 3 years old or more
     - The website is responsive, but not mobile-first
     - The website “looks old” in comparison to direct competitors and big brands
     - Your website is difficult to navigate

2. Improve Your Search Engine Strategy

Every school’s search engine strategy contains three main elements:
     - Search Engine Optimization
     - Paid Per Click Advertising (PPC)
     - Online Review Management
Depending on your school’s goals, you may have to invest in one, two, or all three of these elements.

Search Engine Optimization (SEO): 
SEO is a long play that many school marketers don’t have the time or resources for. It requires keyword research and implementation across your site’s title tags, meta descriptions, on-page content, and in most cases, the creation of a good blog. And because the results often aren’t as instantaneous as a paid ad, many school marketers put SEO on the back-burner. (Often, the implementation of an SEO strategy can take many months to reap benefits from because of how long it takes Google to crawl and recrawl site pages.) 

However, an SEO strategy is essential to your school’s success in the digital sphere. 90% of all online experiences begin in search engines, and any results past page one have horrific click-through rates. If you want your school’s website to be found, you need to find the time or budget to bulk up your SEO. 

Pay Per Click Advertising (PPC): PPC ads are an incredibly powerful advertising tool you can use to direct more awareness and website traffic for your school. If your school’s site isn’t ranking well in Google and you don’t have the time or money to spend developing your SEO strategy, you can also go for a paid ad strategy. If you play your cards right and develop strong ad copy, this can land you at the top of page 1 almost immediately. 

Online Reviews: Online reviews are almost always your school’s first impression, and if you don’t have a four-star or five-star review, you may never even get a click-through to your site.

Here are a few statistics to consider when thinking about how much effort you’d like to put into earning better reviews:
     - 90% of consumers read a business’s online reviews before visiting.
     - 84% of people trust online reviews as much as personal recommendations. 
     - 65% of people see online search as the most trusted source of information about people and companies; a higher level of trust than just about any other online or offline source.
 

3. Build Email Workflows

The 2020-21 academic year was one of the busiest years ever for school professionals, and major burnout is still lingering. If you’re looking for ways to get time back in your day, while improving your email marketing strategy, email workflows are a great place to start. 
Email workflows are a staple of a school's inbound marketing strategy. An email workflow is a set of emails that are automatically sent based on the subscriber's contact information, behavior, or preferences. For example, an email workflow can be triggered by a contact submitting a form, but it can also be triggered by a parent's enrollment year or persona.

These automated emails are proven to save you time and increase email engagement. They can be used for nearly any purpose, including:
     - Welcoming newly enrolled families
     - Nurturing prospective families 
     - Onboarding new faculty and staff
     - Reminding community members of upcoming events or deadlines
     - Promoting school events

4. Start a School Blog

A blog is a great way to share helpful advice, build thought leadership, elevate your community’s voice, create a strong library of content, and improve your organic performance in search. While a school blog is by no means as important as some of the other marketing strategies on this list (i.e. your website!), for schools and districts looking to take greater control of their online storytelling, a blog is a great place to start.

Before starting a school blog, ask yourself:
     - Who is going to write our blog content?
     - Where will our blog content live?
     - What will our editing process look like?
     - Who is our target audience?
     - What are the types of topics we want to write about?
     - Do we have the resources to post consistently? (We recommend at least once per week.)

5. Create Your First Content Offer

For most private, international and charter schools, the first time that they get a prospect’s information is via an inquiry form. While inquiry forms are great for capturing the information of individuals ready to learn more about your school, consumer behavior tells us this: If they’re inquiring, they’ve already done their research and you’ve made their shortlist. This means that without a content offer, you’re missing out on a huge audience of individuals who are still weighing their options for their “long list”.
A content offer provides prospective families with something of value to aid in their decision-making process, such as a whitepaper titled “5 Reasons to Attend an All-Boys School” or “How to Choose the Right Preschool.” It can also be a copy of your school’s viewbook.
Content downloads often get higher conversion rates than lead generation forms (such as an inquiry form), which will help you get more families in your pipeline sooner.

6. Invest in Consistent and Meaningful Social Media Ads

If your school hasn’t invested in social media ads yet, your time is now. Prospective families spend a ton of time on social media, and this is a smart (and fairly inexpensive) way to build recognition and gradually increase enrollment. 

Social media is a great advertising tool because:
     - Cost-per-click is significantly lower on average than search ads
     - You can diversify your reach with a variety of lists and campaigns
     - There are plenty of ad formats to experiment with

But, it has to be done correctly. 

If you’ve run social media ads in the past without success, it could have been an issue with your ad content, creative, audience or even goal. For example, promoting your school’s open house to a list that has never heard of your school is going to fall flat.

If you want to invest in social media ads this year, here are three smart campaigns to get you started:

A Top-of-the-Funnel Campaign to Build Awareness: Want to reach new audiences? Upload a list of demographic information about your current families to create a lookalike audience. For this campaign, keep the ad content and creative light with no heavy-hitting “pitch.” The goal here is to get your school’s name in front of new audiences. 
 
A Middle-of-the-Funnel Campaign to Increase Conversions: Engage individuals who have already visited your website using a Facebook Pixel retargeting campaign. For this group, prompt them to inquire or apply.
 
A Bottom-of-the-Funnel Campaign to Encourage Re-Enrollment: We all know that your job isn’t done once a family enrolls. Run social media ads to current families during re-enrollment season with value add content such as student success stories.

7. Consolidate Your Social Media Accounts

While paid ads can help your admissions funnel gain momentum, a consolidated organic social media strategy can help with all-around marketing and communications. If your school or district is struggling to manage a variety of rogue Facebook, Instagram and Twitter accounts that are either out-of-date or off-brand, this could be an easy win for you!
Schools should only have one Facebook page, one Twitter account, and one Instagram profile. While Twitter is often seen as the “exception to the rule” as schools and districts alike use this platform for sports teams and clubs to provide timely updates, it is essential that your school or district maintain a single profile on Facebook and Instagram — as well as other channels like LinkedIn. 

Consolidating social media accounts has numerous advantages, including:
     - Increased traffic and engagement to your school’s primary pages
     - Consistent tone, voice, brand and content
     - Streamlined access to passwords and privacy settings
     - Fewer comments to manage
     - Streamlined online reviews

8. Invest More Time and Resources into Video

Video gets more engagement than any other form of content — so begin taking tiny steps to integrate it into your marketing strategies for your website, social media, and even email.
If you’re already strapped for time and resources, there is good news for you! Creating video content has never been easier, and after a year of connecting via low-res video, no one is expecting Hollywood-level quality.

If you’d like to incorporate more video into your marketing this year, consider the following:
     - Start small! Aim to post one new video on social media each week. It can be something silly – like following recent Instagram Reel trends — or a promotion for an event.
     - Come up with a list of video ideas. Testimonials, tips from teachers, and interviews make fun and engaging videos.
     - Invest time into a YouTube strategy. If your school is consistently creating longer-length videos, investing in YouTube can help increase your school’s organic search performance.
     - Go live. Livestreaming used to be a “nice-to-have”, but now it’s a “need-to-have” — even if you’re returning to in-person events. 
     - Enlist the help of your community. Students in particular are great resources for creating video content.

In Conclusion

Parent expectations are higher than ever, and it’s essential that your school’s marketing and communications strategy adapt along with them. This is our “new normal”. As your school or district begins to plan its marketing and communication plans for the new school year, use the ideas in this blog to create a list of “must-haves” for ensuring your marketing and communications strategy is future-proofed.



There are two methods to delete google classroom courses:

1. To delete all provisioned and declined courses, use ‘Delete PROVISIONED and  DECLINED courses in Google’ button located in Admin > Maintenance > Google Classroom. 
2. To delete specific courses sections, navigate to Admin > Courses > Sections and select course sections you want to delete in Google Classroom, then use “Google” multi-action. Click ‘Delete PROVISIONED and  DECLINED courses in Google’.
 
One of the following roles is required to access this query: FinanceGL Full, FinanceGL Read.

This query returns the sum of credit and debit transactions per account within a desired timeframe.

Transaction Date Time is a Parameterized condition.

Note: This report does not limit the results to a specific ledger.  Make sure to adjust the Query to restrict the results to your desired ledger.
 
Follow the steps for Importing New Records.

Field Required Type Sample Values Notes
*Login Yes Data "abc@school.org" If using Google SSO, use full google username such as abc@school.org.
*Password Yes Data "abc123$!" Password should not be shared via email; instead send a link to a reset password page so users can create their own passwords
*Email Yes Data "abc@school.org"  
UserDisplayName No Data "John Doe"  
AlternateId No Data "1234"  
StudentId Yes for student logins unless you use lookup fields to identify the student record Identifier "1234"  
(StudentLastName) No Lookup "Smith"  
(StudentFirstName) No Lookup "John"  
(StudentMiddleName) No Lookup "Adam"  
(StudentPreferredName) No Lookup "Joe"  
(StudentSex) No Lookup "Male"  
(StudentAlternateId) No Lookup "1234"  
TeacherId Yes for staff logins unless you use lookup fields to identify the staff record Identifier "1234"  
(TeacherLastName) No Lookup "Smith"  
(TeacherFirstName) No Lookup "Tina"  
(TeacherOffice) No Lookup "123-456-7890"  
(TeacherSex) No Lookup "Female"  
(TeacherAlternateId) No Lookup "1234"  
HouseholdId Yes for parent, staff, and adult student logins unless you use lookup fields to identify the household record Identifier "1234" Adult students are those students who enroll to the school on their own instead of by their parents
HouseholdIndicator Yes for household logins Datasource Data "P"  
(HouseholdName) No Lookup "Smith Family"  
(HouseholdAddress) No Lookup "5 Choke Cherry"  
(HouseholdCity) No Lookup "Austin"  
(HouseholdState) No Lookup "TX"  
(HouseholdZip) No Lookup "12345"  
(HouseholdCountry) No Lookup "United States"  
(HouseholdPhone) No Lookup "123-456-7890"  
(HouseholdEmail) No Lookup "abc@gmail.com"  
(ParentFirstName) No Lookup "John"  
(ParentMiddleName) No Lookup "Adam"  
(ParentLastName) No Lookup "Doe"  
(ParentSex) No Lookup "Male"  
(ParentAlternateId) No Lookup "12345"  
RoleName1 No Datasource Data "Faculty Full" See Roles Dictionary for more information
SchoolId1 No Datasource Data "1" See School Division for more information
(SchoolName1) No Datasource Data "Bistmar Lower School"

Note: If you connect a user to multiple record types such as Student and Household records or Staff and Household records, make sure that the records are connected in the Admin module. In other words, the student should be connected to the same household record in the Admin module that you connect to the user.

Note: School Name, School id, and Role columns are repeated so that a user can be assigned to multiple School Divisions and roles.
Follow the steps for Importing New Records.

Field Required Type Sample Values Notes
Primary_Household_ID Required if Primary_Household_Name and Primary_Household_Alternative_ID are not unique Identifier "12345" Connects the student record to an already existing household as their Primary Parent household
Note, for adult students this household will represent students themselves (their address, contact information) as opposed to their parents.
Primary_Household_Name Required if Primary_Household_Id and Primary_Household_Alternate_ID are  not populated  Lookup "Smith Family"  
Primary_Household_Alternate_ID Required if Primary_Household_Id or Primary_Household_Name are not populated  Lookup "A1b3"  
 Primary_Household_Relationship  Yes Data Source  "Parent", "Self"   Only the two sample values are permitted.
Billing_Household_ID Required if Billing_Household_Name and Billing_Household_Alternative_ID are not unique Identifier "12345" Connects the student record to an already existing household as their Billing household.

Note: The billing household must match with either the Primary or Secondary household.
Billing_Household_Name Required if Billing_Household_Id and Billing_Household_Alternate_ID are  not populated  Lookup "Smith Family"  
Billing_Household_Alternate_ID Required if Billing_Household_Id or Billing_Household_Name are not populated  Lookup "A1b3"  
Secondary_Household_ID No Identifier "12345" Connects the student record to an already existing household as their Secondary Parent household.
Secondary_Household_Name No Lookup "Smith Family"  
Secondary_Household_Alternate_ID No Lookup "A1b3"  
Secondary_Household_Relationship  Required if secondary Household is specified  Data Source "Parent", "Grandparent", "Self"  Only the three sample values are permitted.
 
Student_Id No Key ID Field "1234" If one row has this column populated, all rows must have this column populated
Student_Last_Name Required Data "Smith"  
Student_First_Name Required Data "John"  
Student_Middle_Name No Data "Pittock"  
Student_NickName No Data "Johnny"  
Birthdate No Data "1/1/2000"  
Sex No Datasource data "Male" "Female" This field is named "Sex" in the import but displays as "Gender" in the database. The values used must match the values found in the system. Custom values can be added.
Phone No Data "(123)-456-7890"  
Email No Data "jsmith@gmail.com"  
Current_Parish No Datasource Data "St. Mary's Catholic Church" The possible values are populated by the school by clicking on "Parish" in an Admin > Students > Details page.
Day_Or_Boarding Required Datasource Data "Day"
"Boarding"
"Virtual"
 
ESL_Yes_Or_No Required Datasource Data "Y" or "N"  
International_Yes_Or_No Required Datasource Data "Y" or "N"  
Previous_School No Datasource Data "Grant High School" The possible values are populated by the school by clicking on "Previous Schools" in an Admin > Students > Details page.
Financial_Aid_Yes_Or_No Required Datasource Data "Y" or "N"  
Birthplace No Data "Washington"  
Citizen_Of No Datasource Data "USA" The possible values are populated by the school by clicking on "Citizenship" in an Admin > Students > Details page.
Native_Lang No Datasource Data "Dutch" The possible values are populated by the school by clicking on "Native Language" in an Admin > Students > Details page.
Ethnic_Group No Datasource Data "African American" The possible values are populated by the school by clicking on "Ethnic Group" in an Admin > Students > Details page.
Locker_Number No Data "1B"  
Locker_Combination No Data "06-01-45"  
Religion No Datasource Data "Christian" The possible values are populated by the school by clicking on "Religion" in an Admin > Students > Details page.
Inquiry_ID No Identifier "12345" Links the student record to an already existing inquiry record. 
Legacy_Code No Datasource Data "Mother" The possible values are populated by the school by clicking on "Religion" in an Admin > Students > Details > Priorities page.
Alternate_ID No Data "a1B45"  
Auditorium_Seat No Data "123b"  
Car_License_Plate No Data "B351A"  
Car_Parking_Registration No Data "5GBA"  
Car_Year No Data 2007  
Car_Make No Data "Toyota"  
Car_Model No Data "Corolla"  
Car_Color No Data "Red"  
Student_Suffix No Data "Jr"  
Care_Card_Number No Data "9281 051 185" For British Columbia only
BC_Pen No Data "129451214" For British Columbia only
BC_School_Funding_Code No Datasource Data "First Nations - 20" For British Columbia only
BC_Band_of_Residence_Code No Datasource Data "Adams Lake - 684" For British Columbia only
BC_Aboriginal_Ancestry_Yes_No No Data "Y" or "N" For British Columbia only
BC_French_Lang_Program_Code No Datasource Data   For British Columbia only
Campus No Datasource Data "Main" The possible values are populated by the school by clicking on "Campus" in an Admin > Students > Details page.
Dorm_Room_ID No Identifier "5"  
Student_Dorm_Room_Number No Lookup "5A"  
Student_Dorm_Building No Lookup "Building A"  
Student_Dorm_Lunch_Table No Datasource Data "Table A" The possible values are populated by the school by clicking on "Lunch Table" in an Admin > Students > Details page.
Dorm_Room_NY_ID No Identifier "5"  
Student_Dorm_Room_NY_Number No Lookup "5A"  
Student_Dorm_NY_Building No Lookup "Building C"  
Driving_License No Data "123DAV"  
Car2_Color No Data "Green"  
Car2_License_Plate No Data "1B34A"  
Car2_Make No Data "Toyota"  
Car2_Model No Data "Corolla"  
Car2_Parking_Registration No Data "1b3d"  
Car2_Year No Data 2017  
Student_Selection_End_Date No Data "1/1/2023"  
Day_Or_Boarding_NY Required Data "Day
"Boarding"
"Virtual"
 
International_Yes_Or_No_NY Required Data "Y" or "N"  
BC_School_Funding_Code_NY No Datasource Data "First Nations - 20" For British Columbia only
Grade_Level_ID Required if Grade_Level_Code not populated Identifier "1"  
Grade_Level_Code Required if Grade_Level_ID not populated Lookup "PK"  
Next_Grade_Level_ID No Identifier "1"  
Next_Grade_Level_Code No Lookup "PK"  
Pincode No Data "1234" Must pass the requirements set in Security>Maintenance>Application Setup 
Year_Grad No Data "2024" Planned graduation year.
Follow the steps for Importing Data for Existing Records
Field Required Type Sample Values Notes
Lookup_Student_Id Yes if other Lookup_*** fields are not populated Lookup "12345"  
Lookup_Student_Last_Name Yes if Lookup_Student_ID is not populated Lookup "Smith"  
Lookup_Student_First_Name Yes if Lookup_Student_ID is not populated Lookup "John"  
Lookup_Birthdate Yes if Lookup_Student_ID is not populated Lookup "1/1/2000"  
Student_First_Name Yes, if this field needs to be updated Data "John"  
Student_Middle_Name Yes, if this field needs to be updated Data "Pittock"  
Student_Last_Name Yes, if this field needs to be updated Data "Smith"  
Student_NickName Yes, if this field needs to be updated Data "Johnny"  
Birthdate Yes, if this field needs to be updated Data "1/1/2000"  
Sex Yes, if this field needs to be updated Datasource data "Male" "Female" This field is named "Sex" in the import but displays as "Gender" in the database. The values used must match the values found in the system. Custom values can be added.
Phone Yes, if this field needs to be updated Data "(123)-456-7890"  
Email Yes, if this field needs to be updated Data "jsmith@gmail.com"  
Current_Parish Yes, if this field needs to be updated Datasource Data "St. Mary's Catholic Church" The possible values are populated by the school by clicking on "Parish" in an Admin > Students > Details page.
Day_Or_Boarding Yes, if this field needs to be updated Datasource Data "Day"
"Boarding"
"Virtual"
 
ESL_Yes_Or_No Yes, if this field needs to be updated Datasource Data "Y" or "N"  
International_Yes_Or_No Yes, if this field needs to be updated Datasource Data "Y" or "N"  
Previous_School Yes, if this field needs to be updated Datasource Data "Grant High School" The possible values are populated by the school by clicking on "Previous Schools" in an Admin > Students > Details page.
Financial_Aid_Yes_Or_No Yes, if this field needs to be updated Datasource Data "Y" or "N"  
Birthplace Yes, if this field needs to be updated Data "Washington"  
Citizen_Of Yes, if this field needs to be updated Datasource Data "USA" The possible values are populated by the school by clicking on "Citizenship" in an Admin > Students > Details page.
Native_Lang Yes, if this field needs to be updated Datasource Data "Dutch" The possible values are populated by the school by clicking on "Native Language" in an Admin > Students > Details page.
Ethnic_Group Yes, if this field needs to be updated Datasource Data "African American" The possible values are populated by the school by clicking on "Ethnic Group" in an Admin > Students > Details page.
Locker_Number Yes, if this field needs to be updated Data "1B"  
Locker_Combination Yes, if this field needs to be updated Data "06-01-45"  
Religion Yes, if this field needs to be updated Datasource Data "Christian" The possible values are populated by the school by clicking on "Religion" in an Admin > Students > Details page.
Inquiry_ID Yes, if this field needs to be updated Identifier "12345" Links the student record to an already existing inquiry record. 
Legacy_Code Yes, if this field needs to be updated Datasource Data "Mother" The possible values are populated by the school by clicking on "Religion" in an Admin > Students > Details > Priorities page.
Alternate_ID Yes, if this field needs to be updated Data "a1B45"  
Auditorium_Seat Yes, if this field needs to be updated Data "123b"  
Car_License_Plate Yes, if this field needs to be updated Data "B351A"  
Car_Parking_Registration Yes, if this field needs to be updated Data "5GBA"  
Car_Year Yes, if this field needs to be updated Data 2007  
Car_Make Yes, if this field needs to be updated Data "Toyota"  
Car_Model Yes, if this field needs to be updated Data "Corolla"  
Car_Color Yes, if this field needs to be updated Data "Red"  
Student_Suffix Yes, if this field needs to be updated Data "Jr"  
Care_Card_Number Yes, if this field needs to be updated Data "9281 051 185" For British Columbia only
BC_Pen Yes, if this field needs to be updated Data "129451214" For British Columbia only
BC_School_Funding_Code Yes, if this field needs to be updated Datasource Data "First Nations - 20" For British Columbia only
BC_Band_of_Residence_Code Yes, if this field needs to be updated Datasource Data "Adams Lake - 684" For British Columbia only
BC_Aboriginal_Ancestry_Yes_No Yes, if this field needs to be updated Data "Y" or "N" For British Columbia only
BC_French_Lang_Program_Code Yes, if this field needs to be updated Datasource Data   For British Columbia only
Campus Yes, if this field needs to be updated Datasource Data "Main" The possible values are populated by the school by clicking on "Campus" in an Admin > Students > Details page.
Dorm_Room_ID Yes, if this field needs to be updated Identifier "5"  
Student_Dorm_Room_Number Yes, if this field needs to be updated Lookup "5A"  
Student_Dorm_Building Yes, if this field needs to be updated Lookup "Building A"  
Student_Dorm_Lunch_Table Yes, if this field needs to be updated Datasource Data "Table A" The possible values are populated by the school by clicking on "Lunch Table" in an Admin > Students > Details page.
Dorm_Room_NY_ID Yes, if this field needs to be updated Identifier "5"  
Student_Dorm_Room_NY_Number Yes, if this field needs to be updated Lookup "5A"  
Student_Dorm_NY_Building Yes, if this field needs to be updated Lookup "Building C"  
Driving_License Yes, if this field needs to be updated Data "123DAV"  
Car2_Color Yes, if this field needs to be updated Data "Green"  
Car2_License_Plate Yes, if this field needs to be updated Data "1B34A"  
Car2_Make Yes, if this field needs to be updated Data "Toyota"  
Car2_Model Yes, if this field needs to be updated Data "Corolla"  
Car2_Parking_Registration Yes, if this field needs to be updated Data "1b3d"  
Car2_Year Yes, if this field needs to be updated Data 2017  
Student_Selection_End_Date Yes, if this field needs to be updated Data "1/1/2023"  
Day_Or_Boarding_NY Yes, if this field needs to be updated Data "Day"
"Boarding"
"Virtual"
 
International_Yes_Or_No_NY Yes, if this field needs to be updated Data "Y" or "N"  
BC_School_Funding_Code_NY Yes, if this field needs to be updated Datasource Data "First Nations - 20" For British Columbia only
Grade_Level_ID Yes, if this field needs to be updated Identifier "1"  
Grade_Level_Code Yes, if this field needs to be updated Lookup "PK"  
Next_Grade_Level_ID Yes, if this field needs to be updated Identifier "1"  
Next_Grade_Level_Code Yes, if this field needs to be updated Lookup "PK"  
Pincode Yes, if this field needs to be updated Data "1234" Must pass the requirements set in Security>Maintenance>Application Setup 
Year_Grad Yes, if this field needs to be updated Data "2024" Planned graduation year.
PCR Educator is happy to announce our new Waitlist feature!

When users are signing up for classes, camps and activities that are full, they now have an option to join a Waitlist. 
I know we initially stated that the deadline to qualify for your school's Custom Teacher Training video was earlier this month, but we've decided to shake things up a bit.
 
We received an enormous amount of positive reactions to our Teacher Portal webinar, which in turn led to a ton of requests for custom Teacher Portal Training videos. 

To show how much we appreciate your interest in the recent webinar and promotion, and to give everyone a little bit more time to qualify for their own videos, we are extending the deadline to Thursday, September 2

For those that would like a reminder, this video will walk your teachers through the crucial steps of navigating PCR Educator's Teacher Portal, bringing them up to speed in no time at all.

To qualify for a personalized Teacher Portal Training Video, follow these steps:
  1. Like our Facebook page.
  2. Leave a brief, honest review on our Google Business page.
  3. Once we verify that you've left us a review, we will reach out to you and confirm the details you'd like covered in your video.
That's it! And to reiterate, this is still a limited time offer. The new deadline is Thursday, September 2 so don’t delay!
Conditional Logic functionality allows you to tailor your CMS pages to show or hide CMS Widgets or CMS Pages based on the user’s answers to previous questions. In situations when not every question applies to every user, define your user groups early in the form. Then use conditional logic to hide questions that do not apply. 

Example: your form collects information about off-campus activities. But what if this student is not allowed to participate in off-campus activities? A simple dropdown at the start of the form can help. Ask if the student is allowed to participate in off-campus activities. Then set conditional logic on the questions related to off-campus activities so they only display when the off-campus activities question is answered as yes.

Example: your form collects information about the program the applicant applies to. Two programs are offered to 9th graders. But what if this student is a 10th grader? A simple dropdown asking for the grade level at the start of the form can help. Then set conditional logic for the programs’ question so it only displays when the student’s grade level is 10.

Example: Show different content on the thank you page depending on the choices made on the application. If an applicant is interested in skiing, show an exciting article about your school’s winter sports’ programs.

Sometimes you need to hide more than just one or two questions. This is where multi-page forms and skipping entire pages is useful. Group all the questions on specific pages, and use conditional branching to skip pages. As a result, your form will seem shorter and cleaner. 

  1. Follow the steps outlined in CMS - Skipping Pages with Conditional Logic to hide or show entire pages.
  2. Follow the steps outlined in CMS - Skipping Widgets with Conditional Logic to hide or show specific widgets.
 
To implement CMS Widget - Conditional Logic skipping pages, follow these steps:

  1. Create a DAT Filter to show pages only to users who fit the filter.  Example: To limit a page so that it is only visible to international families, create a DAT filter that checks for the student’s International Yes/No designation to be set to Yes.
  2. Click Content on the top-left of the page, select the Filter tab on the right and apply the DAT Filter to the page.
 
To implement CMS Widget - Conditional Logic skipping widgets, you need two types of widgets:

  - CMS Widget - Condition Source: this is the widget that controls the visibility of its dependents. If the user’s answer matches the predefined conditions, then dependents show.
  - CMS Widget - Condition Dependent: this widget will show or hide based on the user’s answers provided in the source widget.
 
CMS Widget - Condition Source widget is used for CMS - Skipping Widgets with Conditional Logic. This widget controls the visibility of other CMS Widgets when Affects Other Widgets Visibility property is checked.  Note: This property is applicable to dropdown and checkbox type widgets.  Note: If you decide to use this feature, make sure to enable the settings on the dependent widgets.  See CMS Widget - Condition Dependent for more information.

Example: Let’s say that you ask users if they are interested in volunteer activities, and if a user selects “Yes”, you want to show the list of activities, then you can enable the Affects Other Widgets Visibility property on the question.
CMS Widget - Condition Source widget is used for CMS - Skipping Widgets with Conditional Logic. This widget is automatically hidden unless its Visibility Value matches the selected value of the widget specified as Visibility Source

Note: when using CMS Widget - Checkbox, the checked state is “Yes”, unchecked is “No.”
 
The Text CMS Widget is a rich-text editor which allows users to add instructions, documents, and other content.  The widget can be found within the Content group.  Please review Adding CMS Widget for more information.  

Note: To limit this widget’s visibility based on conditional logic, please review CMS - Conditional Logic.

Click the plus sign next to the Text property to open the text editor.

The Text CMS Widget provides consistent and unified experience by using the predefined font, font size, and heading colors tailored to your school. 
 
The Inquiry/Student Action CMS Widget records Inquiry Action or Student Action. You may enable file upload to allow users to upload files and record them as actions.  The widget can be found within the Updatable group.  Please review Adding CMS Widget for more information.  To limit this widget’s visibility, review CMS - Conditional Logic.

Action Type determines which action the file should be associated with.  Select a Student Action if the file needs to be uploaded for a Student or select an Inquiry Action if the file needs to be uploaded for an Inquiry/Applicant.

Confirmation Email property is used to send out an email when a file is uploaded.  The emails are configured in Admin/Admissions > Students/Inquiries/Applicants > Email screen.  If the upload is configured for a student record, please set up a student specific email in in the Admin module.. Otherwise, set up an applicant specific email in the Admissions module.

Allowed File Extensions restricts allowed file extensions to the specified list.

Is File Embedded if Possible embeds the file directly on the page so that a user can view the contents of the file after uploading it.

Is File Removable setting allows users to remove any files that they may have uploaded.  If this setting is disabled, the user will need to contact the school if they would like to remove the file that they uploaded.
 
After you finish the process of Configuring Users, email users their usernames and the link to establish their passwords.  Note: This method only applies to non-Admin portals such as Parent Portal, Staff Portal, Apply Online, etc. Note: if you use Google SSO, then you only need to email users their usernames.

    1.  Navigate to Security > Users.  You need the Security Full role.

    2.  Create a DAT Filter to locate the desired users.  Note: The Createdate field is available in the users table and is useful for locating users created by an import.

    3.  Select the users and use Email multi-action.

    4.  Create the email.  Include the “UserName” and a link to a CMS login page with Forgot Password widget. In your email, instruct recipients to use Forgot Password widget.  Note:  This email may be the parent or student’s first introduction to the parent / student portal. Include links to the appropriate portal.  Note:  The email may be saved as a template for reuse. Note: if you use Google SSO, skip instructions about forgot passwords and only share the username and the link to the portal.
 
There are two primary ways to share login credentials with users.

  1. Communicating User Login - No Password Note: this is the recommended method.
  2. Communicating User Login and Known Password

Note: if you use Google SSO, then you only need to email users their usernames.
 
After you finish the process of Configuring Users, email users their usernames and passwords.  Note: This method only applies to non-Admin portals such as Parent Portal, Staff Portal, Apply Online, etc.  Note: this method only works when you import the users and passwords using a format that can be reconstructed using merge fields such as a combination of student id and student last name. Another method is using DAT Query to pull default passwords and updating passwords to default passwords in bulk.  Example:   After creating a DAT Query with the student id, email, and default password field, you can import the new student username and password and email all the students their username and default password.  Note: In the DAT, Default Passwords for students are found in Student Info.  Default Passwords for parents are found in Households.

    1.  Navigate to Security > Users.  You need the Security Full role.

    2.  Create a DAT Filter to locate the desired users.  Note: The Createdate field is available in the users table and is useful for locating users created by an import.

    3.  Select the users and use email multi-action.

    4.  Create the email.  Include the “UserName” and “DefaultPassword” fields.  Note:  This email may be the parent or student’s first introduction to the parent / student portal. Include links to the appropriate portal.  Note:  The email may be saved as a template for reuse.
 
PCR Educator is excited to announce our newest addition to the Teacher Portal!

A new column has been added to the Attendance screen. This column indicates whether a student is a:
  • Day Student
  • Boarding Student
  • Virtual Student

We hope this update makes things a little easier for both teachers and administrators alike! 
Google Single Sign-on (SSO) is a feature that allows an outside vendor to authenticate users against PCR Educator's database. This feature allows users to access PCR Educator's software directly from other software without the need to log in. 
 
You can also use Google SSO to send a user from one PCR Educator application to another without requiring a separate login attempt.
 
Additionally, Google SSO provides another layer of security by taking advantage of Google's 2-Step Verification.

Need help with implementation? Schedule a call today.
Online Donation is a customized online form for your website visitors and existing constituency for donating to the school. You may include the following features:

  - Multiple landing pages for specific campaign or purpose
  - Click-through emails for quick RSVPs to events
  - A flexible fee structure for event tickets
  - Recurring options for donations
  - Single sign on for existing constituency
  - Friendly and customizable email confirmations
  - On-the screen campaign charts reflecting your goals and impacts of individual donors while donating
  - Pre-Filled information for existing constituency
  - Convenient methods for allocating gifts to multiple campaigns and funds

To set up the Online Donation Process, follow these steps:

  1. Configuring Online Donation covers everything that needs to be configured in the administrative portal prior to setting up the Online Donation.
  2. Online Donation Form Configuration covers building the form for online donation or for purchasing tickets for fundraising events. 
  3. Online Donation Email Invitation Configuration covers building the invitation and solicitation emails for click-through sign ups and donations.
  4.Online Donation Management Configuration covers options for donors to access their donation history, updating payment information, or communicating with the school. 
  5. Online Donation Administrative Management covers activities related to managing online donations.
  6. Online Donation Yearly Updates covers considerations related to updating your forms on a yearly basis to reflect new campaigns, funds and events.  
 
Budget managers approve purchase order items associated with GL Accounts that they are responsible for. To approve purchase order items, navigate to Finance - Manager PO Items, select the line items and use the multi-action “Approve PO Items”. You must have the FinanceAccountMgr Full role to access these pages.

The PO items you are approving appear at the top of the page.  For each PO line item, you may determine the Approval or change the Account specified on the purchase order.

Approval - Purchase order line items are initially “Pending” meaning no decision has been made.  Change Approval to Approved or Declined.

Account - The account may be incorrect or unspecified.  You may change the account to one of the accounts that you are the manager for, or you may blank out the account if a different manager needs to approve the line item.

Note:  Remember to click Save to save your changes!

At the bottom of the page is a summary of your accounts to assist you with budgeting.  In the upper right corner of the summary is a drop down for the selected fiscal year.  Note: As PO items are switched between Pending/Approved/Declined, the numbers will update in the summary.
 

Definition PO Status PO Line Item
Committed Purchase Order items awaiting approval. Submitted for Approval or Approved Pending
Obligated Line items on the purchase order are approved but the purchase order is not accepted. Submitted for Approval or Approved Approved
Encumbered The purchase order has been accepted. Accepted Approved
Actual Actual transaction total for the fiscal year. Note: Posted transactions only.
Budgeted Budget total for the fiscal year.

Note: Purchase Orders with a status of Received or Complete would have been invoiced and included in the Actual total.

Example: The following demonstrates where the amount appears for a purchase order as it moves through the purchase order process.
Commitment Obligation Encumbrance Actual
A new purchase order is created and not yet submitted for approval
The purchase order is Submitted for Approval with all items Pending
A budget manager Approves some or all of the purchase order line items
A finance officer Accepts the purchase order
The purchase order is fulfilled by an invoice. The status is either Received or Competed
If, at any point, the purchase order is Canceled

PCR Educator’s Finance Module has received an update.

Previously, the Receipts menu and Misc Receipts menu were listed in separate locations. With the next update, these menus will merge.

Receipts and Misc Receipts will be listed together in one menu titled Receipts. Additionally, this update gives you access to many new features including multi-updates, as well as printing and emailing of individual receipts. 
One of the following roles is required to access this query: Attendance Full, Attendance Read.

This query returns historical attendance information for each student.  Historical attendance information for an individual student can be found in Admin > Student Details > Historical Attendance screen.
 
PCR Educator has added the three new NAIS-required demographic queries to our system. See a complete breakdown of the updated queries below:

Standard Query - [Admin] Demographics for Student Race:
One of the following roles is required to access the query: Admin Full, Admin Read.

This query returns the number of male and female students by ethnicity.

Standard Query - [Admin] Demographics for Nonbinary Students:
One of the following roles is required to access the query: Admin Full, Admin Read.

This query returns the number of students who classify as “Non-Binary”.

Standard Query - [Admin] Demographics for Student Ethnicity:
One of the following roles is required to access the query: Admin Full, Admin Read.

This query returns the number of male and female students in 3 groups:
- Those who are of Latin or Hispanic Origin
- Those who are not of Latin or Hispanic Origin
- Those who are unsure or their ethnicity is unreported.

This query also returns the total number of students.
Thank you to everyone that attended last Thursday's Teacher Portal webinar! We hope it answered any lingering questions you may have had about the process. 
 
For anyone that missed it, you can watch the webinar in its entirety on YouTube here
 
For those that attended the webinar, we ask that you fill out a brief survey about your experience here.
One of the following roles is required to access the query: Finance Full, Finance Read.

This query returns the sum of all deposits per account per day.  It only includes deposits that have been marked as “deposited.”
 
Google Classroom is better with PCR Educator. 

Fully-integrated Google Classroom support lets 
administrators seamlessly transfer data between the two services, allowing for a greater level of control than ever before.

When you use this API, you have access to the following features:
  • Upload Missing Course Sections to Google Classroom
  • Delete Courses in Google Classroom
  • Sync Students with Google Classroom
  • Sync Categories with Google Classroom
  • Sync Assessments with Google Classroom
  • Sync Grades with Google Classroom
  • Provide an additional layer of security with Google 2-Step Verification
Need help with implementation? Schedule a call today.
The Parent/Student Attendance Entry CMS Widget is a CMS Widget that allows a parent or student to report attendance ahead of time.  The Parent/Student Attendance Entry CMS Widget is available under the Students category.  Please review Adding CMS Widget for more information.  Example: If a student has a doctor’s appointment, the parent can record it ahead of time through this widget. 

This widget records both period attendance and daily attendance based on the student’s classes that happen during or after the reported begin time and before or during the end time. 

Example
: A student has classes from 8 to 9 am (Math) and 9.30 am to 10 am (English)  in Upper School, then one class from 11 am to 12 pm (Arts) in Middle School, and then from 1 pm to 3 pm in Afterschool Activities division. The student’s parent reports that the student is away from 9 am until 11.30 am because of a doctor’s appointment. The student will have the following records created by the system:

Period Attendance:
English - 9.30 - 10 am (Upper School) - Absent
Arts - 11 am - 11.30 am (Middle School) - Late

Daily Attendance:
Upper School - Leaving Early 
Middle School - Late
Afterschool Activities - no daily attendance recorded

Note: The Daily Rotation must be specified as “in school” in order for attendance to be recorded successfully.  If the parent chooses a date that isn’t considered in school, then no attendance is recorded for that division.

Absent Type is the attendance type to record for a student who will be absent for the whole day.  

Add Email To Attendance allows adding a Student email template that is used to send an email to the email types and fields that are selected on the template when the attendance is reported.  

Add Email To Parent  allows adding a Student email template that is used to send the email to  the currently logged in user’s email address and to the email types and fields that are selected on the template.  Note: If you do not select any email types or fields on the email template, then the email will only go out to the logged in user.

Excluded Divisions allows excluding the specified division(s) when recording attendance.

From Time Text changes the label for the From Time entry box.  If left blank, the default value is “From.”

Late Type is the attendance type to record qualifying late records.   

Leaving Early Type is the attendance type to record qualifying records for students leaving early.

Note Text changes the label for the Note entry box.  If left blank, the default value is “Note.”

Period Attendance1 Block Only forces recording attendance for only the first block of a course section for each course section that takes multiple blocks across multiple blocks.  Example: A course section is made up of 5 minute blocks totaling 45 minutes.  If the student is absent for the course and this setting is unchecked, 9 absent records will be recorded - one for each 5 minute block.

Save As Attendance Type determines which types of attendance are recorded.

To Time Text changes the label for the To Time entry box.  If left blank, the default value is “To.”
A quick heads up to all our Administrative users:

Mail Merge will now be titled Print. Email Merge will now be titled Email.

Both of these functions will work the same as usual, they just have sprucier names now.
Today's the day! Join us at 11 AM PT/2 PM ET for a thorough walkthrough of PCR Educator's Teacher Portal!

We will guide you through the process of preparing your school's Teacher Portal for a great new academic year!

Today's webinar will feature:
- Configuring Attendance and Gradebook
- Reviewing Student Work and Recording Grades
- Managing Google Classroom Activity
- Configuring Class Pages
- Submitting Purchase Orders
- Communicating with Parents and Students
- Sending Students to the Nurse’s Office
- Running Reports

Click here to view the webinar.
 
It's almost here, everyone! Tomorrow, July 29th at 11 AM PT/2 PM ET, join us for our complimentary Teacher Portal Webinar!

Learn how to prepare your school's Teacher Portal for an exciting and engaging new academic year!

Tomorrow's webinar will cover:
- Configuring Attendance and Gradebook
- Reviewing Student Work and Recording Grades
- Managing Google Classroom Activity
- Configuring Class Pages
- Submitting Purchase Orders
- Communicating with Parents and Students
- Sending Students to the Nurse’s Office
- Running Reports

RSVP to the Teacher Portal Webinar through the Customer Portal or on Facebook.

While you're at it, check out our latest webinar here.
1. Select the ledger to migrate transactions from. 
2. Specify the From Date and To Date range.  Note:  If no From Date is specified then all deposits through the To Date are migrated.
3. Select the record type of Deposits and click Next.
4. Review the transactions that will be migrated to the general ledger and click Next.
5. Run the “Post Details Report” as a reference for the data that you are migrating and click Next.
6. Review the summary for what will be migrated.  Click “Migrate Deposits” to create the records.  Note: This summary includes a list of all Journal Entries that will be created. Journal entries are created with a name “Migrated Unearned/Deferred [ledger migrated from]”  Note: Receipts that are voided will result in journal entries for the unearned void as well.  
7. If there are no journal entries  created, you are taken to the deposits list with all the new deposits preselected.  If there are both deposits and journal entries, there will be two links:  One link takes you to the deposits list with all the new deposits preselected.  The other link takes you to the journal entries list with all the new journal entries preselected. Note: Both links open in a new tab.
1. Select the ledger to migrate transactions from.
2. Specify the From Date and To Date range.  Note:  If no From Date is specified then all transactions through the To Date are migrated.
3. Select the record type of Other and click Next.
4. Review the transactions that will be migrated to the general ledger and click Next.
5. Run the “Post Details Report” as a reference for the data that you are migrating and click Next.
6. Enter journal entry information and click “Migrate Journal Entry.”  This will complete the migration.
 
1. Select the ledger to migrate transactions from.
2. Specify the From Date and To Date range.  Note:  If no From Date is specified then all payments through the To Date are migrated.
3. Select the record type of Payments and click Next.
4. Review the details of the payments to be migrated and click Next.
5. Review the summary of payments to be migrated and click “Migrate Misc Payments.”  This will complete the migration.
 
The [Finance] Customer Receipt template allows you to print AR Receipts.  Follow these steps to configure this template:

1. Go to Sample Templates and download the Finance - Customer Receipt template.
2. Navigate to the Finance Portal > Maintenance > Actions and set up an action within the Customer Receipt Correspondence category. Select the “Mail” method and attach the file that you downloaded in Step 1. For more information about setting up actions, review Configuring Action.
3. To print the AR Receipt, Navigate to Finance > AR > Receipts, select receipt(s) and go to Print option in the multi-action menu.  Click “Print” to generate the document.

Note: Download Sample Templates to use as is or to customize further to achieve the desired appearance.
 
The [Finance] Customer Invoice template allows you to print AR Invoices.  Follow these steps to configure this template:

1. Go to Sample Templates and download the Finance - Customer Invoice template.
2. Navigate to the Finance Portal > Maintenance > Actions and set up an action within the Customer Invoice Correspondence category. Select the “Mail” method and attach the file that you downloaded in Step 1. For more information about setting up actions, review Configuring Action.
3. To print the AR Invoice, Navigate to Finance > AR > Invoices, select invoice(s) and go to Print option in the multi-action menu.  Click “Print” to generate the document.

Note: Download Sample Templates to use as is or to customize further to achieve the desired appearance.
 
When the inquiry form is submitted, the system uses an algorithm to identify if the new record is a duplicate.  There are two main scenarios that are taken into account to regulate duplicate records:

1. Admissions Duplicate Check  - User Logged In

2. Admissions Duplicate Check - User Not Logged In
 
When the user is already logged into the inquiry form, the algorithm runs an Inquiry Duplication Check to identify if the inquiry record is a duplicate.

If the logged in user is not associated with an existing household and the household email address entered by the user does not exist in the system, then a new household is created upon inquiry form submission.

If the logged in user is not associated with an existing household but the email address already exists in the system, then the user receives an error message to contact the school.  The school can then connect the user to the appropriate household record.

To troubleshoot potential issues, see Application Online Record Check.
When a person accesses the inquiry form without logging in, the algorithm checks to see if the household email address is found in an existing household record, matches an existing username, or matches an existing user email.  If there is a match, the applicant receives a message to either log in with their existing account or contact the school.  If there is no match, a new user record is created.

Moreover, the algorithm runs an Inquiry Duplication Check to identify if the inquiry record is a duplicate.

To troubleshoot potential issues, see Application Online Record Check.

Note: This article is only applicable if the Skip Demographic Duplicate Check and Skip User Creating and Duplicate Check properties are not enabled in the CMS Widget - Inquiry Submit widget.
 
Upon inquiry form submission, an algorithm checks to see if the combination of Inquiry First Name, Inquiry Last Name, and Inquiry Birthdate (if populated) match an existing inquiry or student record.  

If the user is logged in and there is a match with an existing student record and that student record is associated with the same household, then the new inquiry record is automatically associated with the student record.  Otherwise, the user receives an error that the inquiry record is a duplicate.  Note: If birthdate is not populated, then the algorithm only checks for Inquiry First Name and Inquiry Last Name fields.

To troubleshoot potential issues, see Application Online Record Check.

Note: This article is only applicable if the Skip Demographic Duplicate Check property is not enabled in the CMS Widget - Inquiry Submit widget.
An administrator with Admissions Full or Admissions Read role can navigate to Admissions > Maintenance > Application Online Record Check to review if a particular record passes the duplication check.

Simply enter the required information in the fields provided and click “Check.” 

Note: This article is only applicable if the Skip Demographic Duplicate Check and Skip User Creating and Duplicate Check properties are not enabled in the CMS Widget - Inquiry Submit widget.
 
Don't forget to mark your calendars! Next Thursday, July 29th at 11 AM PT/2 PM ET, join us for our complimentary Teacher Portal Webinar!

Learn how to prepare your school's Teacher Portal for an exciting and engaging new academic year!

This webinar will cover:
- Configuring Attendance and Gradebook
- Reviewing Student Work and Recording Grades
- Managing Google Classroom Activity
- Configuring Class Pages
- Submitting Purchase Orders
- Communicating with Parents and Students
- Sending Students to the Nurse’s Office
- Running Reports

RSVP to the Teacher Portal Webinar through the Customer Portal or on Facebook.
The (Re) Enrollment Contract Setting Enrollment Options are (Re) Enrollment Contract Settings for new and existing students to determine how actions are applied when starting and completing the (Re) Enrollment Contract.  The enrollment options are specified on the Contract > Settings page.

Enrollment Profile Options section allows you to specify which Enrollment Profile the system automatically applies when the student who matches the selected Status and Substatus submits the (Re) Enrollment Contract. Note: If the School Year is Closed setting is unchecked, then the system will do a match on the student’s next year Status and Substatus.  Otherwise, it will match on the student’s current year Status and Substatus.

You may have several groups of (Re) Enrollment Contract Settings Enrollment Profile Options addressing newly enrolled students, students who are transitioning from their first year in your school to the second, and other re-enrolling students.  The Enrollment Profile which is applied is based on the first matching status and substatus, so the order that the Enrollment Profiles are listed is important.  Note: If nothing is specified for the status field, it matches any status.  If nothing is specified for the substatus field, it matches any substatus.  You should have at least two Enrollment Profiles specified, one for new students and one for returning students.  Example:  In the example below, all students who have a “Pre-Enrolled” status match with the “Enroll New Student” Enrollment Profile and receive the actions associated with that profile.  All students who have an “Enrolled” status match with the “Enroll Existing Student” and receive actions associated with that profile.  In both of these cases, the substatus does not matter and is not checked.

Title Match Status Match Substatus
Enroll New Student Pre-Enrolled
Enroll Existing Student Enrolled

Note:  Withdrawn students are typically excluded by the Student Criteria, and would re-enroll through the admissions process as a Pre-Enrolled student.

Note:  For admissions records, the expected process is the student record is automatically created from the inquiry record with the Pre-Enrolled for Contract enrollment profile actions applied by the (Re) Enrollment Contract when the parent logs in.  Once parents complete the (Re) Enrollment Contract, the student receives actions based on the Enrollment Profile they qualify for in the Enrollment Profile OptionsNote: PCR Educator advises that the Pre-Enrolled enrollment profile contains an action setting the student status to Pre-Enrolled.  A Newly Enrolled enrollment profile should apply actions which set the student’s status to Enrolled and substatus to Newly Enrolled upon (Re) Enrollment Contract submission.  For returning students, the enrollment profile they qualify for should only apply an action which changes their the substatus to Active upon (Re) Enrollment Contract submission.  The Enrolled action should already exist for returning students and have their original enrolled date.  If the student has multiple Enrolled actions the enrolled date on transcripts may report incorrectly.

Note: The (Re) Enrollment Contract is for a specific year, which is also the year that is used as the action academic years when applying the enrollment profile actions.
For a limited time, we are offering a custom Teacher Portal promo and training video for your school. This video will bring your educators up to speed in no time, walking them through the crucial steps of navigating PCR Educator's Teacher Portal.

To qualify for a personalized Teacher Portal Training Video, follow these steps:
  1. Like our Facebook page.
  2. Leave an honest review on our Capterra, Google or Facebook pages.
  3. Once we verify that you've left us a review, we will reach out to you and confirm the details you'd like covered in your video.
And that's it! But don't forget, this is a limited-time offer. The deadline is Monday, August 2nd so don’t delay!
Go do Development > Contacts and search for the contact for whom you would like to record a donation.

Under the “Donation” column, click “New.”

- If you are recording a Pledge Payment against an existing pledge/matching donation, select an open pledge/matching donation from the first dropdown. It should automatically populate the next due amount.
- If you are recording a payment for another Contact’s existing Pledge Donation, use the dropdown above Payment for Relation Donation From field and select the donation.  Then select the Contact indicator from the Payment for Relation Donation From dropdown. Note: a Contact can only pay another Contact’s donation if both Contacts are associated through Contact Relationship.  Note: This feature is particularly useful when a Trust or a Foundation is making a payment against another Contact’s pledge/matching Donation. - To create a gift, select the New Gift option from the dropdown and enter the gift amount.
- To create a pledge, select the Total Pledge Amount radio button and enter the total amount that the donor has pledged.
- To create a recurring pledge, select the Recurring Pledge Amount radio button and enter the recurring pledge amount that the donor will be charged each time as designated by the payment frequency in the next step.
- Enter donation details.
- Select an Event if this donation came as a result of an event such as a fundraiser.
- Select an Ask if this donation came as a result of an existing ask in the system.
- Select any Donation Attribute(s) that this donation should be linked to such as an appeal or an event ticket. Click Next.
- For a non-recurring pledge, in the Schedule Configuration screen, use the Daily, Weekly, or Monthly tabs to establish the frequency of the scheduled payments. Click Next. In the Schedule screen, make any manual adjustments to the due date and due amounts for one-time pledges. Click Next.
- For a recurring pledge, enter the starting date and frequency to determine when and how often the donor will be charged the recurring pledge amount.
- Allocate the donation amount to a campaign and fund. The total sum of allocation amounts should match the donation amount. Click Next.
- Select a payment method. The selected payment method serves as a default payment method for future pledge payments if you are recording a new Pledge or Matching donation. There are several payment options:
    a.) if your school enabled Customer Payment Profile and the selected donor already has any saved Customer Payment Profiles on file, you can choose one of them to process the payment via credit card or echeck. A saved payment profile will be indicated by “Credit Card ending in…” or “Echeck ending in…” description;
    b.) if your school enabled Customer Payment Profile, you can process the payment via credit card or echeck by selecting “New Echeck … “ or “New Credit Card …” options.
    c.) if you do not wish to process the payment and want to record that it was already received, you can select one of custom-defined payment method types (such as Check or Cash)
- Click Finish

You will now be directed to the Donation Dashboard which will provide a snapshot of the new donation.
Today's the day! Please join us for a webinar taking you through step-by-step instructions on how to close the school year!

In this webinar, you will learn to:
- Complete Pre-Close Checklist tasks
- Run the Close of the School Year Wizard
- Complete Post-Close Checklist tasks

The webinar begins at 11:00 am PT/2:00 PM ET HERE.

Before joining the webinar, be sure to review our Closing the School Year article. 
One of the following roles are required to access the query: Admin Full, Admin Read, Marks Full, Marks Read, Registrar Full, Registrar Read. 

This query returns Courses that do not have Report Card Mark Types associated with them.
 
If teachers are not able to take attendance, please review the following items that may be causing this problem:

- Verify that your school’s marking period Attendance Dates are in session. This can be updated by navigating to Admin > Maintenance > Marking Period Info.
- Verify that the course section has a period code and it is in session on the date the teacher is trying to take attendance. Example: If the course section is linked to Period 1, go to Scheduling > Period Codes and check to see what daily rotation days Period 1 is in session. Then go to Scheduling > Blocks > Daily Rotation to check if these rotation days are populated and marked as “In School” on the calendar.
- Verify that the course section has students enrolled in it.
- Verify that teachers’ users are associated with the same School Divisions as their course sections.
- Verify that CMS Widget - Class Attendance has all necessary divisions enabled. 
Please begin by following Importing New Records.

Field Required Type SampleValues Notes
Lookup_Household_Id
 
Required, unless lookup fields are used to identify the contact record Identifier  "1234"   
Lookup_Household_Name Required if Household_ID is not entered Lookup "Smith Family" Must match the name of the household and must be unique if used instead of household_id
Household_Address_Type Required Datasource Data "Primary" Any of the following values or custom values that have been entered as possible values:
Primary
1099
Billing
Address_Line1 Required if none of the other "Address_***" fields are entered. Data "123 1st Ave"  
Address_Line2 Required if none of the other "Address_***" fields are entered. Data "Building C" .
Address_Line3 Required if none of the other "Address_***" fields are entered. Data "Apt 25"  
Address_City Required if none of the other "Address_***" fields are entered. Data "Anywhereville"  
Address_State Required if none of the other "Address_***" fields are entered. Datasource Data "CA" Possible values can be found in the State field on the Admin > Households > Details page.
Address_Zip Required if none of the other "Address_***" fields are entered. Data "12345"  
Address_County Required if none of the other "Address_***" fields are entered. Data "Polk"  
Address_Country Required if none of the other "Address_***" fields are entered. Datasource Data "Canada" Possible values can be found in the Country field on the Admin > Households > Details page.
- Navigate to Admin and select students that you want to graduate. You can search based on grade level or any other criteria.
- Go to Multi-Action > Actions (Add) and record the Graduated action for next year. Follow the steps for Recording Student Action - Bulk.

Note: This process should be completed before Closing the School Year.
Note: The grade levels should not be advanced for students who are graduating.
Note: The Graduated action must be configured to change the Status to Graduated. Review the Status/Substatus Calculation - Student article for more information. 
The Close of the School Year Wizard will be available starting July 1st! Keep in mind that you can send notifications to next year’s families, and give them access to the Parent Portal (including next year's schedules), prior to closing this school year. As always, please plan ahead and reserve multiple business days with us in case you need support in closing the school year.

Note: The close of the school year wizard will not be available if your school exceeds the purchased database storage amount. Please contact support@pcreducator.com for help addressing this.
Closing the school year is the process designed to finalize current school year academic activities and prepare the database for the new year. The “Closing the School Year” Wizard will walk you through the process.  Please plan ahead and reserve several business days just in case you may need support from PCR Educator in closing the school year.

Note: The close of the school year needs to occur before the start of the next academic year. The school year may be closed at any point between when PCR Educator makes it available prior to the start of the next academic year. 

Note: In general, closing the school year is required for any school that is using the Student Management System (any features related to managing students).

Note: If you are operating a Summer Camp in PCR Educator, then you will wait to close the school year until after Summer Camp has finished.

Note:  If you wish to share next year schedules in the CMS Parent/Student Portals prior to closing the school year, the widget properties can be switched to show the next year schedules.

Note: The close of the school year wizard may be restricted if your school exceeds the purchased database storage amount.  Please contact support@pcreducator.com to help you address this.

Note:  Closing the School Year is a one-time process that affects every division in the school. There should be one person at the school who coordinates and performs the Closing of the School Year for the entire school. While the Academic Divisions are most affected, the school-based coordinator should understand the process and should ensure that ALL divisions are ready before proceeding.

Note:  Each summer, PCR Educator will open the “Close School Year” for advancing to the new academic year.

Note:  Closing Finance Fiscal Years operate independently of Closing the School Year.  Finance can close their Fiscal Years at their discretion.  

Contents

“Closing the School Year” Wizard
Pre-Close Checklist
    - Archiving Individual Student Reports
    - Copying Scheduling Data
    - Setting Next Year Student Fields
    - Updating Status/Substatus for Next Year
    - Enrolling Incoming Students
    - Adjusting the Parent Portal and Student Portal
    - Confirming Teacher Categories
    - Setting BC Trax Month Field (BC Schools Only)
Scheduling Next Year
Fixing Different Courses with the Same Name
Confirming Include on Transcript 
Reviewing Orphaned Grades
Reviewing Grades to History 
Reviewing Attendance to History 
Fixing Overlapping Marking Periods
Review Users
Request Closing 
Closing the Database Year Step
Reviewing Post-Close Checklist 

“Closing the School Year” Wizard

 To begin Closing the School Year process navigate to Security > Maintenance > Close School Year.  You need the Security Full role to access this page.  Note: If the Close School Year cannot be started, an explanation is provided on the first step.  Note: The second to last step of the Close School Year will have you contact PCR Educator to make an archive.  This may take 1 business day so please plan accordingly.

Closing the School Year does the following:
     - Copies Next Year Student Fields to the current year
    - Moves students to their next grade level
    - Archives student grades to Historical Marks
    - Archives student attendance to Historical Attendance
    - Purges processed notifications, except emails associated with:
        - Inquiry records with an academic year greater or equal to the current admissions year.  Example:  You are closing the school year for 2017/2018.  An inquiry is applying for 2017/2018 and has 3 notifications, 2 of which have already been processed and 1 of which is unprocessed.  The 2 processed notifications will be deleted.  Example:  You are closing the school year for 2017/2018.  An inquiry is applying for 2018/2019 and has 3 notifications, 2 of which have already been processed and 1 of which is unprocessed.  None of these notifications will be deleted.
        - Inquiry Actions Note: Notifications that were associated with an inquiry action where the inquiry action has been deleted will be treated like an Inquiry notification.
        - Finance
        - Financial Aid Awards
        - Student Health Visits
        - Development
        Note: Purging notifications deletes processed Notification Jobs from the date you close the school year which includes removal of the individual notification information as well as any attached files stored in the database.


Note: Once you finish Closing the School Year, the following records will be permanently removed from the database:
    - Gradebook grades
    - Marks for any report
    - Comments for any report

Note: Once you finish Closing the School Year, the following records will be purged and you may not have access to individual details:
    - Attendance records  Note:  Discipline records are retained, but Daily and Period Attendance are purged.
    - Student Pictures for students that do not contain a status of Enrolled for any division in the current or next year.  Example:  The student status is Pre-Enrolled for next year.  The student photo is retained.  Example: The student status is Enrolled in the current year and Graduated for next year.  The student photo is retained this year, but would be removed with next year’s close if the student’s status remains Graduated.  Example: The student Withdrew this year.  Their current and next year status is listed as Withdrew.  The student photo is purged.
    - Inquiry Pictures for inquiries/applicants with an academic year prior to the pre-close admissions year.  Example: The school year being closed is the academic year 2020/2021.  The current year of the inquiry is 2020/2021 even though admissions has moved forward to 2021/2022.  The photo is retained.
    - Daily rotations with dates prior to the close date.  Future daily rotation dates will be kept intact.
    - Student Check In / Check Out records.  If you are billing for Check In / Check Out records, records that have already been billed for will be removed.  If you are not billing for Check In / Check Out records, all records with a check out date will be removed.   Note: Invoices are still retained, but the association to the original Check In / Check Out record will be removed.

You may want to consider exporting your data using a DAT Query if you may need these details in the future.

Pre-Close Checklist

There are tasks that must be completed by each and every Academic Division prior to closing the school year.  Note: The following tasks MUST be completed BEFORE you close the school year.

- Archiving Individual Student Reports
- Copying Scheduling Data
- Setting Next Year Student Fields
- Updating Status/Substatus for Next Year
- Enrolling Incoming Students
- Adjusting the Parent Portal and Student Portal
- Confirming Teacher Categories
- Setting BC Trax Month Field (BC Schools Only)
- Exporting Data (If Applicable)

Archiving Individual Student Reports

Registrars should archive, print, and/or save PDFs of Progress Reports, Report Cards, and Transcripts prior to closing the school year.  Archiving Official Reports can be performed through a multi-action with the files optionally made available to the Parent Portal.  Note: Transcripts do not need to be archived as they can be recreated from the historical marks.

Attendance reports, discipline reports, gradebooks and other reports involving data which is reset year to year may be generated and retained by the school.

Copying Scheduling Data

Closing the school year will replace the current year’s schedule with the next year's schedule.  If you do not have a schedule in the next year, then when the school year is closed you will have no schedule in the current year.

Note: The automatic scheduling functions that allow for using the Master Schedule Builder and the automated “Load Students” DO NOT EXIST in the Current Year. If anyone in the school still needs to use those features, you should not close the school year.

1. Copy the current year Block Codes and Period Codes into the Next Year.  This should be performed in each division that has a schedule.

2. Copy the current year Course Sections to Next Year. Each division may decide to copy the current course sections for next year (and modify them as necessary) OR the division may decide to build all the course sections from scratch. Copying the sections must be done prior to Closing the School Year or there will be no sections when the school year is closed.

For more information about Copying/Moving Schedules, please see the section on Scheduling Next Year below.

Setting Next Year Student Fields

Ensure that the next  year grade levels for your students are correct.  

Note:  The Next Year grade level fields can be seen on the Admin > Students list or the Scheduling > Students list, and the column is titled Gr NY.  If you do not see the field, click the gear above the details column and enable it.

Note: There are other next year fields which may need to be set including Day or Boarding Next Year, International Next Year, and more.  Advancing student grades can set the next year grade level for students as well as these other fields.

Note: Once the grades are properly advanced, you can begin the scheduling process. Note that in Scheduling, you will be working predominantly with a student’s “grade next year.” The “not returning” students and students without a “grade next year” will not appear in your scheduling lists.

Updating Status/Substatus for Next Year

In Admin > Students, users can view the current and next year status/substatus for their student.  Note:  The next year status and substatus may be different depending on which school division you are currently accessing.  Another way to evaluate students and their status’ is to create a DAT report using Students and linking in the Statuses By Division table.

The administrator can update student status/substatus for next academic year to indicate students who are graduating, returning, or withdrawing.  These changes are configured by Recording Student Actions which determine the Status/Substatus Calculation - Student.

One method is to find all students who are currently newly enrolled and mark them as Active or Returning for the next year. Similarly, all non-returning students can be marked as Withdrew for next year and all Pre-Enrolled students can be marked as Enrolled/Newly Enrolled for next year. Each school may have its own preference for handling this workflow.

Note: The next year student status and substatus will become the current year status and substatus after Closing the School Year.

Note: For students to access the CMS Portals, the student user must have a role of Student.  For parents to access the CMS Parent Portal, the parent user must have a role of Parent or ParentNY.  These roles are calculated according to the Roles Dictionary.  Any student whose status next year is “Graduated” will lose their access to the CMS portals when the school year is closed. To temporarily give students and parents access after Closing the School Year, you can create an action named something like “Portal Access” with an “Enrolled” status modifier, and give it to the student for the next academic year. That way, their status will remain “Enrolled” until you decide to revoke their access by removing the “Portal Access” action at a later date.

Note: The Graduated date on the transcript is usually based on an action of the same name.  It is possible to have a Graduated action configured to not change the status, and instead use a different action to change student status’ to Graduated at a later date.  This way the correct graduated date is shown on the transcript while the student status temporarily remains Enrolled until another action changes the status to Graduated.

Enrolling Incoming Students

This component can be completed before or after closing the school year. The Admissions staff can enroll incoming students by Applying Enrollment Profiles. Enrollment Profiles may also be applied automatically for students submitting (Re) Enrollment Contracts.

Adjusting the Parent Portal and Student Portal

If your school is using the CMS Parent/Student Portals, you need to consider the information you are displaying to the parents and students currently and the information you want them to have access to once the school year rolls over. Once the school year is closed, the next school year’s information is going to be displayed (schedules, homerooms, etc.). Make sure you adjust the portals according to what you want the parents to have access to over the summer.  Note: You can temporarily “disable” pages on these portals by requiring a role like “Security Full” to access the page.  Remove the role requirement to allow access again.  

Confirming Teacher Categories

The CMS Teacher Portal has a widget which allows teachers to map their Gradebook Categories associated with a current year course section to a corresponding section for next year.  This widget is usually placed at the bottom of the Class > Gradebook Settings page.  If the widget isn’t present, it can be added to the page via the Course > Gradebook Next Year option.  Note: If a teacher is teaching the same Course and Section next year, those course sections will automatically be considered mapped and associated gradebook items will be retained.

Example:  A teacher may be teaching Math section 01 this year, but next year they will be teaching Math section 03.  They can match their Math section 01 to next year’s Math section 03.

Teachers that do not have their course sections mapped to a corresponding next year course section will have the following gradebook items cleared:
    - Gradebook Preferences for unmapped course sections
    - Gradebook Assessments for unmapped course sections
    - Gradebook Assessments no longer associated with any course section
    - Gradebook Categories no longer associated with any assessments

Setting BC Trax Month Field (BC Schools Only)

When determining the Trax month for a student and a course, PCR Educator will first look at the student course override for the student, then the mark type exam percent’s month / mark type school percent’s month, then the course month (specified on the course).  Setting the BC Trax Month for a  Mark Type Marking Period involves Configuring Mark Types associated with the courses. Note: If multiple months are present for the mark types, the largest integer month for the course section is used.  Example:  There is no student course override.  The mark types for the course have months specified of 1 for quarter one, 3 for quarter two, 6 for quarter three and 8 for quarter four. If the course section only meets semester one then the month used will be 3.  If the course section only meets for quarter one, then the month will be 1.  If the course section is a full year course, then the month will be 8.

Scheduling Next Year 

Please confirm with the individuals responsible for scheduling each division that they have completed scheduling, or have at least copied the minimum required to next year.  Note:  The master schedule builder and master load student functions are only available as Next Year functions.  If any school division still requires use of these functions, do not close the school year.

Every academic division which contains scheduling information should complete these tasks prior to Closing the School Year:
1.  Copy the existing Blocks to next year.
2.  Copy the existing Period Codes / period code groups to next year.
3.  Copy the Course Sections to next year.
Note:  If these are not copied, then the school division will be creating entirely new ones after the close.

Note: You can set up daily rotations for next year in the current year configuration.  You can do this by going to Scheduling > Blocks > Daily Rotation.  When you close the school year, all rotation days assigned to dates prior to the close of the year will be removed and all future rotation dates will be kept intact.

If there are items that have not been taken care of or that need to be adjusted, you can exit the wizard and attend to those items. You may also click one of the links on this step to take you directly to the records in the current school division.

The chart at the bottom of this step indicates the existing blocks, period codes, and sections for each division. Please make sure that you have either copied that data or built new data for all divisions for the upcoming school year for any divisions which have schedules.

Fixing Different Courses with the Same Name 

This step is to help you clean the data that will be placed into historical marks for the students. If there are no students and courses listed, you may proceed to the next step. 

If a student has two or more courses with the same name but different ids, these will be recorded as multiple different records in historical marks, and these records will show as 2 or more separate lines on the transcript.  Example: A student has grades for courses Algebra I - ID 123 and Algebra I - ID 456. The student will have 2 rows appearing on the transcript, both showing “Algebra I.”

- You have the option to export the list and correct the records after the close.

- You have the option to leave the wizard and handle the courses prior to the close.  Options might include:
    1. Moving all report card grades to one version of the course
    2. Manually recording a historical record for the student regarding this course, then removing their grades from the current year courses.
    3. Migrating Single Student Current Year Marks to History and correcting the historical record.

Confirming Include on Transcript 


The “Include on Transcript” step allows you to locate courses which might be incorrectly excluded from transcripts and history.

The grid shows courses that have mark types that would ordinarily be found in historical marks (Term or Final grades) but the checkbox Include on Transcript is unchecked (which means that the grades would not be moved to history if the setting is not fixed).

The checkbox can be checked directly in the grid.

Reviewing Orphaned Grades

A student may have switched from one section of a course to another without using the “Transfer” button on the Conflicts screen.  In the case of a course set up as a single semester course, both the Orphaned grade and the student current grade (if any) will both be moved to history.  In the case of a full year course, one of the marks will be chosen arbitrarily.  Review any marks appearing in this list and note the “Orphaned?” column.  Note: If the “Orphaned?” column says “yes” then the student is no longer enrolled in that section of the course for that marking period.

If the student has both an Orphaned and non-Orphaned mark for the same course name, the orphaned mark should usually be deleted.

Note: This step shows any students who have more than one grade for the same course and marking period, but a different section.  A student may be legitimately taking multiple different sections of the same single semester course.

Reviewing Grades to History 

Historical Marks are those grades that will be saved and used for future transcripts for your students.  The “Reviewing Grades to History” step lists all the grades that will be archived to history.

The listing in the wizard is performed by Division and then by the Mark Types associated with each grade. Check to make sure that the grades will be placed into history correctly.  Note: It is difficult to fix them once they have been archived by Closing the School Year, though there are methods for Updating Historical Marks individually and in bulk.

For Coordinators who are Closing the School Year, make sure that the staff in each division works with you and has “signed off” on this data to ensure that the grades are properly stored. 

Review the total number of marks to be moved, particularly for any counts that seem unusually low or different.  This could indicate that a new courses’ mark types were not set up properly.  Otherwise, confirm that the totals for the various grade types are consistent with the number of students taking graded courses.

Note:  Term grades for course sections meeting only one term will be copied to the final grade for the course section unless a separate final grade mark type is present.

Note:  If you make changes when Configuring Mark Types, double check the Confirming Include on Transcript step doesn’t include new courses.

Reviewing Attendance to History

This step highlights the Attendance Types that will be summarized into history for transcripts.

The four types of daily attendance that are summarized are Absent Excused, Absent Unexcused, Late Excused, and Late Unexcused based on their Historical Meaning.  Attendance types without a Historical Meaning are not summarized.  If you have daily attendance types that do not have historical meaning showing on this step and that need to be stored, please modify those records here.  Note: Period attendance is not summarized to history.  Note:  Period Attendance can be converted to Daily Attendance by navigating to Admin > Attendance > Period Attendance, selecting the desired period attendance records, and using the “Generate Daily” multi-action.

Fixing Overlapping Marking Periods 

Overlapping marking periods are not permitted.  A daily attendance record that appears during an overlap would be counted multiple times - once for each overlapping marking period.  The marking periods are shown by division with the overlapping periods shown side by side.

To correct bad data in the marking period information, leave the wizard and fix the overlaps in the Marking Period Info. 

Review Users

Users that are incorrectly set up need to be corrected.  

“Staff associated with multiple users” - Staff records should only be associated with a single user.  The resolution depends on why there are multiple users.  If one of the users is a “parent” user, then this user should be removed and the remaining user used as both a staff and parent user.  If there is a duplicate staff user, disassociate the teacher from the user in the user profile.  Note: Be careful when deciding to remove a Staff user as it may be associated with DAT queries or filters.

“Students associated with multiple users” - Students should only be associated with a single user.  Choose which student user to retain and remove the other users for the student.

Parents associated with multiple users - Parents should only have a single user each.  First, make sure the Household Indicator is correctly specified for the users.  If there are still duplicates for a particular household and indicator, remove the duplicate users.  Note:  If the Parent is also a Staff, retain the staff user.

“Parent users with no indicator” - Make sure to specify the Household Indicator for users associated with households.

“User associated with Students and Household/Staff users” - Student users should not be associated with their parent households.  Household users should not be associated with student records. Note: One exception is when the student has a relationship of “Self” with the household.  This occurs for schools where the student applies and submits contracts instead of their parent performing those steps.  Note: Students who are alumni should receive a new user associated with their new household record.  Students typically have users with emails provided by the school.  After the student graduates, they need a household user based around their personal email address information.

Request Closing

All previous steps in the wizard must be completed prior to completing this step and all divisions should be finished with any data corrections before completing this step.

Number of Days School was in session - If your school lists the number of school days on transcripts, please make sure to enter the correct number in the box provided. 180 is the default number displayed.

Admissions Year is the current (pre-close) year that your Admissions is currently operating with.  This year is used to determine which notifications are retained in Admissions.

This step directs you to contact PCR Educator to request that our representatives perform additional closing steps.  Note:  You do not need to remain on this page while waiting for PCR Educator to contact you.  Note: It may take up to 2 business days. Note: The closing process is not reversible. Note: you should not be making any changes after this step and before the year is closed.

Wait to hear back from PCR Educator representatives.

Closing the Database Year Step

If you receive a ticket response from PCR Educator to proceed with Closing the Database, you will need to press the Finish button on this step to finalize the closing. 

When you are ready, press the Finish button to proceed.  You will be presented with a page showing the current status of the closing process.  Each step is shown with a timer counting how long the process has been running.  So long as the timer is still counting, the Close of Year process is still running.  Note: This page can be refreshed/reloaded if you experience an internet interruption.  Note: If the page stays on “Please wait…” for more than 30 seconds or if you reload the page and it indicates that the school year is not being closed, please contact PCR Support at 301-947-7380 ext 2.  Note:  Some steps may start counting over again.  This is expected behavior when there is a lot of data to process.  Note:  Do not press the back button on your browser or close your browser.  Please wait patiently until you are directed to the last step to confirm that the close was successful.

Reviewing Post-Close Checklist 

After Closing the Database Year Step is finished, please complete the following steps to ready the database for the next Academic Year.
1. Confirm the student status’ for the current year.  Corrections can be made by Recording Student Actions
2. Confirm Homerooms and Advisors for students
3. Update year specific attributes if applicable.  Example: You may be tracking Student groups through attributes.
4. Update the Marking Period Info for the new year
5. Update the Daily Rotation
6. If you are using development, check development campaigns.  Make sure you have the next year Annual Fund created if applicable.  Note: Development fiscal years are independent of the school year and do not get updated through this Close of the Year Process.  This is only a reminder.  Annual Fund campaigns may be created at any time.
7. If you are using Development, run the Alumni Wizard for graduating students.
8. Update online donations to use new year campaigns/products.
9. Check the admissions academic year in School Info
    - Check the Apply Online Academic Years for your Inquiry/Apply Online
    - Follow Advancing Admissions Records for the next admissions year if applicable.
10. Delete/deactivate old Users.  Note: The User article has important information on handling staff users.
11. Remove Purchase Options for former students/faculty

Note: After Closing the School Year, every student’s grade next year will be the same as their current grade.  This is desirable because of how the (Re) Enrollment Contract works. The (Re) Enrollment Contract Profiles should be looking at the grade next year field to determine which version of the (Re) Enrollment Contract is shown to the parents. If your (Re) Enrollment Contract Profiles operate like this, then you should wait before Advancing Student Grades in the new year until you stop accepting contracts for the new academic year.

Note: After Closing the School Year, the School Year is Closed checkbox will automatically be checked in the (Re) Enrollment Contract Application Setup.
 
Need help navigating the delicate process of scheduling students into classes? Let us connect you with one of our scheduling pros, who will come up with a tailor-made solution for your school’s needs! Follow this link to schedule a call today https://bit.ly/3gsDgpF.
The Close of the School Year Wizard will be available starting July 1st! Keep in mind that you can send notifications to next year’s families, and give them access to the Parent Portal (including next year's schedules), prior to closing this school year. As always, please plan ahead and reserve multiple business days with us in case you need support in closing the school year.

Note: The close of the school year wizard will not be available if your school exceeds the purchased database storage amount. Please contact support@pcreducator.com for help addressing this.
To migrate a single student’s current year marks to history, navigate to Admin > Student > Details > Move To History.  You will need Marks Full roles to access this screen.  

Move To History will act like a closing the school year wizard for just this one student: 
- their marks will move to history 
- the current year grading and comment data will be removed
- daily attendance will be summarized
- attendance records will be removed
- student will be removed from all their classes
GL Account is an account or record used to sort, store and summarize a school's transactions. These accounts are arranged in the Chart of Accounts.

To create a new account, select the correct ledger in the top right corner of the page. Go to Finance > Ledger > Chart of Accounts. Click New on the right side of the page to enter the new account details.

Account Name is the name of the account listed in the chart of accounts. Note: Changing the account name of an existing account will update the account name on all associated transactions.

Account Number is the account number associated with the account. You can enter the account number directly, or click the Account Number link. The account number link has the section, description, and numbers that are listed in Finance > Maintenance > Account Number Mapping. Note: Changing the account number of an existing account will update the account number for all associated transactions.

Account Description can be any description you want to be entered for the account.

Category is the classification the account belongs to. Example: Asset, Liability, Equity, NetAsset, Revenue, Expense, Gain, Loss.

Type is the type of account based on the category. Example: Category Revenue - Type Income, Category Asset - Type Bank Account

Account Sub Types are a further classification of the account. Make a selection from the drop-down. Note: Sub Types can be added by clicking the Account Sub Types link.

Contra to Account
is where you set the account the new account is contra to, if applicable. Note: A contra account is an account that offsets the balance of the associated account.

Is Aggregate? is a checkbox to mark if the account will include the sum balance of this account and any sub-accounts connected to it.

Suppress Reporting? is a checkbox that prevents the account from being listed in the reports.

Note: You can associate accounts with multiple ledgers by going to Finance > Ledgers > Chart of Accounts > Details > Associate with Ledgers.
Account mapping is the process of creating definable sections in the account numbers that will be used. Each section in the account number can represent a division, department or account type that the school has created.
Example:
 
1-00-1650-12

Division Department Account Type Account Sub Type
(1) 0 (1) (650) (12)

The individual sections of the account number are created in Finance > Maintenance > Account Number. You will need to create the account number mask first.

  - Enter the name of the section in the text box at the top left of the page and click Add Section. 

  - Select the section name, the type and the count. Note: Types like digit and letter use count to represent the number of integers or letters used. Types like specific value allow you to enter a specific letter, integer or symbol. Example: digit 2 represents an account segment with 2 digits. Example: specific value “-” shows as “-” allowing to separate other meaningful segments of an account number.

  - Click Add Mask.
  
  - Repeat steps until all account number sections required are added.

Note: The order of the sections can be rearranged by selecting the up or down arrows under the section name.

The value represented in each section is entered in Finance > Maintenance > Account Number Mappings.

  - Select the section name from the drop-box on the top of the page.

  - Enter the code for that section. Note: The code is the value for that section in the account number. Example: a 2-digit section representing campus of the school may have codes 01 and 02 that refer to descriptions “Austin”, “Washington DC” 

  - Enter the description for the code. Note: The description would be what the value entered for the code represents.

  - Click Add.

  - Repeat steps for all sections added to the account number.
 

Category Type
Asset Bank Account, Accounts Receivable, Fixed Asset, Other, Depreciation, Undeposited Funds, Prepaid Expense.
Equity Equity
Net Asset Unrestricted, Temporarily Restricted, Permanently Restricted, Net Asset
Liability Accounts Payable, Credit Card, Current, Long Term, Deferred Revenue, Unearned Revenue, Other
Revenue Income, Unrestricted, Temporarily Restricted, Permanently Restricted, Other
Expense Wage, Expense, Unrestricted, Temporarily Restricted, Permanently Restricted, Prepaid Expense, Other
Gain Gain, Other
Loss Loss, Other
CMS Widget is a building element of any CMS page. Content and functionality of CMS pages are defined through CMS widgets. Anything you want your page to do, you do it with a widget. Following are examples of how widgets define the content and functionality of pages in PCR Educator:

  - To display text on your page, you use the CMS Text widget.
  - To display news on your page, you use the News widget.
  - To display a menu on your page, you use the Navigation widget.

Note: All CMS Widgets have a set of CMS Widget - Standard Properties. 
Note: CMS pages are containers where you add the content and the functionality using widgets.

Please follow the steps in Adding CMS Widget to add a new widget.
 
Website Full Role is required to add a CMS Widget.

  1. Click the “Content” link on the top-left of the page.
  2. Click the “Add Widget” tab on the right of the page.
  3. Select the appropriate CMS Container. Note: The selected container will be highlighted on the page to indicate where the CMS Widget is being added.
  4. Select the CMS Widget Category by clicking on the plus icon.
  5. Click on the appropriate CMS Widget to add it to the page.
  6. Specify the properties and click Save.  Note: See CMS Widget - Standard Properties for more information.
 
One of the following roles are required to access the query: Development Full, Development Read.

This query returns the contact information, due date/amount, and payment information of any donation containing an error from the last 30 days.
 
Chart of Accounts is a list of all the GL Accounts  that have been entered into one of the Ledgers by the school. The accounts are specific to a given ledger and use the format set up in GL Account Mapping.

There are three basics accounts needed in the Finance portal: 

A Revenue Account, which is a category of accounts used to record the money that the school has received. Revenue accounts can have the account type income, unrestricted, temporarily restricted, permanently restricted, or other. 

An Accounts Receivable account, which is a revenue account used to record customer transactions from billing a customer for goods or services they have purchased. The account type for this account should be income.

A Deposit/Bank Account, which is used to record all payments to the school. The category for this account can be liability or asset and the account type is Bank Account.
Ever find yourself a little lost in the DAT? What if I told you there was an easy way to find what you’re looking for, and better yet, that we have a video showing you exactly how to do it? 

Your aimless DAT wandering days are over! Take a gander at our latest video showcasing the DAT Search feature here: https://www.youtube.com/watch?v=jBBqg3pYnbM
 
One of the following roles are required to access the query: Marks Full, Marks Read, Registrar Full, Registrar Read.

This query returns all saved Interim comments for the current school year along with student and course information.
 
More exciting update news! We have added an option to allocate credits to open invoices when adding/dropping courses in the Finance Module. This means that when you drop a student from a class and it results in a credit, this credit can be used to add a student to a new class or to apply it to other open invoices. 
 
PCR Educator’s Smart Forms are interactive forms that rely on real-time answers to previous questions to dynamically change what the user sees next. This functionality allows you to tailor your forms and personalize their appearance. You can also declutter your questionnaires by hiding sections, questions or entire pages based on the information in the database or based on the answers provided earlier in the form. Smart Forms are available for all CMS portals and features, including online inquiry and application process, annual forms, activity registration, parent and student information update forms, online donation and summer forms. 

Check out our latest video to see Smart Forms in action https://www.youtube.com/watch?v=qEajfvJ_F90.
Great news!  We have added a Pay to Name field to AP Invoices allowing you to select the name that will later appear on the payment from a list of names associated with the selected vendor: default Pay to Name, Vendor Name, Contact 1 and Contact 2 names. Vendor Invoice Pay to Name carries over to the payment, although you can still overwrite it on the payment level with one of the names associated with the vendor.
It’s that time of the year again! Summer break is nearly here! You know, it reminds me of that classic song . . . 

♫School’s out for summer♫
♫School’s out forever♫ 
♫Not really though, just a few months generally but it varies by district♫
♫You should know this, you work in education. It’s actually pretty alarming that you don’t know this♫

Alright, it’s time to settle down and stop with the air guitar. That unforgettable tune was just a segue to our main point:

The Close of the School Year Wizard will be available starting July 1st! Keep in mind that you can send notifications to next year’s families, and give them access to the Parent Portal (including next year's schedules), prior to closing this school year. As always, please plan ahead and reserve multiple business days with us in case you need support in closing the school year.

Note: The close of the school year wizard will not be available if your school exceeds the purchased database storage amount. Please contact support@pcreducator.com for help addressing this.
 
A vendor payment is created when a school pays their suppliers for any goods or items that the school may have purchased.

Payment Account refers to the account that will be credited. This will normally be your bank account.

Name on Payment defaults to Pay to Name specified on the invoice, or to the vendor’s Pay to Name for Misc Payments.     Users can select from the vendor’s  Pay To Name (default, specified on the vendor record), Vendor Name, associated Contact 1 or Contact 2 names. Note: Pay to Name specified on the invoice carries over to the check unless overwritten. Example: if a vendor represents a staff household where both Contact 1 and Contact 2 are staff at your school, you will select Contact 1 name for Contact 1, and Contact 2 for Contact 2.

Payment Number refers to the check number or the reference number if you are not paying with a check.  If you are paying with a check, the payment number will be printed on your check.

Vendor Memo is used to enter a payment description that you may possibly show on your check.

Internal Memo is used to enter a payment description that you may not necessarily share with vendors.

Debit Account will normally be your Accounts Payable.
AP Invoice represents a request for received payment for products and services. AP invoices might represent a bill for ongoing services, or they can be based on purchase orders for specific items and services.  To access AP Invoices navigate to Finance - AP - Invoices.  You will need FinanceAP Full or FinanceAP Read roles to access this page.

Invoice Date is the date as it appears on the invoice.  When entering an invoice for a vendor with a Payment Term, this date will be used to calculate the Due Date.  

Due Date controls when the invoice is shown as due.  Note: You can specify this date according to when you want to pay this invoice rather than when the vendor says the invoice is due.

Post Date controls the ledger transaction date.  This date is also used for vendor balance calculations.  

Posted Date is the date when an invoice was posted to the ledger. This date represents the actual date when the post button was clicked as opposed to Post Date which represents the date when the invoice is recognized in the ledger. Example:  The current date and time is 1/1/2020 2:08pm.  The Post Date specified on the invoice is 2/2/2020.  When you click the button to post the invoice, the invoice will have the Post Date in the ledger as 2/2/2020 while the Posted Date would be 1/1/2020 2:08pm.

Voided Date is the date that the invoice appears as voided in the ledger.

Entered Date is the date and time that the invoice was entered into the system. This date is not controlled by users, but is automatically recorded by the system.

Pay to Name is the name that will appear on the AP Payment such as a printed check. Users can select from the vendor’s  Pay To Name (default, specified on the vendor record), Vendor name, associated Contact 1 or Contact 2 names. Note: Pay to Name specified on the invoice carries over to the check unless overwritten. Example: if a vendor represents a staff household where both Contact 1 and Contact 2 are staff at your school, you will select Contact 1 name for Contact 1, and Contact 2 for Contact 2.
 
Follow the steps below when you no longer want to accept online applications:

Website Full role is required to make this change. 

  - Navigate to the Applicant Profile page
  - Go to properties of the Applications widget
  - Clear out the Application Academic Year1 and ApplicationAcademicYear2 settings

Note: Please remove any references on your public website that direct users to the online application once the application is closed.

Note
: Consider adding a message on the Apply Online login page to let users know that the application is closed.  

Note: If  you plan to close the online application for a specific program, you can remove the option to select that program from your Inquiry Form and the online application.

Note: If you plan to close the online application for specific grade levels, uncheck the grade levels within the Apply Online Grade Levels setting in the Applications widget.
Automatic Notification Triggers allow schools to send emails automatically through PCR Educator once a specific action or event has occurred. Some common uses of this feature include notifying users when they have a payment due, reminding parents of missing requirements in their admissions application or notifying parents when a student’s grade drops below a certain value. The possibilities are nearly endless!

Follow this link for a how-to video on setting up automatic birthday messages for students https://www.youtube.com/watch?v=k8JBoJidza0.
Alumni engagement is all about forming powerful connections that encourage former students to give back. Prior to graduation, they were on campus every day, creating memories to last a lifetime. Now, they’re scattered across the country, making it difficult to maintain those relationships.

Alumni members make up the heart of your school. Nothing comes close to matching the support and connections they provide. And once that support is gone, it can be next to impossible to get it back.

Preferably, you should seek to engage alumni the moment they graduate. Otherwise, their support may begin to fade, leaving you without the emotional and monetary support your school needs.

However, don’t let that discourage you. There are a number of ways to cultivate relationships with alumni that may even earn back the support of those who graduated decades ago. Here are a few effective strategies to help you get started.

Recognize That All Alumni Are Not The Same

7 out of 10 college grads leave with student loan debt. On average, those students owe $33,000. Whether your school is K-12 or a university, your alumni are likely facing debt in their future, or already possess it. Like it or not, these alumni will probably want to pay for their own education before funding someone else’s.

On the other hand, there are many successful, older alumni who you should definitely ask for support. The point is that alumni span nearly all stages of life and financial situations. For schools seeking donations from alumni, segmenting is a must. 

Alumni associations have, at the very least, a contact’s graduation year. With the rise in student debt over the years, this in itself may indicate a graduate’s ability to donate.

Remain True To Your School’s Brand

Alumni often look back on their school days with nostalgic memories rooted in its shared history. If your school has a historic building name, student cheering section, a statue on campus, former beloved faculty or fun athletic ritual, don’t hesitate to play those heartstrings!

Stay Relevant

Staying trendy and tuned in with what is going on in the world should be top of mind when planning to engage your alumni. It could be something that is trending on social media, in the news or a popular sporting event. Almost any high-profile event can be turned into a fun way to engage this group.

Invest in a digital fundraising platform for Peer-to-Peer Fundraising

Schools of every size rely on funding to evolve. Directly involving alumni by encouraging them to raise funds themselves is a proven retention strategy. When they take their involvement to the next level, they feel much more involved in the success of your school. A digital fundraising platform allows your school to develop these relationships with much less effort. Here are some great ideas that the right fundraising program could bring to fruition:

Use automation to keep alumni engaged

To re-engage alumni, you need to constantly remind them of their roots. However, depending on the size of your school, this is probably impossible to do on a one-on-one level. That’s where automation can help.

Instead of creating general messages that don’t appeal to anyone, automation that adheres to segmentation allows you to create personalized appeals. In other words, automating communications is only half the process. The other half is ensuring that your messages reach receptive audiences.

To take it a step further, make combinations of segments for different appeals. For instance, start by drafting an appeal for a specific program that a list of donors avidly supports. Then, tailor that message based on the communication platform. That way, you’re adhering to communication preferences while also engaging them based on common interests.

Once you’ve harnessed the power of automated marketing, create targeted newsletters and incorporate it into your fundraising campaigns. This way, alumni can stay up-to-date on what’s happening at their alma mater while saving your development directors more time.

Organize giving events

Create powerful giving initiatives like a crowdfunding campaign, peer-to-peer fundraising or an annual giving day. 

Gamify fundraising

Nothing motivates alumni, or anyone for that matter, like a good competition. Turning fundraising into a game encourages alumni to compete for the top spot and reach important fundraising milestones for digital rewards.

Empower storytellers

Having a platform that identifies supporters with powerful stories is crucial. These stories allow you to build much more engaging campaigns that encourage other alumni to give. 

From payment processors to matching gift systems, fundraising strategy will absolutely involve several tech solutions. Make sure that your chosen platform interacts with the necessary software for your school, or better yet, find a service that provides everything you need in one package.

Implement P2P Fundraising for Recent Grads

Peer-to-peer fundraising is a great fit for recent grads who may not initially want to or be able to donate. Your tech-savvy grads are used to navigating social networks. Giving them the opportunity to fundraise empowers within their own social circles gives them the ability to support their school with the skills and resources they have. Some friends and family may give simply to support the alumnus’s goal, but fundraisers may also be able to reach other alumni for whom you don’t have up-to-date contact information.

Here are a few tips on how to implement P2P fundraising:

Make it personal

Some alumni appeals can sound very impersonal and vague.
Whenever possible, ask alumni to fundraise for specific projects. Help create a personal connection for alumni by sending them an impact story relating to their department of study.

Give them a concrete goal

This is another way great way to make fundraising for the school a more focused effort. Offer concrete goals such as funding a specific scholarship, or sending a team to a regional playoff. Show your alumni the real-world impact they provide. Like just about any donor, they want to do good and make a difference.

Link it to Social Media

Use alumni groups on Facebook and LinkedIn to promote fundraising. A graduate can then create a page and share it with their friends and followers.

Give Alumni a Designated Place On Your Website


With most school websites focusing on prospects, it can be very easy to lose sight of your alumni. These pages are often tucked away in your site map, two or three clicks away from the homepage.

Two popular ways to engage alumni using your website are alumni Mini Sites and alumni portals.

Alumni Mini Sites can easily segment your alumni web presence. A Mini Site is an altered version of your main website that’s specifically catered to a certain visitor. Consider creating an alumni Mini Site, with everything an alum would want to look for placed front and center with the primary focus of this website.

An alumni portal is a password-protected area where alumni have access to the same information listed above but in a private area.

Build a Lifelong Relationship


For alumni who have graduated in the past five years, fundraising should place its focus on building lasting relationships with high lifetime donor values. That eighteen to twenty-something that donates $25 could give more and more as their career progresses. Starting with a reasonable ask now can create a relationship that pays off big later on down the line.

To cultivate these long-term relationships means staying in contact with alumni. If a grad isn’t interested in donating or fundraising, ask for up-to-date contact information so you can reach out later on.

Lastly, remember that a healthy relationship needs give and take. Make sure your alumni association is offering networking and reunion events with value to these potential donors. The goal is to be seen as a partner and a valuable resource, not an institution that just calls to ask for cash.

While it makes sense to ask for larger donations from older, more established alumni, make sure your university fundraising strategy provides giving options for your entire community. Like all organizations, your audience is made up of very different people and segmenting will allow you to communicate and fundraise more effectively.
 
The (Re) Enrollment Contract Impersonate allows you to impersonate the parent of a Student to see the same information as parents would see if they used their login and password to access the same application.  Note:  Users available in the dropdown must have the Parent, Parent NY, or Applicant role.  Moreover, the Full Name field must be populated in Security > Users > Details > Profile screen.  Note:  If the parent has a qualifying applicant based on the (Re) Enrollment Contract Admissions Enrolling for Contract Setup, they may be pre-enrolled when you impersonate them.
 
When a (Re) Enrollment Contract is submitted, your school may decide to use (Re) Enrollment Contract Signing process to add the administrative signature at the end of the contract and then publish the countersigned contract to the parent or student portals. In this case, (Re) Enrollment Contract Signature refers to the administrative signature. 

Note: (Re) Enrollment Contract Signing is an optional feature and you may decide that once parents or students submit (Re) Enrollment Contract, the contract is considered executed. Consult your legal representative to decide which approach will work best in your case. 
 
Contract Full role is required to configure (Re) Enrollment Contract Signature.

Follow (Re) Enrollment Contract Application Setup to specify Sign Contract Action, Use Electronic Signature, Electronic Signature, and Signature Disclosure settings.

  1. Navigate to the Finance > Contracts > Student Contracts - Signature Setup
  2. Upload a signature that is approximately 260 x 55 pixels. The accepted file extensions include .jpg, .jpeg, and .png.

To sign the contract, follow (Re) Enrollment Contract Signing.
 
Contract Full role is required to add (Re) Enrollment Contract Signature.

Follow (Re) Enrollment Contract Signature Setup.

  1. Navigate to the Finance > Contracts > Student Contracts
  2. Select student records and select the “Sign” option from the multi-action menu
  3. Click the “Sign” button
 
PCR Educator’s latest update Knowledge Base makes it easier for users to find solutions to any issues they may run into. The Knowledge Base now contains the Application Guides category, where users can quickly locate all Knowledge Base articles related to a specific topic. Here is a guided tour of this helpful functionality: https://youtu.be/o52IP3g-f9I

Stay tuned for more Application Guides to be added in the future!

Auto-Pay Configuration is a record that represents a collection of rules for payment processing for Automated Payment Processing,  used to pay invoices using the Stored Payment Info, or to accept payments for Contracts or through the CMS. Navigate  to Finance > Maintenance > Auto-Pay Configurations to set up Auto-Pay configurations.  You need the FinanceAR Full role to access this page.  Note:  For fully automated payment processing, create a Customer Invoice Filter which selects the invoices to be paid.  The filter should be sufficiently generic that on any given day, it selects the desired invoices to be paid.

Auto-Pay Configuration Type determines how the Auto-Pay operates.
    - Inactive: The auto-pay configuration is no longer used.
    - Auto: The auto-pay is processed automatically.  The Customer Invoices paid are determined by the Customer Invoice Filter.
    - Manual: The auto-pay configuration is available when using the Finance > AR > Invoices, Auto-Pay multi-action or to accept payments for Contracts or through the CMS.

Payment Configuration is the Payment Configuration used to process the payments.

Stored Payment Type is the type used when processing payments.  For Contracts and CMS if this is specified then the payment used will be recorded with the Stored Payment Info.  Note: If no Auto-pay type is specified, no Stored Payment Info is recorded. Note: When paying invoices via multi-action, if a customer doesn’t have a Stored Payment configured with this Stored Payment Type, no payment is processed for that customer.

Payment Method determines which Stored Payment method this configuration is applicable for.  

Pay Type determined how to charge the invoice.
    - Due Amounts: charges the next due amount as well as any overdue amount.
    - Low Balance: charges the Autoload Amount if the current balance drops below the Autoload Balance. Note: This is typically used to auto-charge for Lunch ledger balances.  
    - Overdue Amounts: charges overdue amounts only.

Pay Options is either Per Customer or Per Student.
    - Per Customer: One payment is charged per customer for all their payable invoices.
    - Per Student: One payment is charged for each student for all that student’s payable invoice.
Note:  If the Application Setup is set for Finance Require Student, then choose the Per Student option.  Otherwise, to minimize convenience fees charged, select Per Customer.  Example:  If a customer has 3 students and 5 invoices to be paid for each student, the Per Customer option initiates only 1 charge to cover all 15 invoices.  The Per Student option initiates 3 charges, one for each student paying the student’s 5 invoices.  

AR (Credit) Account is the Accounts Receivable account used for the customer receipt.

Deferred/Unearned Account is the unearned account used for payments applied to future invoices.  Note: The Unearned/Deferred Account is used for deposit receipts being applied to future invoices.  When you finalize the deposit, the reported Accounts Receivable balance will be adjusted from the deposit date through the invoice issued date as long as the invoice is dated later than the deposit.  Example:  In the following example, the customer paid their deposit on 6/1/2016.  The invoice is issued on 7/1/2016 for the next fiscal year.  The unearned account is specified as “Unearned Revenue (Tuition).”  When the receipt is “Finalized,” the following transactions are added to the general ledger.  This results in the AR being reported accurately during the period between when the receipt was received and the invoice is issued: AR is re-increased during the span between the receipt date and the invoice date.

Account Fiscal Year Date Type Amount
Unearned FY16-17 7/1/2016 Debit $1000.00
AR FY16-17 7/1/2016 Credit $1000.00
Unearned FY15-16 6/1/2016 Credit $1000.00
AR FY15-16 6/1/2016 Debit $1000.00


Classification determines the classification used for customer receipts.

Deposit choose “New Deposit” for Credit Cards.  For E-Check, you may specify a deposit which will act as an Undeposited Funds which never gets posted, or “New Deposit”

Deposit Account determines which general ledger account appears on the deposit.  This account represents the bank account where the Payment Processor deposits funds.

Deposit Description determines the description which appears on the deposit.

Deposit Date is required for the initial setup, but the current date is used when creating the actual deposit.

Deposit Classification determines the classification used on the deposit.

Receipt Method determines the receipt method appearing on the customer receipts.

Receipt Memo is the public customer memo used for the customer receipts and statements.

Internal Memo is any internal comment that is not visible to customers.

Convenience Fee Product is the product used to determine any convenience fee for each payment.  Note: The convenience fee is applied as a separate invoice.  Note: Fee information is not required.

Fee AR (Credit) Account is the Accounts Receivable account used for the Convenience Fee invoice.

Fee Classification is the classification used for the Convenience Fee invoice.

Convenience Term is the payment term used for the Convenience Fee invoice.  Note: The payment term is typically set to  “Due Immediately” or similar terms.

Convenience Memo is the customer memo that appears on the convenience fee customer invoice and customer statements.

Post Fee Invoices determines if the convenience fee invoices are posted to the general ledger automatically.

Customer Invoice Filter determines which invoices are eligible to be paid by the auto-pay configuration.  Note:  This field is only applicable if the Auto-Pay Configuration Type is “Auto.”  Note: Customer Invoice filters are configured on the Finance > AR > Customer Invoices page.  You need FinanceAR Full or FinanceAR Read to access this page.  Note:  The Customer Invoice Filter should only include unvoided invoices with an unpaid balance.  Add additional conditions to restrict the invoices based on due dates.  Additional restrictions are at your discretion.  Example: Add additional restrictions for posted only invoices, or Contract 2018 only invoices.

Receipt Email Template is the template for the email that is sent after their payment has been made successfully.  This template is based on an email using the Finance > AR > Receipts multi-action Email. You need FinanceAR Full or FinanceAR Read to access this page.  Note: The email is only applicable to Automated Payment Processing. The email will not go out when the payment is made through the CMS Portal.
 


Administrator Emails are email addresses which receive a payment summary email once the payments are processed.

Note: Convenience Fee Product, Fee AR (Credit) Account, Fee Classification, Convenience Terms, Convenience Memo, and Post Fee Invoices are fields necessary for creating a Convenience Fee invoice.  If no fee is to be charged, leave all of these fields blank.
(Re) Enrollment Contract is a customized online application for parents to sign online contracts for their returning and new students.  With the (Re) Enrollment Contract you can have
    - Customized tuition rates by grade level, boarding criteria, citizenship, and more
    - Optional fees for lunch programs, after school, transportation, and more
    - Credits automatically applied for students with financial aid
    - Flexible payment plans
    - Online deposit payments by Credit Card or Electronic Check (ECheck)
    - Invoices automatically generated upon submission
    - Electronically signed pdfs of the options chosen and fees agreed to 

Note: Once a (Re) Enrollment Contract has been completed, your school may send the parent to (Re) Enrollment Forms to update their household information.  Alternatively, you may have parents complete (Re) Enrollment Forms prior to completing the (Re) Enrollment Contract.  (Re) Enrollment Contract Holds has additional information on how you might set this up.

Note: Each (Re) Enrollment Contract configuration can only be used once.  PCR Educator provides a copy of the selected (Re) Enrollment Contract for each new season.

To set up the (Re) Enrollment Contract, follow these steps:

1. (Re) Enrollment Contract Pre-Setup covers everything that needs to be configured in the administrative portal prior to setting up the (Re) Enrollment Contract.

2. (Re) Enrollment Contract Settings covers the various settings which determine how the (Re) Enrollment Contract will operate.

3. (Re) Enrollment Contract Profiles are variations of the (Re) Enrollment Contract for different kinds of students.

4. (Re) Enrollment Contract Statistics provides counts and  details for various potential setup issues.

5. (Re) Enrollment Contract Cleaning Control Options for Students resets a student’s contract or applies a custom (Re) Enrollment Contract Profile.

6. (Re) Enrollment Contract Impersonate allows you to impersonate a parent and see the (Re) Enrollment Contract as the parent sees it.

7. (Re) Enrollment Contract Sections organize the (Re) Enrollment Contract.

8. (Re) Enrollment Contract Controls are the various controls which appear in each (Re) Enrollment Contract Section.  The controls determine the (Re) Enrollment Contract Tuition, Fees, and Deposits which apply to a (Re) Enrollment Contract Profile.

9. (Re) Enrollment Contract Holds define actions which will prevent a student from starting a (Re) Enrollment Contract.

10. (Re) Enrollment Contract Integrity is an important integrity check to use before making the (Re) Enrollment Contract live.

11. (Re) Enrollment Contract Overrides allow you to override the fees for particular student (Re) Enrollment Contracts.

12. (Re) Enrollment Contract Checklist provides a quick summary of items to review before making the (Re) Enrollment Contract live.

(Re) Enrollment Contract
-(Re) Enrollment Contract Year to Year
-Updating (Re) Enrollment Contract Year to Year 
-(Re) Enrollment Contract Pre-Setup
-(Re) Enrollment Contract Settings
--(Re) Enrollment Contract Application Setup
--(Re) Enrollment Contract Invoice / Payment Setup
-- (Re) Enrollment Contract Admissions Enrolling for Contract Setup
--(Re) Enrollment Contract Confirmation Email Setup
--(Re) Enrollment Contract Enrollment Options Setup
-(Re) Enrollment Contract Profile
--(Re) Enrollment Contract Profile Configuration
--(Re) Enrollment Contract Profile Alternatives
-(Re) Enrollment Contract Statistics
-(Re) Enrollment Contract Cleaning Control Options for Students
-(Re) Enrollment Contract Impersonate
-(Re) Enrollment Contract Section
--(Re) Enrollment Contract Control
---(Re) Enrollment Contract Control Option
---(Re) Enrollment Contract Check Box Control
---(Re) Enrollment Contract Radio Button Control
---(Re) Enrollment Contract Signature Control
---(Re) Enrollment Contract Text Control
---(Re) Enrollment Contract Date Stamp Control
---(Re) Enrollment Contract Financial Aid Control
---(Re) Enrollment Contract Payment Options Control
---(Re) Enrollment Contract Transportation Control
---(Re) Enrollment Contract Transportation Multi Control
-(Re) Enrollment Contract Holds
-(Re) Enrollment Contract Overrides
-(Re) Enrollment Contract Integrity
-(Re) Enrollment Contract Tuition, Fees, and Deposits
-(Re) Enrollment Contract Instructions
-Verifying (Re) Enrollment Contract Profile
- (Re) Enrollment Contract Checklist
- (Re) Enrollment Contract Signature
- (Re) Enrollment Contract Signature Setup
- (Re) Enrollment Contract Signing
 
FAQ
-Why is my (Re) Enrollment Contract header banner running off the side of the page?
-Why do I not see the new action types I created in (Re) Enrollment Contract > Settings?
-Why is the student’s financial aid not showing in the (Re) Enrollment Contract?
-Why am I not taken to the payment screen before the (Re) Enrollment Contract is submitted?
-Why is a student not showing when a parent logs in to the (Re) Enrollment Contract application?
-Why is a graduated or withdrawn student is showing when a parent logs into the (Re) Enrollment Contract application?
-Why am I receiving an error when trying to submit the (Re) Enrollment Contract from the payment page?
-Why is there is extra space between paragraphs on the PDF version of my (Re) Enrollment Contract?
-Why are the drop downs in Finance > Contracts > Student Contracts - Options Selected showing the same option multiple times for (Re) Enrollment Contracts?
-How can I change the line items on the Summary Page in the (Re) Enrollment Contract?
-What does it mean when I receive an error in my email for the (Re) Enrollment Contract?
-How can I manually apply Financial Aid Awards to Customer Invoices?
 
PCR Educator's email service has received an extensive update. Here are just a few of the many benefits you can expect to see:
  • Experience speeds up to 10x faster than our previous platform. 
  • Send and track high-volume emails effortlessly.
  • Say goodbye to bounced emails with SMTP Reputation Defender: Automatically catch bad emails before you send them, making unexpected hard or soft bounces a thing of the past.
  • Avoid ending up in the Junk Mailbox with our ironclad spam filter avoidance.
  • Auto-trigger product or feature usage-based emails, onboarding communications and other customer-centric emails.
The best news is that you don’t have to change a thing about your emailing procedure, all of these upgrades are quietly taking place in the background!
PCR Educator is excited to announce a new feature that allows the recording of a pledge payment through a Trust or a Foundation! The new feature enables a Contact to make a payment against another Contact’s pledge as long as they are connected through Contact Relationship. Follow this link for a demonstration of this new feature: https://youtu.be/2uHg5z9hv0A 

For more information, see Recording Donations One-at-a-time. We appreciate your suggestions and are always looking for ways to improve your experience!
 
We are pleased to inform you that we added new features to the Invoice Expense Allocation Report!  
   - The report will now have an option to be grouped by Vendor (if vendor records are selected) or by Invoice (if vendor invoice records are selected). 
   - Moreover, the report will include subtotals. 
   - Finally, we have added additional information such as Invoice Id, Invoice Number, Posted Date, Invoice Date, Vendor Memo, Internal Memo, Pay to Address, Purchase Order Id, Posted Indicator, Voided Indicator, and Transaction Register Id. 
 
According to https://downdetector.com/status/network-solutions/map/ there are several locations where DNS problems may restrict access to various websites including PCR Educator’s products. Some of the known side effects are undelivered emails and visual appearance issues.
DAT Calculated/Aggregate Field Condition is a logical condition that can be added to a selected table as a part of the DAT Query - Step 1 - Adding Conditions process. This type of condition can restrict the results of DAT Query based on two types of fields:

  - DAT Calculated Field that is calculated through DAT Fields - Step 2 - Adding Calculated Field
  - DAT Aggregate Field that is calculated through DAT Fields - Step 2 - Aggregating

If you choose to add a DAT Calculated/Aggregate Field Condition condition, follow these steps: 

  - Select Calculated/Aggregate Field condition type
  - Choose the field you want to add the condition for
  - Choose the desired DAT Operator and value if applicable
 
Before the start of a new admissions cycle, an administrative user must adjust their school’s Apply Online settings to move the academic year forward. Find a full explanation of the process here.
Our latest update brings new features to the Data Analytics tool! You now have the ability to add calculated fields and calculated field conditions to any query. Follow this link for a detailed showcase of these helpful new tools: https://youtu.be/E2OvUncI_Qs
With the next release, users can bypass the course grade level and birthdate requirements by setting the skip_course_grade_level_and_birthday_validation column to 1.
Projected Marks functionality allows searching for reported marks or current gradebook marks.  This feature is especially useful for querying on marks that are in the gradebook but have not yet been reported.  Example: searching for students who have below 70% in the gradebook average in a selected course section.

To access Projected Marks, navigate to Admin > Comments & Marks > Marks (Projected).  Marks Full or Marks Read role is required to access this screen. 

The Refresh button calculates the live gradebook average.  Note: It may take a few minutes for marks to refresh.

The Range field enables users to query on min/max gradebook average or reported marks.

Note: The entries highlighted in pink refer to Orphaned Marks.
As I’m sure you’re well aware, retention is one of the most effective strategies for private or independent schools. It has remained one of the most worthwhile uses of a school administration’s precious time. You’ve likely already experienced some of the benefits of retention- like creating a tight-knit community and a reduction in replacement costs. Not to mention the impact that losing a student or family has on your community — it can be difficult for teachers, students, and faculty to see such an integral part of your school family go. It’s crucial for your school to keep retention high, but that can be a difficult proposition, especially in times like these. To alleviate some of the stress, we’ve created a list of proven strategies to combat student attrition.

Reasons Why Retention is Important

Lessen the impact of COVID-19 and the Increase of Non-Traditional Families 

For many schools, COVID-19 has led to a rush of new and non-traditional families enrolling at private and independent schools. Many families jumped from public to private schools in search of in-person instruction for their children, or a better virtual learning environment if in-person still wasn’t an option. In a perfect world, you’d want these families to stick around long after the circumstances of COVID have subsided. In order to make that happen, you will need to be vigilant about retention. Have a plan in place to make them want to stay.

Retention is Crucial to Hit Enrollment Goals

In the last few years, independent and private schools have been facing growing competition. Over half of private schools have seen increases in voluntary attrition over the last 3 years, according to a study from the Enrollment Management Association (EMA). As more schools vie for families’ attention, you need to ensure you’re beating out the competition from the get-go and keeping your families coming back each year. This is the only way you will hit your enrollment goals year after year.

Retention = Financial Sustainability 

Tuition dollars make up a huge percentage of private and independent schools’ annual revenue— 70 to 80% on average, according to NBOA. With average attrition rates right around 10%, the average-sized school (around 180 students) will lose 16 to17 students per year. That comes out to a staggering $176,000 per year based on the average annual tuition of $11,000 for an independent K-12 school. Safeguarding enrollment should be at the forefront of your mind, whether you’re in the business office, the admissions team or head of the school. 

Attrition Takes a Toll on Your Community 

It can be hard for teachers, students and faculty to see members of your school’s family leave, especially when you work so tirelessly to craft a tight-knit community and strong campus culture. These losses add up, and can eventually create an environment of uncertainty that leads others to consider leaving as well.


Steps to Improve Student Retention

While we don’t pretend to have all the answers, here are some tried and true methods that many schools have used to successfully raise retention rates. 

Find Out Why Students are Leaving

Analyzing your current enrollment statistics and looking for trends in your attrition rate is an essential first step. Are students leaving after specific grades, or is attrition spread across grade levels? Finding out why parents and students aren’t making the transition is essential. Cross-reference changes in your academic or sports program, staff or timetable with the attrition pattern to get an idea of the causes. Use your School Information System’s data analytics tool for analyzing such trends.

Analyzing exit surveys or interviews you’ve conducted with families who have left your school is another crucial way of determining rising attrition rates. Discover why they are exiting and find out where they went. Are there any common trends in the reasoning of these families? If you don’t yet have an exit survey, that’s something that needs to be implemented ASAP. Many schools have started making exit surveys a requirement listed in enrollment contracts. Another option is to include your exit survey directly on the re-enrollment contract, allowing your parents to answer a few questions when choosing not to re-register their children. And regardless of the cause, when a family meets with a school after deciding to leave, they will leave feeling valued and heard, even if they arrived unhappily. 

Also, don’t forget to look at your competition. Families could be leaving your school for what they perceive to be a better option.

Truly Understand Your Families 

All retention strategies start with understanding your families. Actually knowing your families; what their needs are, what they value and why they’ve stayed is necessary to craft marketing messages that make them realize that your school is the best choice for their kids.
The best organizations really understand their customers. Spending some time creating customer personas allow you to ensure that you are meeting the needs of all of your parents.

Find Out What Drives Families to Enroll at Your School in the First Place

Retention truly begins before a family enrolls, so this data is particularly helpful. Ask incoming families what the most important thing is for them in a school and why they’re interested in your school during the admission process. The answers to these questions can help you understand what is actually important to families seeking your school out, so you can focus on showing them ongoing value that is unique to them. Use your student management system’s machine learning capabilities to learn about the students who are a good fit in your community and who thrive in your learning environment. Look for applicants who have similar traits. 

Faculty Workshops

Faculty workshops help teachers and other staff recognize signals that a student may be an attrition risk. Use these workshops to share the opportunities and roles available to them, and gather case studies to further strengthen your ongoing retention efforts.

Staff Enrollment Update Newsletters

Create enrollment newsletters to bring teachers and staff into your exciting news, inform them of new programs, let them in on new admission, enrollment, and retention initiatives, and spotlight faculty members who have helped your admission and enrollment efforts. Customize your inquiry form to identify students with specific interests and leverage your school CRM automation tool to automatically connect applicants with faculty with similar interests. For instance, if you have a new inquiry from a student interested in football, customize your information system to initiate an email from the football coach the next day after the submission to start valuable conversations.

Community Service Days

Plan a school outreach or community service day for everyone at your school, staff included. Clean up your town park, plant flowers at a retirement home, volunteer at a food bank; the opportunities here are endless. Gathering your entire school to contribute acts of service to the broader community around you is an incredible way to build a sense of belonging among students.

New Student Lunches

Organize lunches in your admissions office for new students to hang out informally, extending your connection with them. If your school or an individual student is still virtual- send them a gift card or have lunch delivered to their homes and meet over Zoom. Open up the floor and let these new students share the experience of entering your school, ask for tips or advice, or express any changes they would make. Expressing a desire to learn and improve can mean a lot to new students, and may help you avoid unknown issues for the next incoming class. 

Special Financial Aid Funds and Financial Aid Nights 

Offer special financial aid assistance in times of need — whether that be a pandemic, natural disaster, or any other hardship. Giving extra help and addressing financial concerns families face in difficult seasons can go a long way in ensuring they return to your school. Funds don’t have to be years long; they may be a one-time gift. But lending a helping hand to struggling families will give them time to recover. Hosting financial aid nights and inviting returning families who have voiced a need for some extra financial help is a great way to implement this strategy. Consider implementing Peer-to-Peer fundraising software, allowing families or students to raise funds from their various social circles both inside and out of the school community.  

Parent Ambassador Programs

An organized ambassador program for parents is an excellent way to harness their unique power- and it certainly doesn’t just benefit your school during the enrollment process. Parents often have the time, drive and an inside perspective to offer your school’s other families in moments when you might not. Involving parents also gives them an important role to play and ensures they feel like the crucial part of the community you know they are. People that feel valued tend to stick around. Consider implementing community pages managed by parent volunteers to share events and news directly through your parent and student portals.

State of School Event or Letter

Share how your school is performing through events or a formal letter. Families are eager to know about your school. They’ve invested their time and money, and trust you with their child. Share where you are at, unpack more about your school’s health and clue them into any exciting news. Announce when enrollments are up, explain any new programs as they become available and let them in on your new initiatives. The more they know, the more connected they’ll feel to your school.


In Conclusion

There are countless ways your school can drive up retention, here are just a few strategies that have seen success in the past. At the end of the day, it really comes down to how well you know your staff, students and families. Know your school’s mission like the back of your hand, and try to crack why families find it so valuable. Keep up with enrollment trends, staying up to date with your own school’s and your competitors’. Above all else, strive to connect with your students and your families a little more every day. 

For more strategies on how to improve student retention and anything beyond, reach out to PCR Educator today.
 
 
Unallocated AR Receipt/Credit is an AR Receipt or an AR Credit that has not been fully allocated to an AR Invoice. FinanceAR Full role is required to allocate AR Receipt/Credit.

To find unallocated AR Receipts/Credits:

  1. Navigate to Finance  AR > Receipts/Credits.
  2. In the search bar, search for Amount Remaining > 0.  The unallocated amount is shown in the UnAllocated column.

There are two main ways to allocate AR Receipts and Credits:

  1. Allocating AR Receipt/Credit - Individual.
  2. Allocating AR Receipt/Credit - Bulk.

Note: Unallocated AR Receipts/Credits are highlighted in pink.
 
  1. Navigate to Finance > AR > Receipts/Credits and click details on the Unallocated AR Receipt/Credit.
  2. The Invoices section shows any unpaid AR Invoice that is:
    - associated with the same customer
    OR
    - associated with the customer that is connected to the same student as the current AR Receipt/Credit
  3. In the Distribution column specify the allocated amount and in the Deferred/Unearned column, specify the deferred amount (if applicable) and click Save.

Note: You can only populate the Deferred/Unearned column if the AR Invoice Issued Date occurs after the AR Receipt/Credit date.

To allocate AR Receipts/Credits in bulk, see Allocating AR Receipt/Credit - Bulk.
 
  1. Navigate to Finance > AR > Receipts/Credits and select Unallocated AR Receipts/Credits.  See Unallocated AR Receipt/Credit for more information.
  2. Go to the multi-action menu > Pay Invoices.
  3. Specify which AR Invoices to pay based on posted type, balance and dates.  
  4. Click Refresh. Review a list of AR Receipts/Credits and the amounts that will be allocated to the listed AR Invoices.  Note: If you do not want an AR Receipt/Credit to be allocated to an AR Invoice, you can un-select the record by using the checkbox to the left of each receipt/invoice combination.
  5. Click Process to allocate AR Receipts/Credits to AR Invoices.
 
A common request for mail merges is the need to suppress merge fields when they contain no data.

Example: If you have a label mail merge that is used for creating mailing labels and the Address Line 2 and Address Line 3 merge fields are blank for most but not all of the records, you would want to suppress the merge fields when they contain no data so that there isn't two extra blank lines between the Address Line and the City, State, Zip line.

The following method can be used in Microsoft Word to suppress the merge fields when they contain no data:

1. Toggle the field codes in the mail merge document so that merge fields present in the following manner (Alt+F9 can accomplish this): {MERGEFIELD *Field_name*} 
2. Remove any carriage returns and spaces between the merge field that you want to be suppressed if it is blank and the previous merge field.
3. Insert the following text within the merge field at the closing bracket:
\b "
"

Example:

Original template:

{MERGEFIELD AddressAddress}
{MERGEFIELD AddressAddress2} 
{MERGEFIELD AddressAddress3} 
{MERGEFIELD AddressCity}, {MERGEFIELD AddressState}, {MERGEFIELD AddressZip}

Updated template with blank merge field suppression:
{MERGEFIELD AddressAddress}{MERGEFIELD AddressAddress2 \b "
"}{MERGEFIELD AddressAddress3 \b "
"} 
{MERGEFIELD AddressCity}, {MERGEFIELD AddressState}, {MERGEFIELD AddressZip}
 
We would like to begin by offering our thanks to everyone that responded to our latest customer satisfaction survey. We received some really incredible feedback, as well as some amazing suggestions for future updates. 

One of the most requested features was the ability to switch between school divisions without backing out to your SIS homepage. We are happy to announce that this suggestion has been added! You now have the ability to switch between divisions on just about any page in the SIS. 

Click here to see this new feature in action. 
 
Most of the general (Re) Enrollment Contract Settings are specified on the Contract > Settings page in the “Application Setup” section.

Application Name is for internal purposes only and is used to identify one (Re) Enrollment Contract type and year from another.

Enrollment Year is the year for this (Re) Enrollment Contract.  Actions in the Enrollment Profile Options section are based on this year.  Important: If the Enrollment Year is not correct, do not continue modifying the (Re) Enrollment Contract.

Submit Contract Action is the action which is added to the student once the (Re) Enrollment Contract is submitted.  Note: The Enrollment Profiles also determines actions which are added upon (Re) Enrollment Contract submission.  The Submit Contract Action should only record that the (Re) Enrollment Contract has been submitted.  Changes to status and substatus should be handled by actions associated with the Enrollment Profiles.

Sign Contract Action is the action applied to the student record when creating the electronically signed version of the contract PDF.  This action will have the electronically signed PDF version of the (Re) Enrollment Contract as a file attachment.  Note:  This is only applicable if Use Electronic Signature is checked.

Not Enrolling Action is the action applied to the student record when the parent presses the “I/We do NOT wish to enroll” button.  Note: The Enrollment Profile specified in the Not Enrolling Profile also has actions which are added when a parent chooses not to re-enroll a student.

Not Enrolling Profile is the Enrollment Profile which determines the set of actions applied to student records when they choose not to re-enroll.

Skip Payment Action is an action that you can specify to allow payments to be skipped on a per-student basis.  You apply the action to the student prior to the (Re) Enrollment Contract being submitted.  Note: You can apply the action prior to the (Re) Enrollment Contract being started by the parent.  As long as the action is present for the (Re) Enrollment Contract’s Enrollment Year, then the payment is skipped.  Note: If stored payment type is specified on the automated payment processing for the Echeck Payment Configuration or the CC Payment Configuration, the parent is still asked for stored payment info even though no payment is required at the time of submission.  To allow the parent to skip recording  stored payment info setup as well, see Skip Stored Payment Action.

Skip Stored Payment Action is an action that you can specify to allow parents to skip providing stored payment information.  Note:  This is only applicable if a Stored PaymentType is specified in the automated payment processing for the Echeck Payment Configuration or the CC Payment Configuration.

Allow Resubmit allows a parent to resubmit a (Re) Enrollment Contract multiple times.  This is especially useful during testing.  Note: You still need to clean the (Re) Enrollment Contract Control Options for your test student if you have made changes.  See (Re) Enrollment Contract Cleaning Options for Students.  Note: If the (Re) Enrollment Contract is set up to create invoices, new invoices are created every time you submit a (Re) Enrollment Contract.

Use Electronic Signature is used to allow your school to sign (Re) Enrollment Contracts electronically.  When checked, after the (Re) Enrollment Contract is submitted by the parent, a copy of the (Re) Enrollment Contract including an additional page with the electronic signature is created when you use the multi-action “Sign” in Finance > Contracts > Student Contracts.  Note:  Parents still need to electronically sign the (Re) Enrollment Contract whether Use Electronic Signature is checked or not.

Electronic Signature
is the name of the school representative as it appears on the signed (Re) Enrollment Contract.  Note: This is only applicable if Use Electronic Signature is checked.

Signature Disclosure is the title of the school representative as it appears on the signed (Re) Enrollment Contract.  Note: This is only applicable if Use Electronic Signature is checked.

Households Status and Bill To Households determine which households are eligible to fill out a (Re) Enrollment Contract for a student. We recommend using the Bill To Households option.  Note:  If you choose the “Any” option for Households Status, you should limit the households by the Bill To Households.  If you choose the “Any” option for Bill To Households, you should limit the households by the Households Status.  

Culture determines how dates and numbers appear on the (Re) Enrollment Contract.

Currency Symbol
determines the currency symbol appearing in front of the (Re) Enrollment Contract numbers.  Note: The payment processor determines which currency is actually used.  This is the currency symbol you should present on the (Re) Enrollment Contract.

Email on Error
is an email address that we use to send error messages to in the event that an error occurs on the (Re) Enrollment Contract.  Example:  Someone submits a (Re) Enrollment Contract and we cannot post the generated invoice because the fiscal year is not open.  The designated email address receives a message about this issue.

Show Deposit as one line shows only one “Deposit Total” when this is checked.  Otherwise, each product with a deposit shows as an individual line item.  Note: Part of the deposit might be paid by financial aid.  If you check this option, only the final “Deposit Total” is shown.
Example:  This is a sample comparing Show Deposit as one line being off or on.


Deposit Summary
K-4 Tuition $2200.00
Financial Aid -$200.00
Deposit Total $2000.00

Deposit Summary
Deposit Total $2000.00
Deposit Total $2000.00


Include Deposit in Payment Summary shows the deposit in the Payment Summary section of the contract as a negative amount.  This shows the parents what they owe after the deposit.  Note: If this is not checked, the deposit is only listed in the Deposit Summary.
Example:  This is a sample comparing Include Deposit in Payment Summary being off or on.  Note that the total shows what the remaining total will be after the deposit is paid.


Payment Summary
Tuition $20000.00
Total $20000.00

Payment Summary
Tuition $20000.00
Deposit -$2000.00
Total $18000.00

Note: If the deposit total and payment total are the same and the Include Deposit in Payment Summary setting is disabled, then the Payment Summary section will be hidden.

Allow Pay in Full
provides an option for users to choose to pay the full contract amount upon submit.

Pass-Through to Forms
presents a button to parents on the Thank You page allowing them to immediately proceed to the re-enrollment form.

Last Application Date determines the last day that a (Re) Enrollment Contract may be submitted.  This (Re) Enrollment Contract Setting should always be specified as it prevents parents from inadvertently submitting a (Re) Enrollment Contract for a previous academic year.

School Year is Closed determines if the school year has been closed for the database.  In particular, this setting determines whether the Next Year grade level or the Current Year grade level is used when assigning actions.  If the school year is not closed, then the next year grade level is used; otherwise, the current year grade level is used.  Example:  It is currently April of 2015 so the school year is not closed.  John is currently in grade 8 and will be grade 9 next year.  When John’s contract is submitted, the contract submitted action will have grade level 9 chosen since the school year is not closed.  Move ahead to August.  The school year was closed mid-July.  Now, when John submits his application, his current grade level will be used for the contract submitted action.  Note: This setting is automatically set when the Close School Year process is completed.  Next Year grade levels are copied to Current Year grade levels for students as part of closing the school year, which is why this setting is present in the (Re) Enrollment Contract.

PDF Font
determines the font used in the (Re) Enrollment Contract PDF.  Note: The PDF generated by the contract only supports plain text.  Any additional markup in the text is cleaned on the PDF.  This includes (but is not limited to) cleaning bold, italic, underline, font sizes, html lists, html tables, and images.  Hyperlinks appear as plain text.

Time Zone must be specified to ensure timely scheduling of the (Re) Enrollment Contract emails.  This should be set to your school’s local time.
 
PCR Educator has added Default Expense Account as a new field for vendors. When creating Misc Payments for vendors with Default Expense Accounts specified, the system will automatically prepopulate the debit account for faster data entry.
In response to requests and recommendations from our customers, we are expanding the Deceased Date field. To provide more flexibility and ease of data entry, there will be an option to simply check off Is Deceased field without specifying the Deceased date directly. If the date is not specified, the system will record a default value of 1/1/1900 to ensure backward compatibility.
 
In response to requests and recommendations from our customers, we are expanding the Anonymous Until field for donations. To provide more flexibility and ease of data entry when donors choose to donate anonymously without an expiration date, there will be an option to simply check off Is Anonymous field without specifying the Anonymous Until date directly. If the date is not specified, the system will record a default value of 1/1/2100 to ensure backward compatibility.
As enrollment season marches on, it’s not a bad idea to brush up on PCR Educator’s Payment Reconciliation system. Take a look at these Knowledge Base articles for a full refresher course on how to handle reconciling deposits.
One of the following roles are required to access the query:  Development Full or Development Read.

This query provides information for notifications and recipients associated with Contact records.
One of the following roles are required to access the query:  Admin Full, Admin Read, Registrar Full, or Registrar Read.

This query provides information for notifications and recipients associated with household records.
 
When a course is dropped, AR Credit is generated that is equal to the course fee.  However, in scenarios when a discount is provided for the course, the AR Credit needs to be adjusted to account for the discount.

1. To drop a course, follow Dropping Course - Refund
2. Navigate to Finance > AR > Credits to find the new AR Credit and go to details. 
3. Update the AR Credit amount so that it is reduced by the discount amount.  At this point, you will see that the Revenue account is debited and the AR account is credited for the amount equal to the credit amount.
4. Click “Add Credit Accounts” to credit the Discount account and debit the Revenue account (by entering a negative amount) and click Save.

Example: A student signs up for a class that costs $100 but is discounted by $50.  Thus, when the AR Invoice is generated, the AR account is debited by $50, the Revenue account is credited by $100 and the discount account is debited by $50.

When the original AR Credit is generated upon Dropping Course - Refund, the Revenue account is debited by $100 and the AR account is credited by $100.

When you follow steps #3 and #4 to accommodate the discount, you will debit the Revenue account by $50, credit the Revenue account by ($50) and credit the Discount account by $50.
Note: Debiting Revenue $50 and Crediting Revenue ($50) results in a total Debit to Revenue to $100.
 
AR Invoice


Debit Credit
Accounts Receivable $50
Revenue
$100
Discount $50

AR Credit


Debit Credit
Accounts Receivable
$50
Revenue $50 -$50
Discount
$50

Since students may have different statuses and substatuses per school division and school year, the student’s current statuses and substatuses are automatically calculated based on the current set of actions, division, and year.

The current year and the next year statuses for a division are based on the School Year in the School Info. 

The Anticipated Close Date is configured for the whole school through Application Setup and is typically set to July of the next year.

Current year status/substatus is calculated from the most recent action occurring on or before today with an action academic year on or before the School Year.  An action scheduled for the current year for a future date does not affect the status/substatus of the student until the date occurs.  Example:  If an action of “Enrolled” (with a status modifier of “Enrolled”) is applied to a student for the current year dated on or before today and it is the most recent status/substatus modifying action on a student’s record, it updates the current year status/substatus. 

Next year status/substatus is also calculated from the most recent action occurring on or before the Anticipated Close Date of the school year with an action academic year on or before the next School Year. If there are any actions in the future relative to the Anticipated Close Date, they do not affect the next year status until that date occurs.  Note:  If today’s date is after the Anticipated Close Date, then today’s date is used.

If an action that modifies the current year status/substatus of a student is deleted from a student record, the status/substatus is updated based on the most recent available status/substatus modifying action in the current or prior years. Example: A student has an action of “Enrolled” dated on 7/1/2014 and an action of “Withdrew” dated on 7/12/2016. If the action of “Withdrew” is deleted from the record, the status is updated to “Enrolled” because that is the next most recent action available on the student record. However, if there are no other actions available, then the status/substatus is cleared out. In the same example, if both actions are deleted, the status/substatus is cleared out until a new action that modifies status/substatus is added to the record.

Note: If an Action’s status or substatus is modified or if an Action is associated or disassociated with a School Division, it may take up to 24 hours for student statuses to recalculate.

Note:  For these examples, assume the current school year is 2015/2016 and today’s date is July 15, 2016.

Note:  Whenever an action named Enrolled or Withdrew is applied to a student, the system automatically recalculates Enrolled and Withdrew dates shown on transcripts.  The most recent date is used if multiple actions appear on a student record.

Example:
Action Year Date Status Modified Substatus Modifier
Enrolled 2015/2016 9/1/2015 Enrolled Newly Enrolled
Not Returning 2015/2016 3/1/2016 Not Returning
Withdrew 2016/2017 7/1/2016 Withdrawn
Until the school year is closed, this student has a status of “Enrolled” with a substatus of “Not Returning.” Since there is an action for 2016/2017, his status is Withdrawn for 2016/2017. After the year is closed, the student has a status of Withdrawn.  Note:  This situation could occur through the (Re) Enrollment Contract when a parent chooses “I/We do NOT wish to enroll.”

Example:
Action Year Date Status Modified Substatus Modifier
Enrolled 2015/2016 7/1/2015 Enrolled Active
As of July 15, 2016, the student has a status of “Enrolled” and a substatus of “Active.” The student has the same status for the next academic year 2016/2017. After the school year is closed, the student has the same current year status of “Enrolled” and “Active.”

Example:
Action Year Date Status Modified Substatus Modifier
Pre-Enrolled 2015/2016 9/1/2015 Pre--Enrolled
Enrolled 2016/2017 9/1/2016 Enrolled Newly Enrolled
As of July 15, 2016 (prior to closing the school year), this student has a status of “Pre-Enrolled” for both the current year and the next year. After the school year is closed, the student’s status remains “Pre-Enrolled” in the current year until 9/1/2016 when it changes to Enrolled and Newly Enrolled. Note: This is a possible Enrollment Profile action setup for the (Re) Enrollment Contract.

Example:
Action Year Date Status Modified Division
Enrolled 2004/2005 7/1/2004 Enrolled Academic
Enrolled - Summer 2015/2016 7/1/2016 Enrolled Summer
Graduated 2015/2016 7/1/2016 Graduated Academic
The student has graduated from the academic division but is still attending summer school. Since “Enrolled – Summer” action is only applicable to the Summer School division and “Graduated” action is only applicable to the academic divisions, the student has a different set of status/substatus in each division.
We are releasing Contextual Help that is designed to guide our users by conveniently linking articles relevant to the specific features and fields. This new addition will allow you to quickly access help on each administrative page and learn about related materials while managing your system. Simply scroll down, and click on any link to review the article.  
1. Navigate to (Re) Enrollment Contract Application Setup and check which Enrollment Profile is used to enroll new students. 

2. Navigate to Admissions Portal, Go to applicant details > Enroll and enroll them through the appropriate Enrollment Profile.  See Applying Enrollment Profile To Inquiry for more information.  

Note: If parents do not submit the (Re) Enrollment Contract, invoices, receipts and pdfs will not be generated.
 
Re-enrollment season is in full swing! Now is a great time for a quick refresher course on what to do if one of your customer’s re-enrollment payments ends up bouncing. 

When your customers use checks or eChecks, it’s possible that your bank or your Payment Processor is unable to deposit the payment to your account, or that it needs to revert the transaction. This usually occurs due to insufficient funds, rejected payments, stop payments initiated by your customers or incorrect account numbers.

Check out these Knowledge Base articles for a full breakdown of how to handle returned customer payments.
 
The PCR Educator Finance system uses a Payment Processors to process check and credit card payments electronically. Typically a Payment Processor company deposits several receipts at once at a preselected time every day. It’s critical to specify the same settlement time on the PCR Educator side and Payment Processor side to ensure accurate deposit accumulation.  

Note: the system creates separate deposits for echecks and credit cards.
Note: to ensure that receipts from multiple modules go to the same deposit, please specify the same deposit name in all Auto-Pay Configuration (Finance)

1. Reconciling Credit Card Deposits with Payment Processor
2. Reconciling eCheck Deposits with Payment Processor
 
Below is the suggested process outlining the steps involved in reconciling deposits with the Payment Processor:

1. On the PCR Educator side, make sure that the settlement time matches the selected settlement time for deposits in your Payment Processor.
2. Confirm that the daily credit card deposit in PCR Finance System matches the deposit in your Payment Processor.

Note: Because credit card transactions are immediately authorized, Payment Processors deposit them to your bank account as one deposit once a day. Thus, credit card deposits in the PCR Educator Finance system and in your Payment Processor should always match 100% and require minimum effort to reconcile.
1. Make sure that the settlement time matches the selected settlement time for deposits in your Payment Processor.  Settlement time can be specified in your payment configuration.  See Configuring Payment Configuration for more information.
2.. Update your Auto-Pay Configuration (Finance) to manage undeposited eCheck receipts.  See Configuring Payment Configuration for eCheck Receipts for more information. 
3. Navigate to AR > Receipts and search for receipts that are associated with the undeposited eCheck deposit.  Select the receipts that have been settled by your payment Processor and go to the multi-action > Update Deposits screen.  Select a “New Deposit” from the dropdown.  Enter a deposit description and date (of when these receipts are settled) and click save.
4. Check the deposited checkbox on the deposit details. The deposited indicator identifies that the receipts were deposited. Note: if you do not check the deposited indicator, the system will automatically check it for you when you post your deposit.
5. Post your deposit.  
 
After much demand, PCR Educator has added an option to look up students by name from our Cafeteria Point of Sale system. We hope this was enough to quell your appetite but be sure you save room for seconds. More updates to come!
PCR Educator is excited to announce that we now support Google’s next generation of Analytics: Google Analytics 4, or GA4 for short, across all school websites. You can use this new platform to better understand how your constituents interact with your school over the web.

What is GA4?

Google describes the purpose of the new Google Analytics as a next-generation approach to “privacy-first” tracking. Using Google’s advanced machine learning models, this new system can fill out data for website traffic and user behavior without relying on “hits” coming from every one of your pages. 
GA4 is built on the same platform as the “App + Web” system that they released in 2019. The App + Web version of Analytics was mainly focused on cross-channel data, meaning that it gave users a way to track users across apps, software and a website. The primary difference between the old system and GA4 is how data is tracked. Advanced AI can fill in the gaps where businesses weren’t able to fill out their customer base due to new data collection laws. Many internet users can now opt-out of many forms of internet data collection, leaving a large gap in your school’s ability to understand its constituents. 

How Will This Benefit Your School? 

Apps: Rather than just tracking website performance like the previous system, GA4 lets you track a website, an app or both a website and an app together. Collating data from both a website and an app in the same GA property makes data analysis more straightforward, saving your school time and money.
Simplified tracking: GA4 comes ready-made with a number of actions and events upon installation, saving you the hassle of setting them all up manually. Things like page views, conversions or cross-domain tracking come installed automatically. Keep track of your school’s current and future constituents’ web journeys with no coding required.
Create Stronger Ads: New AI tracking measures ensure stronger audiences for ad campaigns than ever before. Tracking across any device, website or app ensures that your school’s ads will find users where they’re most likely engage. 

Create a new GA4 property:

  1. Sign in to the Analytics account attached to your school website’s existing property.
  2. Navigate to the Admin section.
  3. In the Account column, select the account in which you want to create the property.
  4. In the Property column, select the desired Universal Analytics (Old Google Analytics Account) property for your site.
  5. Select “Upgrade to GA4” and follow the prompts.

For additional information on setting GA4 up for your school’s website, head here.

 

We have added an option to sort the list of available DAT Queries using the author, the name, or the modified date columns.
When your customers use checks or eChecks, it’s possible that your bank or your Payment Processor is unable to deposit the payment to your account or that it needs to revert the transaction. This usually occurs due to insufficient funds, rejected payments, stop payments initiated by your customers, or incorrect account numbers.

Note: When processing an eCheck transaction, the only thing that is verified by payment processors is the ABA routing number, making sure it is a valid number. If an invalid routing number is entered, the transaction will decline right away. The bank account number is not validated in real time.  It could take a couple of days or more for the account number to be validated so it is very possible that after 3-5 days the eCheck transaction will come back as a decline due to invalid account information or an issue with the funds.

Note: All payment processors provide means for you to be notified about returned payments. You should contact your payment processor to understand the best way to be informed about such situations. 

There are two main ways how payment processors handle the process:
  1. The initial deposit includes all checks. Then there is another reversal entry for the returned payment.
  2. The deposit only includes checks which were processed and were not returned. 

Note: Follow the steps for Processing Returned Customer Payments
 
Processing return Payments applies to bounced, rejected, or not sufficient fund eCheck and Check transactions.

To process Returned Customer Payments, you need the FinanceGL Full role.

1a. If your payment processor includes all checks in the deposit (including the bounced/rejected/nsf ones) and the returned payment is shown as a separate transaction on your statement, please follow Voiding Returned Customer Payment.

1b. Alternatively, If your payment processor excludes returned payments from the deposit and only notifies you about such instances without any traces on their statements, please follow these steps:

- Navigate to Finance > AR > Customer Receipts and find the original customer receipt.
- Go to Details.
- Associate the receipt with a new deposit by using the Deposit dropdown and selecting “New Deposit” and enter the Deposit Description.  Example: This new deposit may be referred to as “Bounced Deposit” to note why the receipt is separated into its own deposit.  This step will ensure that the original deposit will properly reconcile with the payment processor because it will not include the returned payment.
- Post the new deposit.
- Follow Voiding Returned Customer Payment.
 
1. Navigate to Finance > AR > Customer Receipts and find the original customer receipt.
2. Go to Details.
3. Select Void NSF.  
4. If you want to charge additional fees: 
    - Enter Bank Fee if applicable.  This section can be populated if your payment processor or bank charges a fee for the returned payments.  This process will result in a Journal Entry that credits xxx and debits … .
    - Click Next to enter a finance charge that you want the customer to pay the school for the returned payment.
5.  Click Next to void the customer receipt.

This process will:

1. Generate a journal entry for the fee the school needs to pay the payment processor. 
2. Generate a customer invoice for the fee the school charges the customer.
3. Void the receipt.  
 
PCR Educator’s Admissions Portal has been updated. Users now have the ability to upload files while evaluating applicants, giving evaluators a chance to add additional information that would otherwise not fit on a standard rubric.
A course refers to a particular subject taught in the school.  A course is used to group course sections, which contain students, teachers, and class schedule.

A Course can be accessed through Admin/Scheduling > Courses screen.  To access the page, you need any of the following roles: Scheduling Full, Scheduling Read, Registrar Full, or Registrar Read.

Short Name is an abbreviated name of the course and it shows up in various places in the system such as in CMS schedules/calendars.

When using the master schedule builder, sorting by Scheduling Priority will force the algorithm to schedule in iterations starting with the courses with the highest priority (low number). Note: If you set scheduling priority for one course, you must set it for all courses.

Min Birthdate, Max Birthdate, Min Grade Lvl, and Max Grade Lvl determine who can sign up for a course online. If these fields are left blank, then the grade/birthdate requirements are waived.

Transcript Course Name provides an alternative name for a course on the transcript.

Grade Scale Max determines the maximum number of points a student can get in a course.  Example: If Grade Scale Max is set to 100, a course will not support a grade above 100 points.

Report Card Type designates which report card is supported for the course.  PCR Educator has several report card templates.  Therefore, schools can decide which template to use for their courses.

Parent Teacher Conf makes the course eligible for Parent Teacher Conferences sign-ups through the CMS Portal.

Product is specified in the case of any paid course for which a user may sign up.  Finance Full/Read role is required to access this field.
 
The Transcript Course Name field, found in Course > Details is used to provide an alternative name for a course on the transcript. 

Example: Let’s say that your school may have a different internal name for Algebra class but may want to represent the name as “Algebra” on the transcript. You can still set the course name to the internal name and set the Transcript Course Name to “Algebra” so that the preferred course name shows on the transcript.

Note: If the transcript course name is empty, the transcript will pull from the Course Name field.

Transcript Course Name can be used for any PCR Educator Transcript. 
We are so grateful to see all new enrollment and enrollment contracts being submitted, setting up our schools for success in the next year. With that in mind, we have added a new feature that allows parents to change their payment plan directly from their billing site.
Stored Payment Info can be updated through the Finance Portal.  This is beneficial if a user may call your front-office to provide payment information.

Navigate to AR > Customers > Details > Stored Payment Info
Specify Payment Configuration, Auto-pay Type, enter Credit Card or eCheck information and click Update
 
Stored Payment Info can be updated through the Development Portal.  This is beneficial if a user may call your front-office to provide payment information.

Navigate to AR > Contacts > Details > Stored Payment Info
Specify Payment Configuration, Auto-pay Type, enter Credit Card or eCheck information and click Update
 
When donors make a pledge through the online donation form, their payment information is automatically captured in the system.  When the pledge is due, the Stored Payment Info is automatically used to pay the due amount.

Note: It is recommended that schools use a different Stored Payment Type to distinguish donation payments from other types of payments.
 
In order to configure Stored Payment Info in CMS Portal, please follow these steps:

- Navigate to the page where you would like parents to sign up for Stored Payment Info or create a new page
- Add “Household Auto Billing” widget to the page.  It is found within the “Payments” category.
- Specify settings such as “Allow Banking”, “Allow Credit Card”, “Allow Update”, etc.
- Ensure that the “Is Live” setting is checked.
- Specify Payment Configuration (see Auto-Pay Configuration (Finance)) and Vault Type (Stored Payment Type) 
- Click Save.

Users should then be able to sign up for auto-pay.

Note: You may consider creating different Stored Payment Info pages for various kinds of invoices such as for tuition invoices as opposed to summer/activity invoices.  
 
PCR Educator provides users with various ways to manage Stored Payment Info. Once customers have Stored Payment Info saved, the school can use it to automatically draft funds once associated invoices  are due.  

The Stored Payment Type determines which invoices are charged through which Stored Payment Info.  

Example: A user may use a different Stored Payment Type such as “Tuition” to pay for tuition as opposed to “Summer” for summer classes. In this case, (Re) Enrollment Contract and billing portals will allow updating “Tuition” Stored Payment Info and Summer Stored Payment Info independently of each other.

Before your users can save Stored Payment Info, follow these steps: 

1. Configuring Stored Payment Type
2. Setting up Auto-Pay Configuration (Finance) for each payment type (echeck, credit card) and each Stored Payment Type
3. CMS Portal: Stored Payment Info Management Widget
 

There are six ways to update Stored Payment Info:

1. Updating Stored Payment Info: CMS Portal
2. Updating Stored Payment Info: (Re) Enrollment Contract
3. Updating Stored Payment Info: Activity Sign-Ups
4. Updating Stored Payment Info: Online Donations
5. Updating Stored Payment Info: Finance Portal
5. Updating Stored Payment Info: Development Portal
 

 
In the CMS Portal, users can navigate to the Auto-Pay page and enter their bank or credit card information.  It is possible to have different auto-pay pages to pay for various kinds of invoices.

Example:  a school may provide parents with an option to use a different auto-pay method for tuition invoices as opposed to summer school invoices.
 
Schools can configure (Re) Enrollment Contracts so that when parents submit the enrollment contract, their Stored Payment Info can be captured to pay future invoices.  

For more information on configuring Auto-Pay for (Re) Enrollment Contracts, see (Re) Enrollment Contract Application Setup.
 
Schools can configure activity/summer camp sign ups so that when parents pay a deposit for activities, the payment information can be captured in the system to collect remaining payments automatically on their respective due dates.

Note: It is recommended that schools use a different Stored Payment Type to distinguish activity/summer invoices from tuition invoices.  
When a “What If” scenario is created, a snapshot of the following information is saved in that scenario:

- Course Sections
- Course Period and Room Inclusions
- Teacher Period and Room Inclusions
- Student Courses
- Student Selections
- Course Section Grouping
Fundraising is an essential part of every school’s success. Be it for a specific event, project, or any unexpected costs, your school will have to reach out to its community for assistance. But Donor behavior is changing, and tried and true fundraising methods may not receive the results they used to. Today’s changemakers are committed, passionate, driven people-of-action and they are discovering new ways every day to interact with and aid the causes they care about. Tap into the growing network of modern donors with PCR Educator’s Peer-to-Peer fundraising platform. 

What is Peer-to-Peer Fundraising?


Peer-to-Peer fundraising is a specific type of crowdfunding. Traditional crowdfunding, like GoFundMe or similar services, uses a single-tiered approach to solicit funds from donors. In a regular crowdfunding campaign, an organization reaches out directly to its constituency and requests funds.

Peer-to-Peer fundraising differs from basic crowdfunding in that it uses a multi-tiered approach. With Peer-to-Peer fundraising, an organization reaches out to its core group of supporters, empowering them to create personal fundraising pages to share amongst their own network. Instead of banking on instant mass appeal, Peer-to-peer campaigns gain momentum through the continual spread among your supporter’s social circles.

Why Should Your School Use Peer-to-Peer Fundraising?


Raise More Money
  • 39% of Americans say they’ve donated to charity based on a request from a friend or family member. Tap into this sizeable population increase your school’s funds significantly (Source: YouGov 2019 poll).
  • An average Peer-to-Peer fundraiser raises $568 from every 7 donors – 4 of whom will be new to your school (Source: Classy study). 
  • Year-round fundraising solution - This fundraising tactic doesn’t need to be tied to a specifically-timed campaign. Keep a year-round Peer-to-Peer campaign running, giving your supporters an opportunity to raise money for your school by connecting it with significant events from their own lives, like birthdays, holidays, or anniversaries. 
Extend Your Reach and Grow Your Support Base
  • Your network of supporters shares their personal fundraising pages with their own social networks, which helps you grow your school’s campaign audience significantly.
  • Tap into new donor pools that your school wouldn’t have access to otherwise. 
  • Diversify your communication network to connect with a more modern audience.
  • New donors are much more likely to engage if someone they trust is advocating for your school’s cause.
Increase Donor Commitment to Your School’s Mission
  • Since they are fundraising on your school’s behalf, fundraisers will feel responsible for the campaign’s success. This will strengthen their bond with your school and make them more likely to fundraise for future campaigns. 
  • One of the most essential aspects of Peer-to-Peer fundraising is the ability it gives fundraisers to personalize the cause and explain why it matters to them. Donors can relate their own beliefs, values, and identity to your school’s mission, and they can articulate their story in their own words through their personal fundraising pages.

How Your School Can Use PCR Educators Peer-to-Peer Fundraising Platform 

PCR Educator’s fully-integrated Peer-to-Peer fundraising service makes it easy for your school’s supporters to draw attention to its cause. Here are the steps of a typical campaign using our Peer-to-Peer fundraising platform:  
  1. Start by determining a goal for your school’s campaign goal. Set up your main campaign page using PCR Educator’s Peer-to-Peer fundraising platform.
  2. Create a Peer-to-Peer donation page.
  3. Send out a personalized text or email to your peer fundraisers motivating them to support your school by motivating their friends and family. These peer fundraisers could be parents, alumni or even current students. By giving them a framework of your campaign and an opportunity for them to take charge of your mission, you are also sharing the success of your mission.
  4. Peer fundraisers are provided with their own personalized fundraising link that is easily shareable across text, social media, or email.
  5. Once donations start rolling in, new donors receive an automated personalized text or email from the peer fundraiser, thanking them for their support and detailing their impact. At the same time, the peer fundraiser is automatically soft credited for the new donations. They also have access to interactive thermometers tracking gifts in real-time.
  6. Monitor your campaign’s progress using PCR Educator’s advanced data tracking tools and offer continued support to your individual fundraisers.

Want to see PCR Educator’s Peer-to-Peer fundraising tools in action? Click here for a brief demonstration
The process of Enrolling Inquiries creates a student record for the corresponding inquiry record. At times, school administrators may need access to student record information created during the admissions process. Such records are typically stored as Inquiry Actions. To achieve this, school administrators can navigate to Admin>Students>Dashboard and add the Admissions Actions widget. 

Note: Actions Read, Actions Full, or Admissions Evaluator role is required to be able to use this widget. 

Note: Since each Action may have different Read Roles associated with it, please ensure that you modify the specific Actions through Maintenance>Actions enabling the Read Roles for your administrators. Example: The school registrar needs to access a Transcript Inquiry Action. Navigate to Maintenance>Actions, locate the Transcript inquiry action, click on Edit, check the checkbox for Registrar Full and click Save.
PCR Educator continues to strengthen our data security protocols amidst increasing ransomware attacks against schools. Our latest security upgrade includes the following features:

     - Adaptive network hardening 
     - Enhanced encryption to classify sensitive data
     - Daily vulnerability assessments
In response to our survey results, we have added a new feature that lets administrators to allow teachers overriding gradebook weighting settings even when the selected section has graded work or reported marks. 

To access the new functionality, navigate to Course Section Details and specify Allow Weight Calculations Overwrite Until date. Once this date is specified teachers are able to override their category weighting until the specified date. The teachers can adjust the weights for the individual categories, or turn on/off weighting completely by Configuring Gradebook Settings.
The Grade Conversion Chart controls how many GPA Points each letter grade earns in the GPA Calculation.   To access the Grade Conversion Chart, navigate to Admin - Maintenance - Grades Conversion Chart.  You need the Archiving Full or Archiving Read role to access this page.

Grade Letter is the letter grade appearing on the report card or transcript.  Note: There are Special GPA Marks that you may or may not wish to include in the Grade Conversion Chart.  Please review the corresponding article.  Note: If you have number grades on the transcript instead of letter grades, you may want to enumerate all number grades and their corresponding GPA Points in the Grade Conversion Chart.  If the grade assigned is numeric and not found as a Grade Letter in the grade conversion chart, then it will be converted according to the Minimum Percent to find a corresponding Grade Letter. Note:  Multiple grades can have the same GPA Point values.  Example: A+, A, and A- could all be 4.0.

GPA Points is the unweighted point total earned for the letter grade. Note: Additional weighting is specified per course.  Weighting can either be a direct addition such as +0.5 points, or can be a percentage such as 10%.  The default is direct addition.

Gradebook Value is retained for backward compatibility only and can be ignored.

Minimum Percent is the minimum grade book average required to receive the grade.  Note: You may want to include built-in rounding for the minimum percent.  Example: 89.5 for an A

Note: The Grade Conversion Chart is specific to each division.
The following marks have a special meaning in GPA Calculations.

Grade Meaning Explanation
P Pass This will always show the credits for a course on the transcript, will have zero points, and will not affect the GPA.
F Fail This will always show zero credits for a course, will have zero points, and will negatively affect the GPA.
AU Audit These will show zero credits for a course on the transcript, will have zero points, and will not affect the GPA.  Note: Do not include these in the grade conversion chart.  Instead, include them in the Score Entry Type for the course mark type if they should be an option. 

Note:  If you include any of these grades in the Grade Conversion Chart, they will receive associated GPA points and credits.  If GPA Points are 0, then it is the same as a failure.
AUD Audit
CR Credit
DP Doctor Pass
EX Excused
HP Health Pass
I Incomplete
INC Incomplete
IP In Progress
MP Medical Pass
NM No Mark
NY Used for historical grades, indicates the student retakes the class Next Year.
RM Removed Medical
RX Excused Medical (RX is shorthand for prescriptions)
NA Not Applicable
NC No Credit
NG No Grade
W Withdraw
WF Withdraw Fail
WM Withdraw Medical
WP Withdraw Pass

Note:  'P' and 'F' are optional for the grade conversion chart. 'P' and 'F' will always show as an available mark in the drop-downn campus and teacher portal, even if they are not in the grade conversion chart.  Typically, you would include F in the grade conversion chart if your school uses A-F letter grades.

Note: Any other grade that isn’t in the grade conversion chart and isn’t one of the special grades will be treated as a failure: The course will be considered “For Credit” and they will receive 0 GPA points.

Note: The meanings in the chart are optional.  You can specify alternative meanings in your transcript legend.
The GPA is calculated as the sum of the GPA points divided by the sum of the GPA credits.  

GPA points are determined by the Grade Conversion Chart and may be further adjusted if the GPA is a weighted GPA and the individual course has additional weighting specified.  

GPA credits are determined by courses’ Credits Per Semester, Number of Semesters, and the type of the grade.  If the grade is a Term grade then the credits attempted are based on the Credits Per Semester for a single term.  If the grade is a Final grade, then the credits attempted are based on the Credits Per Semester multiplied by the Number of Semesters.

Review the Class Rank Details to see how the GPA is calculated for any specific student.
Each GPA has default settings which are available by navigating to Admin - Maintenance - GPA Settings.  You need the Archiving Full role to access this page.  The standard available GPAs are Progress, Coursework, Term, Year, and Cumulative, though other custom GPAs may be available depending on your situation.

Class Rank Type only runs the GPA  for courses having a specific Class Rank Type.  If this is blank, all courses will be included in the GPA regardless of Class Rank Type.  Leave this setting blank unless directed otherwise.

Division runs the GPA for courses in the specific division only.  If this is blank, it will run courses for all divisions.  Leave this setting blank unless directed otherwise.

Ignore Glyphs evaluates the GPA points and credits as if the mark did not have a plus (+) or minus (-) at the end.  Example: B+ and B- grades would be evaluated as B grades.  Leave this setting unchecked unless directed otherwise.

Include in GPA Courses Only will run the GPA for only courses marked as Include in GPA.  If this setting is unchecked, the GPA will calculate for all courses.  By default, this should be checked.

Min Grade Level is the lowest grade level which is used for the GPA calculation. Example: if the min grade level is set to 11, then marks for grade levels 10 and lower are not used for GPA calculation.

Max Grade Level is the highest grade level which is used for the GPA calculation. Example: if the max grade level is set to 10, then marks for grade levels 11 and higher are not used for GPA calculation.

Min Student Grade Level is the minimum grade level that the student must have in order for the GPA to calculate.  Example: You might decide to only have the GPA calculate for seniors, but you still want the GPA to calculate for their 9th grade courses forward.  In this case, the Min Grade Level would be 9, the Max Grade Level would be 12, and the Min Student Grade Level would be 12.

Projected Type will use any available term grades in the GPA Calculation if there is no final grade yet.  Note: This setting is only applicable if the Term of Final (or Coursework) setting is specified as Final.  If there is only a semester 1 grade, then it will be used.  If there is a semester 1 and semester 2 grade, then both will be used.  

Term of Final (or Coursework) indicates if the GPA should be calculated based on Term grades, Final grades.  This setting is only applicable for Year and Cumulative style GPA Calculations.

Weighted GPA indicates whether the GPA should be weighted or not.

Note: Transcripts will use the specified settings by default.  In the case where the transcript shows both weighted and unweighted GPAs, the transcript will toggle the setting itself for both weighting types.
The class rank calculates the GPA for all selected students.  To run the class rank, navigate to a Student list and use the “Class Rank” multi-action.  You need Registrar Read, Registrar Full, Marks Read, or Marks Full roles to access this multi-action.  Choose the GPA Type that you want to run a class rank for.  This will load the default GPA Settings for the GPA.  Note: Any changes you make here will not change the default GPA Settings.  NoteSchool Year is only applicable for Term, Year, and Cumulative GPAs.

Note: When you run the GPA, the results will be sorted according to the highest GPA and shows both the GPA Point and Credit total used for the result.  Clicking the GPA link for the student will show the Class Rank Details for how that GPA was calculated.
The class rank details feature shows how the GPA is calculated for selected students. To run the class rank detail, navigate to a Student list and use the “Class Rank Detail” multi-action.  You need Registrar Read, Registrar Full, Marks Read, or Marks Full roles to access this multi-action.  Use this screen to diagnose why a GPA might be incorrect.  

Each course is calculated as follows:
Points = GPA Points from the Grade Conversion Chart * Credits Per Term * # of Terms
Credits = Credits Per Term * # of Terms

Verify for each row that:
1. All courses that should appear in the GPA actually show up. Note: The most common reason why a GPA is incorrect is when a course is not marked as Include in GPA.  This typically happens when a new course is created for the year, and the Include in GPA checkbox was not checked.  Alternatively, you might have too many courses showing up, and you’ll want to determine why.
2. Verify the Credits per Term is correct.  Note: If this is incorrect, make sure it is correctly specified on the course or historical record.
3. Verify the Terms are correct.  Note:  In the case of a Year or Cumulative GPA that is based on Term grades, you will see 1 row for each Term grade.
4. Verify that the GPA Weight is correct.  Note: If this is not correct, make sure Weighted GPA is checked if you intended to run a weighted GPA.  Next, confirm that weighting is correctly specified on the course or historical record.
5. Verify that the GPA Points are correct per the equation above.  Note: If this is incorrect, confirm that you have the correct number of points specified for the grade in the Grade Conversion Chart.
If the search is for Contains, Starts With, Ends With, or Like then some wildcards are supported:
Wildcard Description Example
% Matches 0 or more characters John% matches John, Johnson, Johnathan.
_ Matches any single character A__a matches Alma, Alva, Anna
[abc] Matches any character in the list [adl][aen]na matches Anna, Dana, Lena
[a-c] Matches any character in the range. Note: 0 is considered to come after the number 9. To get a range of 0-5 you would use [01-5]. [a-cy-z]% matches everything that starts with A, B, C, X, Y, or Z.

Wild cards can be mixed and matched:

[4-7]-1% matches anything that starts with 4, 5, 6, or 7 followed by a hyphen and 1 then any number of characters.  Depending on your account number setup, this type of search might find all Revenue and Expense accounts for your upper school.

[q-twzf-h]___ matches a 4 letter word that starts with F, G, H, Q, R, S, T, W, or Z.  Notice how you can have a mix of ranges and single characters within the same brackets.

When might you use wild cards?  
- Accounting can use wildcards to match all accounts.  Example: If you have a 6 digit account number, _3_5__  would find all accounts where the second digit is 3 and the 4th digit is 5.
- Searching for names where you don’t know the correct spelling.  Example:  You don’t know if the name is spelled Johnson, Jahnson, Jonson, Jonnson, or some other obscure spelling.  But you do know that it starts with a J and ends with son:  J%son
 
There are two ways to apply financial aid awards for a student:

- Applying Financial Aid Awards to Customer Invoices as Line Items
- Applying Financial Aid Awards as Customer Credits

Note: Tuition financial aid should be applied as a customer invoice line item as this will decrease each payment in the customer invoice’s payment schedule.
In order to apply financial aid awards to a customer invoice the customer invoice must not be posted and the financial aid award must have the accepted amount specified and not already be associated with another customer invoice.  To apply financial aid awards, navigate to the Finance > AR > Customer Invoice > Details page and click the “Include Fin Aid” button above the Total column.  Note: The button will only appear if there are available financial aid awards to apply.  Note: If the customer invoice is from the (Re) Enrollment Contract, you may want to have the parent resubmit the (Re) Enrollment Contract with the financial aid award instead of applying it manually.  If you apply the financial aid award after the (Re) Enrollment Contract has been submitted, then it will not appear in the (Re) Enrollment Contract PDF.  To allow parents to resubmit with the financial aid award make sure the contract has a (Re) Enrollment Contract Financial Aid Control and then you can (Re) Enrollment Contract Cleaning Control Options for Students.
To apply financial aid awards as a customer credit on customer invoices, navigate to Fin Aid > Awards, select the financial aid awards to turn into customer credits, and use the “Aid to Credits” multi-action.  These customer credits can be applied to customer invoices.  Note: The available amount to turn into a customer credit is the difference of the award amount and any unvoided customer invoice line items or customer credits already created.
PCR Educator now supports Google Tag Manager across all its portals and websites, including online inquiry, application, donation forms and event sign-up forms.

Google Tag Manager is a beneficial tool that makes tracking advanced data a breeze. Google Tags can be used for a wide variety of purposes, including scroll tracking, conducting surveys, monitoring form submissions, remarketing, generating heat maps or tracking how people arrive at your website. 

Google Tag Manager enables the speedy implementation and testing of new tags with no coding required. When used in conjunction with Google Analytics, Tag Manager can significantly improve your website’s traffic and conversions.
In response to user feedback, PCR Educator has added the ability to easily copy fixed assets. We hope this change enables simpler, faster data entry for all users.
PCR Educator’s (Re) Enrollment Contract Checklist provides a quick summary of items to review before going live with (Re) Enrollment Contract Application.

Finance/Financial Aid Portal

- Ensure products have the correct amounts: Finance > Maintenance > Products
- Create fiscal year: Finance > Maintenance > Fiscal Years
- Add Financial Aid Awards 
- Configure (Re) Enrollment Contract Holds- Advance students to next Grade Level

(Re) Enrollment Contract Application

(Re) Enrollment Contract Settings

- Configure Student Criteria DAT Filter. This determines the students that are eligible for the (Re) Enrollment Contract.
- Associate a Submit Contract Action and Not Enrolling Action (Skip Payment Action is optional)
- Make sure Allow Resubmit button is not checked
- A/R Account must be specified 
- If collecting payments, Payment Configuration must be specified.  See Configuring Payment Configuration for more information.
- Uncheck Test Mode
- Specify Invoice Attribute.  Note: Each (Re) Enrollment Contract application should use a unique invoice attribute.

(Re) Enrollment Contract Profile

- Make sure all of your profiles are associated with DAT Filter. This determines which students fall into which (Re) Enrollment Contract Profile.

Statistics

- Review Enrolled Students Un-Accounted For list and confirm these students are not returning
- Ensure Students Match Multiple Profiles =0
- Confirm No Parent Login for Student Contract =0
- Confirm Profiles Missing Payment Terms =0
- Confirm Profile Control Missing Payment Terms =0
- If you were testing with real students, make sure to Clean Options, Clean PDF, and Clean Submit Action

(Re) Enrollment Contract Section

- Make sure all of your section titles are correct

(Re) Enrollment Contract Control Options

- Verify that of the content/text is correct in each (Re) Enrollment Contract Profile of your contract
- Ensure that products are properly associated with (Re) Enrollment Contract Controls
- Make sure the correct payment terms are associated to the (Re) Enrollment Contract Payment Options Control

Testing Contract

- Check to make sure (Re) Enrollment Contract Holds are working properly for a test student
- Make sure Financial Aid Awards are appearing properly on the (Re) Enrollment Contract
- Test Payments to make sure they are going through
- Test each (Re) Enrollment Contract Profile as a parent
  a. Opening the (Re) Enrollment Contract
  b. Submitting the (Re) Enrollment Contract
  c. Viewing the (Re) Enrollment Contract
  d. Viewing the (Re) Enrollment Contract pdf in the Finance Portal
  e. Signing/ Merging/Publishing the (Re) Enrollment Contract to the Parent Portal 
  f. Viewing (Re) Enrollment Contract PDF in the Parent Portal
  g. Recording a payment in the Finance Portal

(Re) Enrollment Contract Integrity

- Review (Re) Enrollment Contract Integrity screen to address any remaining issues
 
Did you know that you can opt into receiving automated email alerts for all PCR Educator software updates? Here’s how:

   1. Go to https://www.pcreducator.com/ 
   2. Click on the Customer Portal link in the page header
   3. Log in with your account credentials
   4. On the right side, under Email Notifications Preferences, click the checkbox next to Announcements
   5. Click Save

And that’s it! 
 
In response to our users' requests, we are adding two new fields Grade NY and Grade # NY to Finance>Contracts>Student Contracts.
 
Staff Tiles Directory is getting a facelift. Please review its new appearance by setting Directory Type to List. You will have 30 days to try the new design and let us know if you may have any questions about it. After 30 days, the system will only use the new look. 
Users now have the ability to charge convenience fees for eCheck payments made toward enrollment and re-enrollment contracts. Fees may be set at a custom dollar or percentage amount determined by the user.
We have added the email field to the inquiries/applicants list. As always, you can use the gear icon in the top right corner to adjust the visibility of the fields. 
We have added Item Note search field to CMS Purchase Orders where your staff and assistants can search their POs using this field.
In response to our customers’ feedback, we have eliminated the need to activate customers. With the newest release, by default, the system will automatically show all records that have a balance or who have a billing connection to an enrolled student. To show all records, check “include all”.
In response to our customers’ feedback, Valid Roles property is being deprecated in the upcoming release. This change will facilitate a more robust password reset process for all users using our CMS portals including but not limited to application online, summer programs, faculty and staff portals, student portal, alumni portal, online store, and parent portal.
PCR Educator’s latest update brings changes to the Day/Boarding indicator found on the Boarding Info page of a student’s profile. Users will now have the option to set a student’s Day/Boarding status to Virtual

We recognize that many schools are on fully-online or hybrid learning schedules, and we hope that this new addition makes the attendance process easier for teachers and administration. 
 
PCR Educator is releasing a new AI preview feature that leverages the power of machine learning to analyze your data and your website, recommending meaningful improvements to increase engagement and drive results. By closely examining your data, our AI is able to make predictions without being explicitly programmed to, revealing trends and patterns you would be unable to recognize otherwise. This new feature has been shown to identify potential donors, predict applicants who will thrive, or catch mistakes on your website.
In response to the feedback we received from many of you, we have re-organized the menu items related to Account Manager tasks by moving them from the Budgeting submenu to the Finance main menu.  We hope that this change will improve navigation in the Finance module and as always, we appreciate your input!
Phase one of our infrastructure upgrades concluded smoothly just before the start of the New Year. As more schools shift to hybrid or fully online learning curriculums, the need for more robust hardware grows. In order to meet the demands of our increasing user base, we have expanded upon our partnership with Microsoft, allowing for faster, safer service.

This initial upgrade phase focused on security upgrades to our cloud hosting platform and significant hardware updates to our server space. Here are just a few of the new features available to users after this upgrade:

    - Advanced data encryption to keep valuable material safe.

    - Daily vulnerability assessments ensure all security measures are in working order.

    - State-of-the-art equipment to handle the heavy load of fully online learning experiences.

The second phase of upgrades is well underway. These upgrades will allow for audit access and the ability to monitor sensitive data, an advanced threat detection system and enhanced geo-replication.
 
Our office will be closed on Friday December 25th in observance of Christmas. We will resume our normal business hours starting Monday December 28th.
Our office will be closed on Friday January 1st in observance of New Year's Day. We will resume our normal business hours starting Monday January 4th.
Important Update: PCR Educator plans for important infrastructure updates to be implemented on December 25th at 12 am ET. The system may be inaccessible for up to 2 minutes. These updates will result in improved performance and security.
Maryland-based PCR Educator prepares a multimillion-dollar expansion of its high-tech data centers architecture, the company disclosed Tuesday.

The first phase of the project will include an upgrade to its virtual cloud-hosting platform later this year—and an expansion of PCR Educator’s partnership with Microsoft. PCR Educator operates one of the state’s largest commercial data centers in Maryland, which hosts, monitors, and manages information technology infrastructure for hundreds of educational institutions.

“We would expect to complete the final phase of the upgrades in early 2021,” said Thomas deBettencourt.

The demand for such upgrades is growing with the increased number of schools operating PCR Educator School Management System.

 “While the project may appear costly on the surface, we feel that these upgrades are necessary to ensure that our clients’ data is subjected to the highest security and information technology standards.”

PCR Educator’s plan to upgrade its infrastructure was announced just days after its competitors suffered from a cyberattack impacting multiple educational organizations. The week of Thanksgiving, the Baltimore County Public Schools system was shut down by a ransomware attack that hit all its network systems. “The cyberattack brought classes to a halt for a few days for the 115,000 students attending classes entirely online due to the coronavirus pandemic.” (Baltimore Sun) Earlier this year, one of PCR Educator’s main competitors Blackbaud Inc, which provides software for schools, experienced a similar security breach that resulted in multiple lawsuits from its clients. (BBC News)
 
We have added a new copy function for Finance > AP > Invoice details to allow users to easily copy an existing AP Invoice.
 
We have added a new column Homeroom/Advisor to Daily Attendance, Period Attendance, and Check-In/Out lists to facilitate a more efficient process of contacting homeroom teachers when taking and verifying attendance.
 
Action Categories that have no active actions associated with them will now be automatically hidden. When managing actions, please ensure to use "Include Inactive" to show categories with no actions or no active actions.
 
In an effort to optimize the performance of our applications, the system will automatically cache the number of unreviewed changes for households/contact and the number of duplicates for up to 60 minutes. 
Prior to printing 1099 forms, please start by Verifying 1099s.

Note: Only those vendors who meet the qualifications established by IRS are included on 1099 forms. In particular, the sum of all payments to the vendor for the selected year should meet the minimum established by the IRS. The system only sums up those payments which are marked as 1099 items. For Misc Payments, navigate to Finance > AP > Misc. Payments > Misc. Payment Details > Details to mark 1099. For payments, navigate to the associated invoices to mark 1099 items Finance > AP >Invoices > Vendor Invoice Details > 1099 Items.

Use the following reports located in Data Analytics Tool (DAT) -> PCR Imported category to print 1099 forms.  Please note, you will need FinanceAP Full or FinanceAP Read roles to access them.

[Finance] 1099 MISC - No Lines
[Finance] 1099 MISC - With Lines Note: This version should not be sent to the IRS.  Please use official IRS documents.
[Finance] 1099 NEC - No Lines 
Note: These reports are for 2020 and later due to changes to the IRS forms.  For forms prior to 2020, please use the report [Finance] 1099 - No Lines (Pre-2020).

- Open the desired report.
- Navigate to the Results tab on the left.
- Click the “Print” button to download the 1099 form.
- Print the form.

These reports are year-specific; to update the tax year:

- Open the desired report.
- Click on the Query tab on the left.
- Click on “1099 Item Totals” table.
- Specify the correct Tax Year below Table Required Parameters.
- Click Save.

Note:  Reporting 1099s to the IRS also involves Printing 1096
Prior to printing 1096 forms, please start by Verifying 1099s.

Note: Only vendors who meet the qualifications established by the IRS are included on 1099 forms. Please see the Printing 1099 article for details.  The 1096 form is a summary of the 1099 forms.

Use the following reports located in Data Analytics Tool (DAT) -> PCR Imported category to print 1096 forms.  Please note, you will need FinanceAP Full or FinanceAP Read roles to access these reports.

[Finance] 1096 MISC - No Lines
[Finance] 1096 NEC - No Lines

Note: The reports have the same layout, the only difference is whether the report conditions are for Non-Employee Compensation (NEC), or everything else that isn’t NEC.
Note: These reports are for 2020 and later due to changes to the IRS forms.  For forms prior to 2020, please use the report [Finance] 1096 - No Lines (Pre-2020).

- Open the desired report.
- Navigate to Results tab on the left.
- Click the “Print” button to download the 1096 form.
- Print the form.

These reports are year-specific.  To update the tax year:

- Open the desired report.
- Click on the Query tab on the left.
- Click on “1099 Item Totals” table.
- Specify the correct Tax Year below Table Required Parameters.
- Click Save.
 

In 2020 the IRS changed how Non Employee Compensation is reported as well as the meaning  of the other boxes.  The following changes are available in our system:

New DAT reports are added to the “(PCR) Imported” category:
[Finance] 1096 MISC - No Lines
[Finance] 1099 MISC - With Lines  Note: This version should not be sent to the IRS.  Please use official IRS documents.
[Finance] 1096 NEC - No Lines
[Finance] 1099 MISC - No Lines
[Finance] 1099 NEC - No Lines 

The previous versions of the reports have been renamed with the postfix “(Pre-2020)”.  Example: [Finance] 1099 - No Lines (Pre-2020), [Finance] 1096 - No Lines (Pre-2020)

The box numbers have been changed.
Box 9 is “Crop Insurance Proceeds”  Note:  This was formerly box 10.
Box 10 is “Gross Proceeds Paid to an Attorney”  Note:  This was previously recorded in box 14.  
Box 11 is “Fish Purchased for Resale” and is not expected to be used.
Box 12 is “Section 409a Deferrals”
Box 14 is “Nonqualified deferred compensation”
Note: Invoices and Misc Payments made for tax years prior to 2020 will no longer show the description.  Only the box number will be shown.

Continue to record Non Employee Compensation in Box 7.  This will appear in Box 1 on the 1099 NEC.  For the 2020 tax year records, any information previously recorded in one of the boxes listed above must be recorded in the correct new box instead.  Example:  If you recorded “Gross Proceeds Paid to an Attorney” in box 14, please make sure to move that data to Box 10.
The (Re) Enrollment Contract Admissions Enrolling for Contract Setup are (Re) Enrollment Contract Settings for inquiries and existing students to determine how actions are applied when starting and completing the (Re) Enrollment Contract.  The enrollment options are specified on the Contract > Settings page.

Admissions: Enrolling for Contract contains the contract settings controlling which inquiries are ready to fill out a (Re) Enrollment Contract.  In order to submit a (Re) Enrollment Contract, there must be an Admin > Student record.  Note: The applicant record must have a status of “Applicant” as well as the Ready for Contract Action in order to qualify for Pre-Enrollment.

    - Ready for Contract Action is an action on an inquiry record indicating that they are eligible to transition to the student side and the parent may complete a (Re) Enrollment Contract.  Admissions would apply this action to the inquiry record.  It is recommended that you have a dedicated “Ready for Contract” action to use for inquiries instead of relying on “Application Submitted” or another action used for a different purpose. Only inquiries which have the Ready for Contract Action specified for the xxx year will appear in the contract.

    - Pre-Enrolled for Contract is the Enrollment Profile determining the set of actions which are applied to the new student records who are enrolled from admissions based on the Ready for Contract Action.  This Enrollment Profile also determines that actions received by the original inquiry records.  Example:  You have a “Pre-Enroll Student for Contract” profile with an action to set the inquiry record’s status to Enrolled and the student’s status to Pre-Enrolled.  The profile is set to Copy Inquiry Data to Student and would be applicable to all divisions except a summer division.  When a parent with a suitable inquiry logs in, the inquiry gets enrolled as a student with the Pre-Enrolled action, and the admissions record receives an action indicating that they have been Enrolled.  Note: Inquiries eligible to be pre-enrolled are automatically created as students as soon as the parent logs into the (Re) Enrollment Contract.  Note:  The newly created student must qualify for the (Re) Enrollment Contract’s Student Criteria for parents to start their (Re) Enrollment Contract.  Make sure the criteria allows for students with a pre-enrolled status, if applicable.

(Re) Enrollment Contract Statics provides details about potential issues with your (Re) Enrollment Contract Profile setup.

Enrolled Students Un-Accounted For shows a list of all Enrolled students who are not matching any of your existing (Re) Enrollment Contract Profiles.  Since all students need to be accounted for, the only students appearing in this list should be current seniors who are graduating.

Students Match Multiple Profiles shows students who qualify for multiple (Re) Enrollment Contract Profiles.  This number should be zero.

No Parent Login for Student Contract is a list of students who have any parents that do not have a login setup.  Such students’ parents are not able to start a (Re) Enrollment Contract.   You should create a login for those parents, and inform them of their username and password.  Note: If the number is not zero and the parents have logins, check to make sure that Households Status and Bill To Households options are correctly set in the (Re) Enrollment Contract Application Setup.

Profiles Missing Payment Terms is a list of (Re) Enrollment Contract Profiles which do not have any payment term options set for them.  Such (Re) Enrollment Contract Profiles result in an error when trying to create an invoice for students in that (Re) Enrollment Contract Profile.  This number should be zero if you are using (Re) Enrollment Contracts to create invoices or process deposit payments.

Profile Control Missing Payment Terms indicates that the (Re) Enrollment Contract Payment Options Control on the (Re) Enrollment Contract Profile has (Re) Enrollment Contract Control Options with no payment term specified.  Such (Re) Enrollment Contract Profiles result in an error when trying to create an invoice for any students when the parent chooses the (Re) Enrollment Contract Control Option with no payment term.  This number should be zero if you are using (Re) Enrollment Contract to create invoices or process deposit payments
(Re) Enrollment Contract Settings are settings which determine much of the (Re) Enrollment Contract behavior.  The (Re) Enrollment Contract Settings should be reviewed each year to make sure everything is configured as desired.  Each year, you will receive a new copy of the (Re) Enrollment Contract which you can update for the upcoming contract year.

Header Banner is the banner appearing on the (Re) Enrollment Contract.  The banner should be 926 pixels wide.

Student Criteria determines which students are eligible for parents to choose and complete a (Re) Enrollment Contract with.  This is based on a student DAT Filter which you create in Admin > Students.  Note: The DAT Filter condition is stored independently with the criteria.  This means that if you change or delete the original DAT Filter accessed through the Admin portal, the existing criteria for the (Re) Enrollment Contract are not impacted.  If you wish to modify the criteria, first create the new student DAT Filter .  Next, edit the criteria and choose the DAT Filter to use.  Note: Make sure that the criteria allow parents to start (Re) Enrollment Contracts for pre-enrolled students per the (Re) Enrollment Contract Enrollment Options Setup.

The following (Re) Enrollment Contract Settings are covered in separate articles:
- (Re) Enrollment Contract Application Setup
- (Re) Enrollment Contract Invoice / Payment Setup
- (Re) Enrollment Contract Admissions Enrolling for Contract Setup
- (Re) Enrollment Contract Confirmation Email Setup
- (Re) Enrollment Contract Enrollment Options Setup
The various Invoice and Payment options for the (Re) Enrollment Contract Settings are specified on the Contract > Settings page in the “Invoice / Payment Setup” section.

Submission Type determines whether the (Re) Enrollment Contract creates one or two invoices.  The reason you will typically choose one option over the other usually depends on how you want the payment term to work.  Will the payment term include the initial deposit, or not?  If not, then you would use the split invoice option.
    - Split Invoice creates an invoice for the deposit amount and a second invoice for the rest of the tuition and fees to be paid.  If you are using the Auto Post Invoice option, only the first (deposit) invoice is posted.  Note:  If you are specifying an Invoice For Date, both the deposit invoice and the contract invoice are issued on that date.  Note: With a split invoice, it is easier to handle a non-refundable deposit.  If the student decides not to attend, you can simply void the second invoice, and the deposit still pays the first invoice.
    - Single Invoice with Payment creates a single invoice for the entire tuition amount, including the deposit amount.  The deposit is just a payment against this invoice, so when the deposit is made, it partially pays the invoice.  Note: The payment term for the invoice should have the first payment be for the deposit amount due immediately.  Note: The invoice fiscal year is determined by the Invoice For Date setting which is typically set for the first day of your next fiscal year so that all revenue is reported for the next year.

Receivable Account is the Accounts Receivable account which is used by invoices and deposits.
 
Auto Post Invoices automatically posts the invoice after is has been created.  If you are using the “Split Invoice” option for Submission Type, only the deposit invoice is posted.  Note: If you are using Auto Post Invoices, particularly with a future Invoice For Date, make sure the fiscal year for that date is set up and open in Finance!

Pay by Check does not require a payment at the time of (Re) Enrollment Contract submission.  Instead, the parent agrees to mail a check or otherwise pay at a later time.
Echeck Payment Configuration allows parents to pay by Echeck using Automated Payment Processing.
CC Payment Configuration allows parents to pay by Credit Card using Automated Payment Processing.
Note: Automated Payment Processing includes information regarding the General Ledger accounts, Deposit, Unearned/Deferred, Convenience Fee, and other information.  To record Stored Payment Info for customer payments, specify the desired type for the Stored Payment Type in the Automated Payment Processing (Finance).
Note:  Different payment processors may accept only certain credit cards, or may/may not support ECheck payments.  The payment processor may also let you choose which credit cards or payment methods you accept.  Please contact your payment processor for support.

Test Mode is used to run the selected Payment Configuration in test mode.  This allows you to test the (Re) Enrollment Contract without actually accumulating charges.  Note:  Make sure to turn this off before you go live with the (Re) Enrollment Contract!  Note: Invoices and deposits will still be recorded in Finance.

Invoice For Date allows you to specify a specific date that the invoice is issued.  If this date is not specified, the current date is used for the issued date.  Typically you specify this date for the start of the next fiscal year.  The reason to do this is so that all revenue on the invoice is reported in the next fiscal year.  Note:  This setting is used in conjunction with the Unearned/Deferred Account to ensure that Accounts Receivable is not underreported between the initial deposit date and this Invoice For DateNote:  Make sure the fiscal year for the Invoice For Date is set up in Finance, or invoices cannot be created.

Invoice Customer Memo is the customer memo as it appears on the invoice.  This memo shows on the customer statements and is used to clarify what the invoice is for.  Example: “Contract 2010/2011”

Invoice Attribute is an attribute to associate with the (Re) Enrollment Contract invoices.  Note: (Re) Enrollment Contract invoices are identified in Finance > Contracts > Student Contracts by matching the Invoice Attribute for the (Re) Enrollment Contract to invoices with that same attribute.  Note:  You should have a new attribute each year for (Re) Enrollment Contract invoices.  If you reuse the attributes year to year, the software will not be able to properly distinguish which invoices are for which (Re) Enrollment Contract, and the totals in Finance > Contracts > Student Contracts will include invoices from multiple (Re) Enrollment Contract years.  Note: Additional Invoice Attributes are added by navigating to Finance > Maintenance > Customer Invoice Attributes.
The (Re) Enrollment Contract Confirmation Email Setup is a part of (Re) Enrollment Contract Settings which determines which email templates are used when parents submit a (Re) Enrollment Contract. The confirmation email options are specified on the Contract > Settings page in the “Confirmation Email Setup” section.
 
Email Domain is the institution's email suffix.  It should include the @ symbol. Example: @myinstitution.edu  Note:  An SPF Record must be registered with your domain before you can specify an Email Domain in the (Re) Enrollment Contract.

Template (Customer Receipt) is the email template used for the deposit payment made by the parent.  This is only sent if a deposit is required and a payment is made at the time of the (Re) Enrollment Contract’s submission.

Template (Student) is the email template used for a thank you message confirming that the (Re) Enrollment Contract is submitted.  If the Households Status is set to Primary, you should use a template with the “One email per student” option.  For any other Households Status or Bill To Households options, you would need to use the “One email per student/household combination” option to ensure that the parent user receives an email.
To create a new (Re) Enrollment Contract Profile for the (Re) Enrollment Contract, click the New link button in the grid.  Provide a Description and Filter, then click save.  Note: The available DAT Filters are based on student DAT Filters with the All Divisions checkbox checked.  Note: The DAT Filter conditions are stored independently with the (Re) Enrollment Contract Profile.  This means that if you change or delete the DAT Filter, the existing (Re) Enrollment Contract Profile is not impacted.  If you wish to modify how the (Re) Enrollment Contract Profile works, first create a new DAT Filter in Admin > Students.  Next, edit the (Re) Enrollment Contract Profile in the (Re) Enrollment Contract and choose the DAT Filter to use.

Note: If you delete a (Re) Enrollment Contract Profile, all the content for that (Re) Enrollment Contract Profile is deleted.  Please be careful when deleting (Re) Enrollment Contract Profiles.  You can always create a new (Re) Enrollment Contract Profile, use the “Copy to Other Profiles” button, and later delete the (Re) Enrollment Contract Profile you do not want.

Note: Each (Re) Enrollment Contract Profile has a Students statistic which tells you which students qualify for this (Re) Enrollment Contract Profile.

Note: Review the (Re) Enrollment Contract Statistics for any issues that may result from your current profile setup.
 
(Re) Enrollment Contract Control Options are the various settings specific to each (Re) Enrollment Contract Control.  Note: These (Re) Enrollment Contract Control Options can have different values for each (Re) Enrollment Contract Profile.  Note: Each (Re) Enrollment Contract Control has an html edit box to provide a custom description which appears on the (Re) Enrollment Contract and the (Re) Enrollment Contract PDF.

Default To determines whether the (Re) Enrollment Contract Control Option should be selected by default or not.  This applies to  (Re) Enrollment Contract Check Box controls, (Re) Enrollment Contract Radio Button controls, (Re) Enrollment Contract Transportation Controls, (Re) Enrollment Contract Transportation Multi Controls and (Re) Enrollment Contract Payment Options Controls.  Note: When multiple choices are available on a control, only one choice should be selected by default.  If you do not choose a default for (Re) Enrollment Contract Radio Button controls, then the first choice is automatically selected.

Product is included on the (Re) Enrollment Contract invoice if the control is selected by the parent.  Note:  If you include a product for a non-selectable control such as a Text control, that product is always included on the invoice.  The tuition product will usually be specified on a text control.  Note:  Specifying a product is optional.  You can leave the product blank for (Re) Enrollment Contract Control Options that do not involve fees.  Note: The deposit portion of a product does not appear in the (Re) Enrollment Contract text, but does appear on the summary page prior to submitting the (Re) Enrollment Contract.

Payment Method Option has options for None, Check, Credit Card, and Echeck.  (Re) Enrollment Contract Settings Invoice / Payment Setup has the master list for which choices a user may pay with.  If over the course of submitting the (Re) Enrollment Contract, all of the user’s (Re) Enrollment Contract Control Options have a Payment Method Option of None, then the user is provided a choice from the master list of payment options on how they wish to pay.  If one of their (Re) Enrollment Contract Control Options specifies a specific payment method, then the user is directed to that payment method when submitting the (Re) Enrollment Contract.  Note: The payment method of Check means “Pay later by check.”  Note: If no deposit amount is due at the time of (Re) Enrollment Contract submission, they are not required to pay during submission. Note: If a Stored Payment Type has been specified in Automated Payment Processing (Finance), even if there is no deposit due, the user is still asked to provide payment information if Credit Card or ECheck were selected.

Payment Term determines the payment term to use for the (Re) Enrollment Contract invoice.  Note: This (Re) Enrollment Contract Setting is only applicable for the (Re) Enrollment Contract Payment Options control.

Title appears in the DAT and Finance > Contracts > Student Contracts - Option Selected as a means to search for selected (Re) Enrollment Contract Control Options without dealing with complicated html markup and spacing.  You should provide a simple title to use in place of the detailed description.   Note: This setting is only applicable for (Re) Enrollment Contract Radio Button controls,(Re) Enrollment Contract Check Box controls, (Re) Enrollment Contracts Transportation Controls, and (Re) Enrollment Contract Transportation Multi Controls.

The “Add Fee” button adds a [[Fee][ field into the text editor.  This shows the amount that is associated with the selected product when a parent is viewing the (Re) Enrollment Contract.  If the product amount is changed in Finance, the amount is also changed in the (Re) Enrollment Contract.  The [[Fee]] field works much like an email field.  Note: Once a (Re) Enrollment Contract is submitted, the fee appearing in the PDF does not change if you change the product in Finance. Note: Whenever possible, you should not be hardcoding the fee in any text.  Instead, rely on the product fee being merged into the text.  By not hardcoding the fee into text controls for each profile, you will find it easier to keep any text changes in sync between the profiles, and only need to make sure that the correct product is associated with the profile option.  Also, any fees you override through (Re) Enrollment Contract Overrides will appear correctly.  If you hardcode the fees in the text, the fees shown in the contract text may not match up with the actual fees being charged.

The “Add New Option” button adds a new (Re) Enrollment Contract Control Option for a (Re) Enrollment Contract Radio Button control.

The “Save” button saves the changes you have made.  Note:  The changes are only applicable to the currently selected (Re) Enrollment Contract Profile.

The “Copy to Other Profiles” button copies the current contents for the control to the same control in all the other (Re) Enrollment Contract Profiles.  This helps save time and prevents the need to re-enter information for each (Re) Enrollment Contract Profile.  Note:  If you have already set up the control for another (Re) Enrollment Contract Profile, do not use the copy button as it replaces your changes for the control in the other (Re) Enrollment Contract Profiles.
Cleaning (Re) Enrollment Contract Control Options for Students on a (Re) Enrollment Contract is primarily used for testing purposes.  To access the cleaning options, navigate to the Contract > Profiles page.  Whenever a student starts a (Re) Enrollment Contract, all the (Re) Enrollment Contract Profile’s (Re) Enrollment Contract Control Options for that student are copied to their (Re) Enrollment Contract.  If you make changes to the (Re) Enrollment Contract Profile, or to the student such that they qualify for a different (Re) Enrollment Contract Profile, the (Re) Enrollment Contract Control Options for that student need to be removed (cleaned).  After cleaning, when the (Re) Enrollment Contract is started for the student, the new updated (Re) Enrollment Contract Profile Control Options will be copied.

To clean the (Re) Enrollment Contract Control Options you must provide the student’s id.

The “Clean Options” button clears the current (Re) Enrollment Contract Control Options from the student’s (Re) Enrollment Contract.

The “Clean PDF” removes the PDF file for a submitted (Re) Enrollment Contract.  PDFs for a (Re) Enrollment Contract are not overwritten unless the Allow Resubmit (Re) Enrollment Contract Setting is specified.

The “Clean Submit/Sign/UnEnrolling Action” removes the Contract actions from the student.  This also has the effect of removing the PDF as the PDF is tied to the action.  (Re) Enrollment Contracts cannot be resubmitted if the student already has a Contract Submitted action unless the Allow Resubmit (Re) Enrollment Contract Setting is specified.

Note:  Cleaning these (Re) Enrollment Contract Control Options from a student resets their (Re) Enrollment Contract state as unsubmitted; however, any invoices or payments that were created are still present.  Note: If there are already any non-voided contract invoices and no new payments are submitted, then no new invoices will be created.  This means new financial aid is not applied.  Either void the original invoices, or apply the financial aid awards manually.  

Note:  Previously accepted financial aid is not cleared on this page.  If the student has financial aid which is supposed to be applied to the (Re) Enrollment Contract, make sure the award is not already Accepted from a previous submission.

Apply Selected Profile applies the actions associated with the selected Enrollment Profile to the student whose id is specified in the textbox.  This is used to assist you in testing the various (Re) Enrollment Contract Profiles, and should only be used on a test student for the purpose of testing.
Pre-authorization charge is a temporary hold placed by a merchant on the customer’s credit card or debit card to validate payment information.  In PCR Educator, a Pre-authorization charge of approximately $10-$12 is assessed when a person saves their credit or debit card in Stored Payment Info to use with Finance - Auto-Pay or Automated Payment Processing (Development) for Donations.  The charge is voided within a few business days.  

Note: Follow this article to find out about 3 Tips for Increasing Sustaining (Recurring) Donations.

Note: To set up Stored Payment Type, see Configuring Stored Payment Type article.

Note: Auto-Pay Results (Finance) can be accessed through the Finance Portal.  Auto-Pay Configuration (Finance) provides more details about configuring Automated Payment Processing.
 
The Internal Revenue Service reintroduced Form 1099-NEC to report payments for services of $600 or more during 2020 to independent contractors and freelancers. In the past, such payments were reported on Form 1099-MISC along with other types of income (prizes, awards, etc). Copy A of the 1099-NEC form is due to the IRS by February 1, 2021, for year 2020, with the “B” copies deadline to the actual contractor-recipients also being February 1, 2021. Please note that as a result of this change, you need to double-check how 1099 items are allocated.

You will find the following in the DAT - PCR Imported category.

These are queries for generating IRS forms prior to 2020:
[Finance] 1096 - No Lines (Pre-2020)
[Finance] 1096 - With Lines (Pre-2020)
[Finance] 1099 - No Lines (Pre-2020)
[Finance] 1099 - With Lines (Pre-2020)

These are new queries and printable forms for 2020:
[Finance] 1096 MISC - No Lines
[Finance] 1099 MISC - With Lines
[Finance] 1096 NEC - No Lines
[Finance] 1099 MISC - No Lines
[Finance] 1099 NEC - No Lines

Our office will be closed on Thursday November 26th in observance of Thanksgiving Holiday. We will resume our normal business hours starting Friday November 27th.

There are three options for copying CMS Page(s):

- Copy (Basic) - copies the properties of the page including CMS Page Details, CMS Page Data, CMS Page Roles, CMS Page Filter(s). Note: this is the easiest way to create a new page that is similar to an existing page but has different content.  
- Copy - copies the same information as Copy (Basic), but also adds the same CMS Widgets to the new page. Note: as a result of this function, CMS Widgets are now shared between the original page and the new page, which means that changing their properties on one page will change them in the other place. This function should be used in rare cases when you may want to recreate a page and its widgets.
- Deep Copy - copies the same information as Copy (Basic), but also copies all CMS Widgets to the new page. Note: this function is useful in cases when you are creating a new page which will have similar configuration to the original page. Since the new widgets are copies of the original widgets, it’s safe to change their properties without affecting the original page and its widgets. Note: Widgets marked as Reusable are not copied, but added to the new page. This means that Reusable widgets are now shared between the original page and the new page, which, in turn, means that changing their properties in one page will change them in the other place.

 
With the next release, the “Attendance” option in Admin > Students > Multi-Action screen will be renamed to “Record Attendance”.
Starting November 9th, 2020 the Attendance Roster PDF report will be replaced by [ADM] Class List DAT query. The new query provides more flexibility in terms of restricting data and has an option to add additional fields to the report. We appreciate your cooperation.
Have you noticed the “Email/Call Support” link in the administrative portal? 

When you need support, simply click on it, describe the problem and hit send! This will automatically generate a ticket and ensure that your questions are addressed efficiently.
 
You can even do this before you call the support line so we have all the info we need to help you!
 
This article is an index with timestamps for the topics covered in the following video:
Attendance Management

1. Intro
    a. There are different methods of managing attendance
        i. Lower Schools usually take daily attendance for homeroom
        ii. High Schools usually take period attendance and admins use that to mark daily attendance.  Period attendance records are used as a tool to determine how daily attendance should be marked for each student.
        iii. In this video, we will cover the second scenario
            1. The Staff Portal should be configured to take period attendance only.  
2. Marking Attendance for the Future
    a. Administrators can mark attendance in the future (ex: if someone will be on vacation or a group going on a field trip)
    b. Select students > multi-action > Attendance and enter attendance (both daily and period) for the future
3. Staff Perspective (Period 1)
    a. When staff log in, they will be able to see attendance entered by the administrator and not be able to modify it
    b. We will mark a couple of students as absent
4. Administrative Perspective (After Period 1)
    a. Admin runs Standard Query: [Admin] Period Attendance Not Taken and notifies staff to take attendance who have not taken it yet. 
    b. Admin reviews period attendance after period 1 and reaches out to parents to see if students will be absent for the entire day or come in late
    c. Admin then marks the daily attendance accordingly
5. Staff Perspective (Period 2)
    a. When a staff member goes in to take period attendance, they will see students that are absent for the day. If there are other students who are also absent or tardy, the staff member will mark them as such
6. Administrative Perspective (After Period 2)
    a. Admin runs Standard Query: [Admin] Period Attendance Not Taken and notifies staff to take attendance who have not taken it yet. 
    b. Admin reviews period attendance after period 2 and identifies if there are any other students who are absent.  If so, the admin looks to figure out why and marks daily attendance accordingly
7. Administrative Perspective (End of the Day)
    a. At the end of the day, the admin ensures that all students with period attendance records should have a corresponding daily attendance record

Note: if you have teachers who are not able to take attendance, check out Teachers Not Able to Take Attendance

Note: To take attendance, Marking Period Info and Daily Rotation need to be set up. You may configure Attendance Types and Attendance Points and Discipline Points as needed.

Note: follow these resources for building and customizing DAT Queries and DAT Filters:
 --- DAT Webinar - Attendance
 --- DAT - Attendance Data Structure  
 --- Standard Query: [Admin] Daily Attendance
 --- Standard Query: [Admin] Orphaned Period Attendance
 --- Standard Query: [Admin] Present and Absent for a Day
 --- Standard Query: [Admin] Attendance Details
 --- Standard Query: [Admin] Period Attendance Not Taken
 
Since fully adopting PCR Educator School Management System, St. George’s School has earned impressive admissions results, including:
• A nearly 62% reduction in paperwork in the first year
• An additional 92% paperwork reduction in the second year
• 28% increase in applications
• A highly accelerated committee review process
The diagram describes relationship with the main development tables. 
Google Classroom Integration is currently offered as Beta. The integration allows administrators to push or pull data facilitating data exchange between PCR Educator and Google.

When you use this API, you have access to the following features:

- Uploading Missing Course Sections to Google Classroom
- Deleting Google Classroom Course
- Syncing Students with Google Classroom
- Syncing Categories with Google Classroom
- Syncing Assessments with Google Classroom
- Syncing Grades with Google Classroom

Before you begin, follow these steps for Connecting PCR Educator to Google Classroom.

Note: do not use these features without testing. Please request that PCR Educator creates a Google Test division for you where you can configure test courses, teachers, and students. 
Note: all features are division-specific and only affect information within the selected division.
Note: all features only evaluate Current Year information in PCR Educator system.
Note: since Google Classroom courses do not have support for terms (marking period,  semesters, trimesters, or quarters), PCR Educator relies on Google Classroom section name to store section and term information.
Note: once courses are created in Google, teachers can rename them.
Example: a Math course in PCR Educator with section 01 is represented by two Google Classroom Courses: Math 01 Term: 1 and Math 01 Term: 2. Connecting PCR Educator to Google Classroom
Follow this checklist to establish Google Classroom Integration within PCR Educator.


- Create a new google account for administering and configuring Google Classroom. Note: name the account as pcreducator@[yourdomain]. Note: this account needs to have Super Admin privileges. Note: provide the credentials to your PCR Educator representative assisting you with this integration
- Log in as the newly created user pcreducator@[yourdomain] and navigate to https://console.developers.google.com/ 
create a new project
- Enable the following APIs: Google Classroom API, Google Calendar, Google Admin SDK
- For Calendar: Google Calendar API
- Configure OAuth consent screen. Note: use Internal Application Type
- Create a service account 
- Grant this service account access to project marking it with the Owner role
- Grant users access to this service account. Note: connect pcreducator@[yourdomain] account. Note: in addition to pcreducator@[yourdomain] user, add your own user if desired Note: specify these users for “Service account users role” and for “Service account admins role”
- Navigate to the service account’s details and edit its domain-wide delegation by enabling “G Suite Domain-wide Delegation”
- Create a new JSON key
- Download the key file as “credentials.json” Note: the name is important, so make sure to rename to “credentials.json”
- From your G Suite domain’s Admin console, go to Main menu> Security > API controls
- In the Domain wide delegation pane, select Manage Domain Wide Delegation
- Click Add New
- In the Client ID field, enter the client ID obtained from the service account creation steps above
- In the OAuth Scopes field, enter a comma-delimited list below:
https://www.googleapis.com/auth/classroom.guardianlinks.students,https://www.googleapis.com/auth/classroom.profile.emails,https://www.googleapis.com/auth/classroom.rosters,https://www.googleapis.com/auth/classroom.courses,https://www.googleapis.com/auth/classroom.profile.photos,https://www.googleapis.com/auth/classroom.student-submissions.me.readonly,https://www.googleapis.com/auth/classroom.coursework.students,https://www.googleapis.com/auth/classroom.topics,https://www.googleapis.com/auth/classroom.coursework.me,https://www.googleapis.com/auth/classroom.announcements,https://www.googleapis.com/auth/classroom.rosters.readonly
,https://www.googleapis.com/auth/classroom.topics.readonly,https://www.googleapis.com/auth/classroom.courses.readonly,https://www.googleapis.com/auth/classroom.announcements.readonly,https://www.googleapis.com/auth/classroom.push-notifications,https://www.googleapis.com/auth/classroom.student-submissions.students.readonly,https://www.googleapis.com/auth/classroom.guardianlinks.me.readonly,https://www.googleapis.com/auth/classroom.guardianlinks.students.readonly, https://www.googleapis.com/auth/classroom.profile.emails

For Calendar:
https://www.googleapis.com/auth/calendar,
https://www.googleapis.com/auth/calendar.events,
https://www.googleapis.com/auth/calendar.events.readonly,
https://www.googleapis.com/auth/calendar.readonly,
https://www.googleapis.com/auth/calendar.settings.readonly,
https://www.googleapis.com/auth/admin.directory.user


- Click Authorize
- Navigate to PCR Educator’s Admin Portal: Admin>Maintenance>Google Classroom and upload the “credentials.json”
- Make sure you see the message “The file credentials.json is present”
- Go to google console with the newly created user (pcreducator@[yourdomain]) and navigate to Classroom General Settings (Apps > Additional Google services > Settings for Classroom > General settings)
- Look at Who can create classes? Setting. If this setting is limited to teachers or pending teachers, you will have to add pcreducator@[yourdomain] as your teacher as otherwise this account will not have enough permissions to generate classes in Google Classroom
https://support.google.com/edu/classroom/answer/6071551?hl=en#zippy=%2Cverify-teachers
 
Navigate to Admin>Maintenance>Google Classroom and click the ‘Upload Missing Course Sections’ button to upload missing course sections to Google Classroom. 

PCR Educator uploads its course sections from the current scheduling year and selected division to Google Classroom when all these conditions are met:

- Course section is connected to a primary teacher with a valid user that has a valid email.

Note: if a teacher DECLINES a class in google classroom, the system will not try to sync this class anymore. This method should be used when teachers choose to use classes they create themselves in situations when they don’t want any syncing.
Note: if a teacher ARCHIVES a class in google classroom, the system will no longer sync that class and instead attempt to create a new class next time you use the Uploading Course Sections button or next time it syncs. Ensure that teachers archive their old classes once the term finishes.
Note:  if the system created a class in Google Classroom, but the teacher no longer teaches that class, you have two options. First, if the class has no content, you can first decline it and then follow the steps of Deleting Google Classroom Course. If the course already has content that you don’t want to lose, you can manually add the new teacher to the class in Google and remove the old teacher.
 
Navigate to Admin>Maintenance>Google Classroom and click ‘Upload Missing Course Sections’ button to upload missing course sections to Google Classroom.
Navigate to Admin>Maintenance>Google Classroom and click the ‘Sync Students’ button to connect students to their courses in Google Classroom.

PCR Educator connects students  from the current scheduling year and selected division to their courses in Google Classroom when all these conditions are met:

- Students in PCR Educator belong to current year sections within the selected division and these sections are already available in Google Classroom  
- Each student in PCR Educator has exactly one valid user account with  an email address matching the Google account
- Students in PCR Educator belong to sections that are currently active. Active course sections need to be associated with a current Term (Trimester or Semester). The current term should have its attendance begin date be today or earlier and its end date to be today to later.
Note: when using the manual sync (i.e. clicking the Sync Students button), the system will sync students up to one month before the beginning of the term. Example: your first day of school is September 1. If you try to sync students in July by clicking Sync Students button, the system will not sync them. However, it will sync them if you clicked the same button on any day after August 1.
 
Google Classroom does not have a concept of categories. So there are two approaches that you can take to ensure successful integration:

1. Using Google Classroom Topics. Navigate to Admin>Maintenance>Google Classroom and click the ‘Sync Categories’ button to push categories configured in PCR Educator to Google Classroom. 
Note: Teachers must enter default type for each category to enable successful integration.
Note: Teachers must be instructed to specify Topic for all assignments. Google Classroom Topics convert into PCR Educator categories. Empty Topics/Categories are not supported by PCR Educator.

2. Selecting a single PCR Educator’s Category as the default for any assignment from google classroom. Example: you have coursework and exams in PCR Educator. You mark coursework with a default type and leave all other categories (exams in this case) without default categories. Then, because there is only one category with a default type (coursework), any google assignment will go to coursework category. Note: when using this method you never sync categories between PCR Educator and Google.
Navigate to Admin>Maintenance>Google Classroom and click the ‘Sync Assessments’ button to pull assessments from Google Classroom.
Navigate to Admin>Maintenance>Google Classroom and click the ‘Sync Grades’ button to pull grades from Google Classroom.
Please remember to update the academic years for your Inquiry/Apply Online application.

To make this change, please click here for more information.
Our offices will be closed on Monday, September 7th in observance of Labor Day. We will resume normal hours on Tuesday, September 8th.
In preparation for the upcoming school year, we looking for schools to try out our Student Management System Integration with Google Classroom.
PCR Educator has expanded touchless transaction options for its School POS, Store, and Cafeteria System. Students and staff can easily scan their ID Cards or ID to charge their accounts while getting their items in line.
Close of the School Year Wizard is now available! Please keep in mind that you can send notifications to next year families and give them access to the Parent Portal (including next year's schedules) prior to closing the school year. Moreover, please plan ahead and reserve several business days just in case you may need support from PCR Educator in closing the school year. As previously announced, the wizard will delete all notifications for non-current inquiries/applicants and all notifications generated during previous academic years for students.

The wizard will not delete:

- any Financial or Development notifications
- any notifications attached to actions

Note: The close of the school year wizard will not be available if your school exceeds the purchased database storage amount. Please contact support@pcreducator.com to help you address this.
This query returns Parent-Teacher Conference registrations in the selected School Division. This query also has the option to produce a report. Click the “Print” button on the Results screen to generate a Parent-Teacher Conferences By Household report.

The School Id is set as a DAT Parametrized Condition.
Contact us today to connect with our scheduling pros who have scheduled US Airways flights and participated in other high-profile projects. Let PCR Educator help you navigate the rapidly changing dynamics of scheduling students into classes. 
This query returns a list of the enrolled students’ attendance records for a given School Division and attendance date. The School Id (School Division) and Occurrence Date are set as DAT Parameterized Conditions.

The DAT also has a print option that supplies the results listed alphabetically by student name with the attendance type, time and explanation.

Note: A blank space in the results for Attendance Description denotes the student was present.
This query returns a list of students and their Evaluation results.
This query returns the total number of enrolled students in each grade level based on the School Year.

The School Year is set as a DAT Parameterized Condition and accepts the value of 0 for current year or 1 for next year.
This query returns a list of staff who are parents of currently enrolled students in any School Division.
Watch this cool video featuring our Forms. This app allows your parents to easily update their data on the go, upload required files, and ensure that all their information is up-to-date. Our system will automatically remind them about any missing forms to ensure that their students are ready for the new year: Annual Forms
This query returns inquiries/applicants for the current Admissions Year with their household information.
Our offices will be closed on Friday, July 3rd in observance of Independence Day. We will resume normal hours on Monday, July 6th.
PCR Educator is assisting schools in launching Daily Health Check-in procedures which can be used by students, parents, and staff. The form is designed to work on any device and can be used as a check-in station at a school's entrance or as a self-serving app that is available for parents on their devices. The form is fully customizable and allows for collecting any data.
This query returns demographic information for inquiries/applicants in the current Admissions Year.
This query returns a list of inquiries/applicants who have Evaluators assigned to them for the selected Academic Year.

The Academic Year is a DAT Parameterized Condition.
This query returns a list of inquiries/applicants who do not have Evaluators assigned to them for the selected Academic Year.

The Academic Year is a DAT Parameterized Condition.
This query returns a number of inquiries/applicants who have a specified action in the selected Academic year or forward. The results are broken down by Grade Level (the Action was received in) and Gender.

The Academic Year is a DAT Parameterized Condition.
This query returns the number of inquiries/applicants who have the specified Action in the selected Academic Year or forward.

The Academic Year is a DAT Parameterized Condition.
PCR Educator School CRM now has a new exciting feature that allows administrators to easily upload documents for each discipline record and share them with staff, parents, or students. 
This query returns a list of inquiries/applicants and their Evaluation results in the specified Academic Year or forward.

The Academic Year is a DAT Parameterized Condition.
This query returns a total number of inquiries/applicants by Status and Substatus in the current Admissions Year.
PCR Educator is planning to release Google Classroom integration, which helps students and teachers organize assignments, boost collaboration, and foster better communication while reaping the benefits on our integrated School CRM system.
This query returns a total number of inquiries/applicants based on Gender and Applying for Grade in the current Admissions year.
To enter AR Invoice, you should have FinanceAR Full role. There are multiple ways how AR Invoices are entered in the system:

- Entering AR Invoice - Individually
- Entering AR Invoice - in Bulk
- Importing AR Invoice
- Generating AR Invoice Automatically
To enter AR Invoice, you should have FinanceAR Full role.

To enter an AR Invoice:

- Navigate to Finance > Customers or to Finance > Students  
- Locate the desired customer or student account by using the search or DAT Filter function
- Click on Invoice hyperlink of the selected account
- Enter Invoice Information and click Save

Note: You can also access this process directly from a customer dashboard or student dashboard and clicking on “New Invoice” button.
To enter AR Invoices in bulk, you should have FinanceAR Full role.

To enter an AR Invoice:

- Navigate to Finance > Students  
- Select the desired students accounts by using the search or DAT Filter function and using the checkbox for each record or using ‘Select All’ checkbox to select all filtered students
- Use multi-action Invoices
- Enter Invoice Information and click Save

Note: If any of the students have qualifying Financial Aid Award with available funds, the system will list them allowing you to include these awards as AR Invoice Line Items on newly created invoices.
PCR Educator system features a variety of processes which automatically generate AR Invoices based on predefined conditions. These are some of the products and services which generate AR Invoices automatically:

- (Re) Enrollment Contract (specifically (Re) Enrollment Contract Invoice / Payment Setup)
- Summer Camp and Summer School
- Online Store
- Point of Sale (POS), Lunch and Cafeteria 
- After School, Extended Day and Before School 
To generate finance charges you will need FinanceAR Full role. 

Note: While the Finance Charges feature can be used for any types of finance charges, late fees is one of the common applications of this functionality. 

Note: The process and timing of late fee invoice creation will be driven by your school’s procedures and legal agreements, but in general, it involves the following steps: 

Note: before starting the process of generating late fees, navigate to Finance > AR > Receipts to ensure that you don’t have any unallocated AR Receipts. Example: consider a family who overpaid. Even if you allocate their receipt to all invoices, there is still an overpayment. You may decide to keep this overpayment as opposed to refunding it. In that case, a portion of the AR Receipt is unallocated. Later, when you create a new invoice, you are given an option to allocate any unused funds, but depending on the exact process used you may still end up with a portion of an AR Receipt being unallocated to this new invoice. Thus, make sure to allocate all applicable AR Receipts before charging late fees. 

- Navigate to Finance > AR > Invoices. Note: all overdue invoices are highlighted 
- Apply ‘Invoice is overdue’ search criteria to find all overdue invoices. Note: you can use DAT Filter if you want to exclude some invoices based on your specific requirements. Note: adjust the selection process if finance charges are not specific to overdue invoices.
- Select all desired invoices.
- Use multi-action Finance Charges.
- Specify rate type (percentage or flat rate) and rate.
- Fill out the details of the Finance Charge Invoice and click ‘Apply Defaults.’
- The system lists all invoices which will be generated. Note: you can arbitrarily override charges for each invoice in case there are any exceptions.
- Click Submit
- The system generates all new invoices
This query returns the number of inquiries/applicants per Household Zip Code in the current Admissions year.
One of the most powerful tools in the Content Management System (CMS) is the option to control what content and features are made accessible to different groups of users.  For instance, if you add information to the Parent Portal that only pertains to high school families, you can make that content visible only to high school families and hide it from other users.

There are several ways to restrict access to CMS pages, CMS Widgets, and their corresponding features:

1. Restricting CMS Page by DAT Filter
2. Restricting CMS Widget by DAT Filter
3. Restricting CMS Page by Role
4. Restricting CMS Page through CMS Sitemap
5. Restricting CMS Page by Unpublishing 
6. Restricting CMS Widget by Navigation Property
7. Restricting Content by Content Type

Note: To restrict access to forms, follow Restricting CMS Page by Unpublishing and Restricting CMS Widget by Navigation Property.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.

Note: A DAT Filter is applied to a CMS Page or a CMS Widget through CMS DAT Filter Application.
In CMS Portals, CMS Pages can be made visible or hidden based on a DAT Filter.  This method is particularly useful for restricting content to users that meet multifaceted criteria. To restrict CMS Page by DAT Filter:

- Follow Creating New DAT Filter instructions in the Administrative Module.
- Navigate to the desired CMS Page in the CMS Portal and click the “Content” link.
- Open the “Filter” tab on the right-side of the page, select the “Page” radio button, pick the DAT Filter, and click Save.  This CMS Page will now only be accessible to users that fit the DAT Filter criteria.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.

Note: A DAT Filter is applied to a CMS Page or a CMS Widget through CMS DAT Filter Application
In CMS Portals, CMS Widgets can be made visible or hidden based on a DAT Filter.  This method is particularly useful if you want to restrict content to users that meet multifaceted criteria. 

- Follow Creating New DAT Filter instructions in the Administrative Module.
- Navigate to the desired CMS Page in the CMS Portal and click the “Content” link.
- Click on the gear icon on the CMS Widget, select the DAT Filter from the “Filter” dropdown and click Save.  This CMS Widget will now only be visible to users that fit the DAT Filter criteria.

Note: A DAT Filter is applied to a CMS Page or a CMS Widget through CMS DAT Filter Application

Note: If the gear icon on a CMS Widget is not visible, it means that the CMS Widget is locked.  Please reach out to PCR Educator Support for further help.
In CMS Portals, CMS Pages can be made visible or hidden based on any custom role(s) or role(s) defined in Roles Dictionary through two methods:

1. Restricting CMS Page by Role - Individually. 
2. Restricting CMS Page by Role - in Bulk.  

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
To assign role(s) to an individual CMS Page:

- Navigate to the desired CMS Page in the CMS Portal and click the “Content” link.
- Open the “Roles” tab on the right-side of the CMS Page, select the “Page” radio button, pick the role(s) that users need to access the CMS Page, and click Save.  Note: If you select the “Master Page” radio button, then the current CMS Page will automatically be restricted based on the role(s) assigned to the CMS Master Page.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.

Note:
CMS Pages can be made visible or hidden based on any custom role(s) or role(s) defined in Roles Dictionary.
 
In CMS Portals, CMS Pages can be made visible or hidden based on a role(s). 

To assign role(s) in bulk:

- In your CMS Portal, navigate to Admin > Pages.
- Select desired CMS Pages.
- Select “Assign Roles” from the multi-action menu and click “Go.”
- Select a role and click “Assign.”

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.

Note: CMS Pages can be made visible or hidden based on any custom role(s) or role(s) defined in Roles Dictionary.
This method can be used if you want to completely remove a CMS Page from a menu.

- In your CMS Portal, navigate to Admin > Site Maps.
- Go to Details of the appropriate CMS Sitemap.
- Click on the hyperlink of the page that you want to remove.
- Click delete.

Note: Removing a page from the CMS Sitemap does not delete the page from the system.  You can always add it back by clicking “+” on the CMS Sitemap and selecting the CMS Page.

Note: If the CMS Page is not removable from the CMS Sitemap because it does not have a hyperlink that you can click on, it means that the CMS Sitemap node has the setting “Dynamic Data Source” enabled.  This setting automatically creates a menu item on the CMS Sitemap from corresponding dashboard CMS Widgets.  

To remove the CMS Page that is dynamically added by a CMS Widget , you can either:
- Navigate to properties of the corresponding CMS Widget and remove the CMS Page link from the “Navigate URL” field.
- Disable the “Dynamic Data Source” setting,which will remove all CMS Pages connected through the Dynamic Data Source.

Note: Removing a CMS Page from the CMS Sitemap does not prevent  users from accessing it if they have a direct link to the CMS Page.  You can prevent users from accessing a CMS Page  by using the Unpublishing CMS Page method.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
A CMS Page should be unpublished if it is not currently being used but may be used in the future.  An unpublished CMS Page can only be accessed by administrators with Website Full role.  There are two ways to unpublish a CMS Page:

1. Restricting CMS Page by Unpublishing - Individually. 
2. Restricting CMS Page by Unpublishing - in Bulk.  

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
To unpublish an individual CMS Page:

- Navigate to the desired CMS Page in the CMS Portal and click on the “Content” link.
- Open the “Details” tab on the right-side of the CMS Page, uncheck the “Published” box and click Save.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
To unpublish CMS Pages in bulk:

- In your CMS Portal, navigate to Admin > Pages.
- Select CMS Pages that you would like to unpublish.
- Select “Publish / Unpublish” from the multi-action menu and click “Go.”
- Click “Unpublish Selected Pages.”

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
There are certain CMS Widgets in the CMS Portal that provide access to a set of other CMS Pages.  For example, the “Applications” CMS Widget provides access to application CMS Pages and the “Student/Inquiry Selection” CMS Widget provides access to Forms and registration CMS Pages.

To configure these CMS Widgets:

- Navigate to the CMS Page with the appropriate CMS Widget and click the “Content” link.
- Click on the gear icon on the CMS Widget and specify the desired CMS Page to redirect the user.
 
Content delivered by various CMS Widgets such as news, calendar, image galleries, and discussion boards can be restricted by Content Type.

To restrict content based on Content Type:

- Configure Content Type and Content Type Category.
- Navigate to the CMS Page with an applicable CMS Widget such as the CMS Widget - Calendar and click the “Content” link.  
- Click the gear icon on the CMS Widget and specify the appropriate Content Types or Content Type Categories.  Then click Save.

Note: On CMS Widget - Content Editor (typically used for class pages), select the “Current Content Type” property to automatically show content specific to the selected content type.
 
In the CMS Portal, a DAT Filter is applied to a CMS Page or a CMS Widget based on the selected entity.  The DAT Filter verifies whether the currently selected household, student, inquiry, etc. matches DAT Filter conditions; this can be done both directly or indirectly.  

Example: If a user logs in to the Parent Portal, the DAT Filter indirectly reads the household information associated with the currently logged in user; and if the household matches the household entity DAT Filter conditions, then the logged in user can access the CMS Page or a CMS Widget that the DAT Filter is applied to.  

Example:
If a user switches between students in the Parent Portal, the DAT Filter directly reads the student information based on the selected student record; and if the student record matches the student entity DAT Filter conditions, then the logged in user can access the CMS Page or a CMS Widget that the DAT Filter is applied to.

Example: If we apply a student entity DAT Filter with a condition of grades 9-12 (high school students) to a CMS Widget - Students with Households Directory, the DAT Filter will NOT restrict what students show up in the directory.  Instead, it will display the directory only if the students that fit the DAT Filter conditions are selected. 
This query returns course information and report card student and course comments entered by staff. A report card student comment must exist for the query to produce results but if a course comment does not exist, the “Course Comments” column will be empty. This query also has an option to produce a document.

The School Id and Marking Period fields use the DAT Parameterized Condition.
Products are items or services being purchased from vendors or sold to customers.  To configure products, navigate to Finance - Maintenance - Products.  You need Contract Full, Contract Read, Finance Full, or Finance Read to access this page.   Note: Products are ledger specific, but the names need to be unique across all ledgers.  If the same product appears in multiple ledgers, name them accordingly.  Example: The General Ledger has a product called “Credit Card Convenience Fee”.  The Summer ledger has a product called “Credit Card Convenience Fee - Summer”.

Name is the name for the product.

Category is the category for the product.

Active indicates if the product will appear as an option on invoices.

This product is sold to customers allows the product to be specified on AR invoices.

This product is purchased from vendors allows the product to be specified on AP invoice.
Description is a short description of the product.

Price is the default purchase or sales price for the product.

Is NSLP is used to designate that the product is for the National School Lunch Program. Note: This field is used by the “Lunch Counts by Date” and “Lunch Totals by Product Category” Finance dashboard widgets.

Revenue/Expense Account is the default account to specify on the invoice when the product is selected.  Note: You can choose accounts besides revenue or expense.  Typically the accounts would be revenue or expense.

Product Type determines how the product is used.
  • Default is used for most products.
  • Deposit is originally used for (Re) Enrollment Contract deposits.  Note: There is no functional difference between Default and Deposit.  Both allow specifying a Deposit amount in the left menu.  The Deposit option is retained for backwards compatibility only.  Use Default instead.
  • Discount is for Summer Camp and POS purchases.
  • Donation is for specifying online donations.
  • Fee (Fixed Amount) is used for fee products where a fixed amount is applied.  Example: ECheck convenience fees are usually a fixed amount.  Note: Permissible values for fees may be subject to state or local regulations.
  • Fee (Percentage) is used for fee products where a percentage is applied.  Example: Credit Card convenience fees are usually a percentage. Note: Permissible rates for fees may be subject to state or local regulations. Example: late fees are usually a percentage.
This query returns Contact information for Contacts who have donated $0-$499 in their lifetime.
Note: This list will include Contacts who have never donated as well.
Family Actions, Contact Actions, and Customer Actions are excellent features that allow schools to keep track of their interactions with a contact. Such actions may include scheduling a call, generating an automated email, creating personalized touchpoints, or simply recording activity on a family/customer level.

In addition to scheduling or completing an activity, Family Actions, Contact Actions, and Customer Actions feature an advanced customer relationship management tool that allows associating a customer with a predefined track of actions where each follow-up depends on the outcome of the previous step.

For instance, if you have a family that is interested in volunteering, you may predefine a decision tree that features such actions as Volunteering Inquiry, Volunteering Inquiry Confirmation Email, Volunteering Call, Volunteering Interview, Volunteering Assignment. In this case, Volunteering Inquiry Confirmation Email will be automatically emailed to the family once they complete your Volunteering Inquiry form.
This query returns Contact information for Contacts who have donated $500-$1000 in their lifetime.
This query returns a list of all next year course sections for the specified division and a count of enrolled students by grade level.  Returned fields include the course name, course id, section, and grade levels -1 to 12.  Note:  Term is not included in the results.  To include a break down for each semester, include the Student Courses’ Semester field on the Query step.  Note: To change the query to work with the current year instead, change the school year condition as well as all references to the next grade level.

The School Id is set as a DAT Parameterized Condition.
PCR Educator Online Application can be configured to automatically record your school’s application fees as Misc Receipts. This option eliminates the need to migrate the transactions between Admissions and Finance. It also guarantees that all application fees are reflected in the general ledger and appear for reconciliation.

To enable this feature, navigate to your Online Application submission page and specify Deposit Description, Ledger, Misc Receipt Credit Account, Misc Receipt Debit Account.
In addition to providing options for our schools to automatically charge credit card processing fees, we have added an option to automatically charge processing fees with eCheck (Electronic Check) transactions. Just like with credit card convenience fees, the new eCheck convenience fee feature is optional and allows each school to establish how this fee is calculated, whether it is represented as a fixed amount or as a percentage of the transaction.
This query returns Contact information for Contacts who have donated $1001-$5000 in their lifetime.
This query returns Contact information for Contacts who have donated $5000 or more in their lifetime.
This query returns the total number of enrolled students and grade level capacities in each School Division based on the School Year.

The School Year is set as a DAT Parameterized Condition and accepts the value of 0 for current year or 1 for next year.
This DAT Query returns information on contacts that donated last year but have not donated this year.
Point of Sales (POS) allows for the purchase of products from a specific ledger.  Each Point of Sale (POS) uses  a separate Cash Register (POS) for a specific ledger.  There are various Purchase Options for existing students and staff based on an available balance with any difference made up with cash. Purchases may be made anonymously with cash payments.  Note: Anonymous purchases are recorded as Miscellaneous Receipts.  Purchases by students and staff are recorded as Accounts Receivable Invoices and Receipts.  All transactions are recorded according to the specified Ledger.  Example: Lunch Choices are recorded in a Lunch/Cafeteria ledger.  Note: a school may have several Cash Register (POS) stations within a ledger. For instance, three separate locations for school stores. However, separate types of Point of Sales (POS) stations generally belong to different ledgers. For example, a school may have a separate ledger for Lunch and for Online Store. The main criterion for deciding about separating a ledger involves balance considerations as statements and balance calculations are performed on per ledger basis.

To configure a Point of Sales (POS) each of the following must be configured.

1. Creating Ledger for the Point of Sales (POS)
     a. Accounts applicable to the new Ledger need to be associated from the General Ledger. Note: This usually consists of Cash, Accounts Receivable, Net Asset, and one or more Revenue accounts for Products being sold.
2. Configuring Product Category in the new Ledger.
3. Configuring Product (POS) in the new Ledger.
4. Configuring Users with the CashRegister Full role.
5. Configuring Lunch Choices if the POS if for the cafeteria
6. Configuring Cash Register (POS)
7. Configuring Lunch Discounts

A lunch choice is a selectable option consisting of one or more products. When the student arrives for lunch, the Cash Register (POS) will automatically load the products associated with the student’s lunch choice.  Teachers may also have lunch choices recorded and loaded in the same manner.  See Specifying Lunch Choices (CMS) for options to record lunch choices.

Description is the name of the Lunch Choice option.

Enabled determines if the option is available for selection.

Product is the one or more products associated with the lunch choice.

Note:  It is possible to automatically apply discounts to lunch purchases.  Set up a student attribute for each discount level.  Then set up a separate discount product for each eligible attribute.
To configure Lunch Choices navigate to Finance > Maintenance > Lunch Choices Setup.  You need Finance Full or Finance Read roles to access the Finance Portal and Admin Full to see the menu option.  Also consider exactly how users will be Specifying Lunch Choice (CMS).
Lunch Choices for students may be specified in several ways:

1. The teacher may record the lunch choice while taking attendance.  The parent may specify the lunch choice in the Parent Portal.  Note: Parent selection is not configured by default.

To enable Lunch Choices when taking attendance, show the Lunch Choices column on the attendance widget.  Note: This option is usually only used for Homeroom attendance.


2. Teachers may record the lunch choice from the teacher portal outside of the attendance widget. To enable Lunch Choices separate from attendance, add the Course - Class Lunch Choices widget.  The widget allows for recording the student lunch choice and teacher lunch choice.


3. To enable parents to make Lunch Choices for their students, add the Students - Student Lunch Choice widget.  

Lunch Choice Start Time
is the earliest parents may make a lunch choice selection for today.

Lunch Choice End Time is the latest parents may make lunch choices for today.  Note: Set this time early enough so that the cafeteria can prepare meals for the day.

Max Days To Pre Schedule is how many days into the future that parents may make a lunch choice selection for their student.
The Cash Register (POS) consists of 2-4 pages depending on the selected approach. Once the desired option is selected, your project manager configures the system to operate as requested.
Product Categories organize different products.  To configure product categories, navigate to Finance > Maintenance > Product Categories.  You need Contract Full, Contract Read, Finance Full, or Finance Read to access this page.  Example: The Products of 10th Grade Tuition, 11th Grade Tuition, and 12th Grade Tuition would be placed in a Product Category called Tuition.

Product Category Name is the name of the product category.

Description is a long description of the product category.

Default Revenue Account is a default revenue account for products sold to customers. Note: The individual products in the product category may have a different account specified.  Note: This field is not required.

Default Expense Account is the expense account for products purchased from vendors.  Note: The individual products in the product category may have a different account specified.  Note: This field is not required.

Note: Aside from the Online Store, less is more when configuring Product Categories.  Their use is primarily as an organizational tool.  In the case of the Online Store, Product Category Attributes are used to group merchandise into departments.  Example: Apparel, School Supplies, Gifts, Text Books, etc.
Our offices will be closed on Monday, May 25th in observance of Memorial Day. We will resume normal hours on Tuesday, May 26th.
 
The Status by Division table tracks the student status by each division for both the current year and the next year.  When linking to this table, specify the school names and school year that are important for your DAT Filter or DAT Query.  Note: By default, the software adds a condition for your current school division.  Note: The DAT - Basic Student Data Structure shows how the tables in this article are combined.  Avoid DAT Query And DAT Filter Common Mistakes when including this table.
Field Description
Name This is the name of the school division.
School Id This is the school id for the school division. Note: If Name is specified, then the School Id does not need to be specified.
School Year Str This is a more readable version of School Year
School Year 0 corresponds to the current year and 1 corresponds to the next year. Note: If School Year Str is specified, then the School Year does not need to be specified.
Status The status of the student for the School Id/Name and School Year
Substatus The substatus of the student for the School Id/Name and School Year

Example:  You want to exclude Summer School only students as an option on the (Re) Enrollment Forms.  To accomplish this, you will want to restrict your filter to students whose current grade is less than the highest grade level and whose status is Enrolled for next year in your non-summer divisions.  Note: Use the current grade level because the next grade level usually also matches the current grade level for graduating students:  A student who is grade 12 this year may also have grade 12 listed for next year.  Note: Use the next year’s status because new students who complete a contract are Enrolled for next year.  Note:  Some students may participate in both the summer and the main divisions.  Therefore, the status for the summer division is irrelevant.  The student must be enrolled for the main divisions.

Construct the new DAT Filter as follows:
  1. Start by Creating New DAT Query
  2. Select Student Info for the initial table. DAT Query - Step 1 - Choosing Initial Table
  3. DAT Query - Step 1 - Adding Conditions to limit the grade levels to non-graduating grade levels in the current year.  This is achieved using the Grade Level Code or Grade Level Num field.
  4. Next DAT Query - Step 1 - Connecting Tables to link Student Info to Status By Division.
  5. DAT Query - Step 1 - Adding Conditions for Status = Enrolled, School Year Str = Next Year, and School Name of your non-Summer divisions.  Note:  If available, specifying an Admissions division is usually sufficient.
To connect students to households use the connecting table Relations - Student / Inquiry / Teacher.  Note:  This table is also used to connect Inquiries to Households and Teachers to Households.  Note: The DAT - Basic Student Data Structure shows how the tables mentioned in this article are combined.  Avoid DAT Query And DAT Filter Common Mistakes when including to these tables.

Field Description
Bill To Yes No This indicates if the connected household is the Billing household for the record. “Y” indicates that the household is the Billing household. “N” indicates the household is not a Billing household. Note: A record can only have one Billing household.
Primary Indicator This indicates if the household is the Primary household for the record. “P” indicates that the associated household is the primary household. “N” indicates that the household is a Non-primary household. Note: A record can only have one Primary household.
Relationship This differentiates households as either Parent, Grandparent, or Self. Note: For a relationship of Parent, refer to the Parent1 Type and Parent2 Type for the nature of the relationship. Note: Self is used to indicate a domestic household for an international student. Note: Teacher records always have the relationship of Parent for their household.