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There are two primary ways to record  Development activity in Finance:
1. Recording Development Activity in Finance through Journal Entries
2. Recording Development Activity in Finance through Misc Receipts

The chosen selection is recorded on the database level and affects all the processes of integrating Development and Finance.

Prior to posting to General Ledger, verify that each Development Fund is properly mapped to revenue account in General Ledger. This will allows the system to determine which accounts need to be credited or debited. Navigate to Finance>Maintenance>Development Funds to record this mapping.
 
Any development activity that is posted in development can be posted to Finance. To post a donation in Development module, a user must have Development Full role and should also be associated with General Ledger. However, the user does not need any Finance roles to perform Development Post.

To record Development Activity in Finance, the user must have GL Full role.

1. Navigate to Finance->Banking>Development Transactions
2. Select all transactions to be included in the new journal entry.
3. Use multi-action “Create Journal Entry”
4. Specify journal entry details. 
5. The system produces a table of credits and debits for each type of transactions. Select the correct accounts. The system will automatically pull revenue accounts for associated funds. 
6. Check “post if able” to post the new journal entry automatically
7. Click Save

You are now redirected to Finance>Ledger>Journal Entries>Dashboard, the dashboard for the newly created Journal Entry. Note, that each line item on this journal entry is referencing Development Transaction Id which references the original development transactions.


 
Type Debit Credit
Post Gift Asset - Bank Account Associated Revenue Accounts
Post Matching Asset - Accounts Receivable Associated Revenue Accounts
Post Pledge Asset - Accounts Receivable Associated Revenue Accounts
Post Pledge Payment Asset - Bank Account Asset - Accounts Receivable
Void Gift Associated Revenue Accounts Asset - Bank Account
Void Matching Associated Revenue Accounts
Asset - Accounts Receivable
Asset - Accounts Receivable
Expense
Void Pledge Associated Revenue Accounts
Asset - Accounts Receivable
Asset - Accounts Receivable
Expense
Void Pledge Payment Asset - Accounts Receivable Asset - Bank Account
Write Off Matching Expense Asset - Accounts Receivable
Write Off Pledge Expense Asset - Accounts Receivable
Attendance Types are types associated with attendance records in a database. The definition of attendance types is shared across all divisions, however, you may enable/disable each one of the types per division.

Attendance Type Description – the label associated with the attendance type. 

Historical Meaning – this identifier allows schools to associate custom defined attendance types with predefined attendance types: Absent Excused, Absent Unexcused, Late Excused, Late Unexcused. The historical meaning will determine how attendance is summarized at the end of the year, how it’s displayed on report cards and transcripts.  

Example: a school has attendance types: Absent Excused (Doctor Visit), Absent Excused (Approved Family Absence), Absent Excused (Sports Game). If these three attendance types are associated with historical meaning Absent Excused, then at the end of the year, the system will summarize all records for these three types as Absent Excused for historical attendance (Admin>Students>Dashboard>Details>Historical Attendance), report cards, transcripts.

Navigate to Security>Maintenance>Attendance Types to configure attendance types.

Navigate to Admin>Maintenance>Attendance Setup to configure attendance types on the division level. Here you can specify default attendance points associated with each type, enable/disable each attendance type for the selected division and identify whether each attendance type is teacher selectable. Teachers are only allowed to record attendance for teacher selectable attendance types. 
 
Period Attendance and Discipline records can be associated with points. Associating these records with points allows schools to keep track of the cumulative points accumulated by each student. A school may create reports to review students and their cumulative points and use them to create mail or email communication to parents or administrators when students exceed predefined points thresholds. Schools can also use negative points. Negative points are often used to record serving detention or similar occurrences. 

A school may associate default points with each attendance or discipline type. Default points are automatically prepopulated when a new attendance record is being recorded. However, a user may override the default attendance point.
 
When reports are archived, they are archived for each household that is connected to a student and has the “send mail” option checked. If you have students that are linked to more than one household with the “send mail” option checked, then it is expected by design that more reports will be generated than the number of students that were selected.
A user must have Scheduling Full or Scheduling Read role to access this functionality.

To check the number of free students in a particular block, navigate to Scheduling > Students. Select your students and go to multi-action menu > Free Periods. If students are free during a certain block, it will show a numerical value on the left corner of the cell, which you can click on to view student names. You can toggle between marking periods using the dropdown on the top left side of the page.
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 will default to the vendor name but it can be used as an alternate vendor name on a specific payment. For example, if you are making a payment to Microsoft (vendor) and you would like to address it to a specific person there, name on payment can fulfill this purpose.

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.
A user must have FinanceAP Full role to record Vendor Payments.

There are several methods to record vendor payments.

1. Recording Vendor Payments from Payments Screen.
2. Recording Vendor Payments from Vendors.
3. Recording Vendor Payments from Invoices.
4. Recording individual payments from AP > Invoices using "Make Payment" button.
5. Importing Vendor Payments.
This method is particularly useful for recording vendor payments when there is no corresponding invoice.

- Navigate to Finance > AP > Payments and click the “New” button.
- Enter payment details.
- If there are any open invoices for the selected vendor, you will see them at the bottom of the screen under “Invoices” heading. You can allocate the payment amount to invoices as needed.
Click Save.
Using this method, you can select vendors that you wish to pay and the system will automatically allocate the vendor payment to any open invoices.

- Navigate to Finance > AP > Vendors and select vendors.
- Go to multi-action menu and select Generate Payments.
- Follow the steps for Recording Vendor Payments in Bulk.
You can record vendor payments in bulk as a multi-action either by Recording Vendor Payments from Vendors or by Recording Vendor Payments from Invoices.

- Select an option in Group Invoices By dropdown.
--- If “Address” is chosen, the system will generate one payment for each “Pay to Address” specified on each vendor’s invoices. In other words, if one vendor has 10 invoices, where 2 invoices are associated with “A” address and 8 invoices are associated with “B” address, the system will generate two payments. Moreover, this option will generate one check for a maximum number of 10 invoices. For instance, if a vendor has 15 invoices all associated with the same address, the system will generate two payments.
--- If “Invoice” is chosen, the system will generate one payment per invoice. It will generate ten payments for the first example and fifteen payments for the second example.
- Verify Batch Total Amount that refers to the total amount for all payments combined. It will automatically populate based on the balance remaining on open invoices.
- Verify Starting Check # that refers to the check number that you are starting with. It will automatically populate to the next available number but you have the option to override it to a number that is not yet used.
- Verify Batch Number that is used to group all payments that were created together. It will automatically populate to the next available number.
- Enter other payment details and click Apply Defaults.
- In the Batch Entry screen, you have the option to override default values. For example, if you are paying ten invoices and they are all paid from the same account except for one invoice, in this screen you can update that one invoice to be paid from a different account.
- Click Submit.
Through this method, you can select unpaid vendor invoices and generate vendor payments.

Navigate to Finance > AP > Vendor Invoices.
Select Invoices.
Go to multi-action menu and select Generate Payments.
Follow the steps for Recording Vendor Payments in Bulk.
A user must have FinanceAP Full role to write checks.

Before printing checks, make sure to follow the steps of Recording Vendor Payments to generate vendor payments. Any vendor payment that is paid with a method of “Check” can be printed on a check template in PCR Educator. Contact support@pcreducator.com for configuring your check template.

- Navigate to Finance > AP > Check Register.
- Select the checks you may wish to print.
- Go to multi-action menu and select “Print Checks.”
- Click the “Print Payments” button next to your check template.
- Download the file from the Result column and print it on your actual checks.
- If the checks look correct, click the Did Payments Print Correctly button to tag them. This will ensure that when next time checks are processed, the same checks will not be printed again as long as Don’t Reprint Already Printed box is checked.
- Go do Development > Contacts
- Select all contacts associated with new donations.
- Select “Batch Donation Entry” from one of the multi-action dropdowns.
- Specify batch defaults. These are the donation fields that will apply to all new donations. None of the batch default fields are required. 
- In the case when you want the system to use scheduled due date for any pledge payment as opposed to the specified default donation date, select “Scheduled” next to “Pledge Payment Date.”
- Click “Apply Defaults”
- The next screen lists all selected contacts with a corresponding record for a new donation. 
- In the case when a contact has a Pledge/Matching with an open balance, the system automatically assumes that the new entry will be a Pledge Payment. In this case, the system will preselect Pledge Payment type, donation alternate salutation, payment amount, campaign/fund and donation attributes.
- If you decide to record a new Gift, select “New Gift - …” in the first column and enter all donation fields.
- Click submit.

You will now be directed to the list of donations. 
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.
- 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.
How do we close a month so that we do not accidentally post a transaction/entry to a month that has already been reported to the Finance Committee or audited by our external auditors?

In the fiscal year setup (Finance > Maintenance > Fiscal Years > Details), there is a field called "Open Period Date." Once the month is closed, you can update that to the next month. For example, if August is closed, you can change the open date to 9/1. This will allow you to enter invoices/receipts/credits in the closed month but you will not be able to post them unless you re-open the month.

The same concept applies to future months or years.  You can enter invoices/receipts/credits in the future but you will not be able to post in a future year it is not open.  You can post in future months as long as they are within the open period of your active fiscal year.
A school may wish to migrate financial activity from their secondary ledgers to the general ledger. This will ensure that reports such trial balance, balance sheet, bank reconciliation, income statement etc. can reflect transactions from all ledgers in one place.

Schools can choose to migrate data to the primary ledger as often as they may need. If certain transactions have already been moved over, the migration process will ignore them the next time the school runs the migration function.

Note: In order to migrate data from one ledger to another, accounts linked to your financial activity must be associated with both ledgers.

Note: In order to migrate data from one ledger to another, transactions must be posted.

The migration functionality uses two methods to transfer transactions from one ledger to another.

1.  Deposits (including receipts) are migrated as parallel deposits in the general ledger except the customer receipts will be replaced by miscellaneous receipts in the general ledger. This is to ensure that receipts brought over from the secondary ledger do not affect the customer balance in the general ledger.

2.  Other transactions (Invoices, Credits, Journal Entries) are migrated as journal entries to the general ledger. One journal entry will be created for all transactions per day. So if a school migrates a 30 day period of data and each day as at least one transaction, the system will generate 30 journal entries.
A user must have Finance Full or Finance Read and GL Full role to migrate ledgers.

1. In the general ledger, go to Finance > Ledger > Migrate Ledgers.
2. On the “Migrate From” field, select the ledger you would like to migrate transactions from to the general ledger.
3. On the “Through Date” field, specify the end date for transactions that you would like to migrate to the general ledger and click Next.
4. On the “Record Type” field, select Deposits and click Next.
5. Review the transactions that will be migrated to the general ledger and click Next.
6. Run the “Post Details Report” as a reference for the data that you are migrating and click Next.
7. Enter journal entry information and click “Create Deposits.” This will complete the migration.
A user must have Finance Full or Finance Read and GL Full role to migrate ledgers.

1. In the general ledger, go to Finance > Ledger > Migrate Ledgers.
2. On the “Migrate From” field, select the ledger you would like to migrate transactions from to the general ledger.
3. On the “Through Date” field, specify the end date for transactions that you would like to migrate to the general ledger and click Next.
4. On the “Record Type” field, select Other (Invoices, Credits, Journal Entries) and click Next.
5. Review the transactions that will be migrated to the general ledger and click Next.
6. Run the “Post Details Report” as a reference for the data that you are migrating and click Next.
7. Enter journal entry information and click “Create Journal Entry.” This will complete the migration.
Go to Finance > Maintenance > Ledgers

Enter Ledger Name and click “Create New”

To provide users access to a ledger, go to Security > Users > Details > Ledgers, select the desired ledger and click “Save.” Similarly, to remove access, simply uncheck the box and click “Save.”

To access the new ledger, go to "Home" and select the new ledger from the "Ledger" drop down located to the right.

If there are certain accounts that may be available in multiple ledgers, you can associate them to other ledgers by going to Ledger > Chart of Accounts > Details > Associate with Ledgers.

Note: Even when an account is associated with multiple ledgers, financial activity for that account will be independent for each ledger
Ledgers  
General Ledger

A general ledger represents the formal ledger for a school’s financial statements. It provides a complete record of financial transactions over the life of the school. The ledger holds account information that is needed to prepare financial statements and includes accounts for assets, liabilities, owners' equity, revenues and expenses.

Other Ledgers

A school may wish to use a separate ledger for certain financial activities such as those that come from summer school or lunch program.

Benefits of using separate ledgers:

- It is easy to distinguish financial activities between primary school transactions and all other transactions (lunch, summer, after school etc.)
- It provides the option to limit user access to appropriate ledger
- It adds flexibility to run separate student /family balances and customer statements
- Allows the option to create automatic email triggers appropriate to the ledger. For example, a tuition reminder email can be associated to the general ledger whereas the low lunch balance email can be associated to the lunch ledger
- It enables parents to upload funds specifically to pay for lunch

Example 1: Suppose that a family has a student that is enrolled both in the academic division and the summer school division. If a school dedicates a separate ledger to academic and summer activities, the parent will be able to easily distinguish their summer balance from the academic balance in the Parent Portal. Moreover, if an admin user is only permitted to manage the summer ledger, they will only be able to access this family’s summer transactions.

Example 2: Suppose that a school uses the lunch module and wants to notify parents when they have a low balance in their account so they can add more funds. If a school dedicates a separate ledger to lunch accounting, a parent will be able to easily distinguish their lunch balance from the academic balance in the Parent Portal. Additionally, this will provide an option for parents to load funds that may only be used to pay lunch invoices.

Note:
It is not necessary to recreate same accounts in multiple ledgers; if you prefer to use the same account in all ledgers but wish to keep activity within each ledger separate, simply associate the account with desired ledgers.
When you see the same teacher (with the same id listed twice), it means that you have two users who are connected to this teacher. Navigate to Security>Teachers and search users by the teacher id. Once you identify the user record that should be disconnected from the teacher, go to Details -> Profile and click Delete button next to the teacher’s name. Then click Save. 
Donations are contributions that a contact (donor) makes. There are different Donation Types that schools can record.

Frequently Used Terms

Donation Date refers to the original date the donation was received.

Original Amount reflects the initial amount that is recorded on a donation. Original Amount = Donation Amount + Written Off Amount.

Written Off Amount reflects the amount that the school is not able to collect on a donation.

Donation Amount reflects the total collectible amount after Written Off Amount is subtracted. Donation Amount = Original Amount - Written Off Amount.

Paid Amount reflects the total amount paid.

Balance = Donation Amount - Paid Amount.

# of Installments option will evenly distribute the total pledge amount into the specified number of installments.

Installment Amount option will automatically designate the number of installments it will take to pay off the pledge.

Non Tax Deductible refers to the amount that donors cannot deduct from their income on their tax returns.

Description field is used to provide a short description of the donation . This information can be shown in mail and email merges and has a limit of 255 characters.

Note field is used to provide a long description of the donation. This information is usually kept internally and not shared with donors. It has a limit of 2000 characters.

Anonymous Until field refers to a date up until the donor wishes to remain anonymous for a donation. If the donor wishes to remain anonymous indefinitely, please enter a date far into the future.

Indicator field provides an option to associate the donation to the entire family or an individual contact within the family.

Donation Alternate Salutation can be used to address a donor with a different salutation on a specific donation. A school may wish to use a donor’s nickname/preferred name on donations that are allocated to an Alumni Fund.
A Gift is commonly used to record a one-time donation made by the donor with an enclosed payment.

A Pledge is a commitment made by the donor with payments that are due in the future. A donor may decide to submit the first payment right away or wait until the future to fulfill the pledge. A pledge can be set up to have a defined final payment date or it can be set up as a recurring pledge, where the donor commits to periodical payments without a defined end date.

A Matching Donation provides a way for companies and organizations to match donations that are made by their employees or corporate partners.

Note: A matching donation is always treated like a pledge even if there is only one payment made against it.

Example: Let’s say that a donor gives a gift of $100 to your school. If their company fully matches the gift, you will create a matching donation which will automatically be set up as a pledge with a scheduled due date. Once the pledge payment from the company is received, you will allocate that payment to the open pledge.

A Pledge Payment is a payment received on an existing pledge or a matching pledge.
Pledge write-offs reduce the amount of the pledge.  When a constituent is unable to fulfill a pledge, write off the balance so unnecessary pledge reminders are not sent and reports are not inflated with projected amounts of incoming funds. 

Example: Dellerege Family pledged $2,000 and paid five installments of $300 each, leaving a $500 balance.  Dellerege Family decides not to pay the remaining balance. 

To write off a scheduled payment:  
1. Navigate to Payments tab under Donation Details (Development>Donations>Dashboard>Donation Details>Payments)
2. Locate the row corresponding to the scheduled payment (unpaid) you want to write off and click Write Off button.

After the selected payment is written off, the Donation Amount is reduced by the written off amount. Note, Original Donation Amount preserves the amount originally pledged by the donor.

Example: Since Dellerege Family decides not to pay $500 and associated pledge payments are written off, the Original Donation Amount is now $2,000, Donation Amount is $1,500, Written-off Amount is $500, Paid Amount is $1,500 and Balance is $0.

Note, to write-off the entire balance, navigate to Donation Details and use left menu Write Off.
A user must have Development Full role to associate Contract Attributes to contacts. 

1. Navigate to the list of Contacts (Development>Contacts) 
2. Select contacts by clicking on checkboxes in each row.
3. Select Multiaction -> Add Contact Attributes
4. Repeat the steps performed for Associating Contact Attributes to Contact

The new attribute association will appear below.
A user must have Development Full role to associate Contract Attributes to contacts. 

1. Navigate to Contact Details (Development>Contacts>Dashboard>Contact Details>Attributes) 
2. Select Contact Attribute Category 
3. Select Contract Attribute 
4. Select Begin and End Fiscal Years to identify the active period for the assigned attribute. Note, you can leave either of these dropdowns blank. For instance, if a contact was a board member during certain years, it makes sense to specify both begin and end years. However, if a contact is interested in golf, then there is no need to specify the years. 
5. Select Contact Address (default), Primary or Secondary contacts in the next dropdown. This selector allows you to associate an attribute with the whole Contact with specific individuals. For instance, the whole family (Contact Address) may be marked as Parent. At the same time, such attributes as Staff, Alumni, Board Member are typically associated with Primary or Secondary records on the account. 
6. Depending on the selected Contact Attribute Type, you will also be able to: provide a note (Free Text), select a date (Date), enter an integer (Integer), enter a Boolean value (Boolean), or select a value from a dropdown (Lookup).
7. Click Add New 

The new attribute association will appear below.

Note, you will not have the option to associate a calculated attribute to a contact manually. Calculated attributes will appear on the Contact Details page, but you cannot edit or delete these attributes from the list. Because these attributes are calculated and the attribute is removed from a record when it does not apply to a contact anymore, the calculated attributes are not associated with an academic year.
Campaigns are a school’s overall objectives to raise money. Each campaign has goals, types, start dates and end dates.

Example: a school may have a New Building Campaign, an Endowment Campaign, or an Annual Giving Campaign.
Fund  
A fund is a specific financial purpose of a gift. A fund identifies how to track donations for financial purposes. Funds are key to donations management. Because funds are so closely linked with donations, the Fund field is required when you enter donations. If necessary, you can allocate the same donation to different funds. PCR Educator allows a school to link Funds to General Ledger accounts. Once this mapping is established, the system allows for a seamless integration of Fundraising and Finance module by automatically distributing credits and debits for selected accounts in General Ledger.

Note: If your school has an Annual Campaign, you will contact people to donate money for the year. The donors may not care what their donations are spent on, so they want their funds to go into an unrestricted fund, which means the school can spend the money wherever it is needed. However, the donor could specify a particular fund that they would like to donate to, such as the Physical Education Fund or the Library Fund.

Note: If your school is not interested in using different funds, you must create an unrestricted fund (Create a new fund and name it unrestricted) and associate it with all of your campaigns.
To create a fund, go to Development > Maintenance > Funds.

- In the Fund Code field, enter the name of the fund
- In the Goal field, enter the goal amount for the fund
- In the Description field, you can enter a longer description of the fund although it is not required
- Select Available in Online Donations field if donors should be able to select this fund through the online giving form
A user must have Development Full role to access Campaign management functions

Go to Development > Campaigns and click the “New” button.

- In the Campaign Name field, enter the name of the campaign
- In the Campaign Type field, select an existing campaign type or create a new type.
- In the Start Date field, specify the beginning date of this campaign
- In the End Date field, specify the end date of this campaign
- In the Goal field, enter the overall goal amount for this campaign
- Select Available in Online Donations field if donors should be able to select this campaign through the online giving form
- Click Save
When donations are entered into the system, a user can allocate them to campaigns and funds. This information can then be used to pull into various reports and development widgets for analysis. To associate a campaign to a fund, go to Development > Campaigns > Details > Funds. Select a fund from the dropdown and click “Associate Fund with Campaign.” A campaign can be associated with multiple funds.
For schools that use the Finance Module to track and reconcile donations with the General Ledger, it is important to map GL accounts to Development Funds so when donations are moved to finance, they hit the correct accounts in the GL.

To set up Funds to GL Account Mapping, please go to Finance > Maintenance > Development Funds. In “Corresponding Account” column, please select the GL account that should map to each fund. When a donation is brought to the finance module, this account is credited in GL.
A campaign type is used to group campaigns. To create a new campaign type, go to details of any existing donation and click the hyperlink on the “Campaign Type” field. The hyperlink will only be visible to users with DBA Full role

Example: Annual Giving 17/18 and Annual Giving 18/19 may be grouped with a campaign type of Annual Giving.
A user must have Development Full security role to associate Contacts to Contact Attributes.

There are 4 methods to associate contacts to Contact Attributes:

1. Managing Contact Attributes to Contact Individually 
2. Managing Contact Attributes to Contacts in Bulk
3. Importing Contact Attributes
4. Using Automated Contact Attributes: when you use Automated Contact Attributes, the system automatically associates such attributes to Contacts once a contact fits the filter criteria associated with each Automated Contact Attribute.
Automated Contact Attributes are an extension of Contact Attributes. Automated Contact Attributes are used for the same purpose as Contact Attributes. The only difference between regular Contact Attributes and Automated Contact Attributes is that the latter are associated with a Contact automatically once a Contact fits the criteria associated with each Automated Contact Attribute. 

Example 1: Staff attribute is typically configured as an Automated Contact 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 Automated Contact 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.
Below is a typical example for Contact Attributes configuration. All the categories below were marked to be included in type calculations. Board Members category has a higher priority than Parent category because it’s positioned higher in the list. This means that in case when a contact has attributes from both categories, its contact type will be automatically assigned to the attribute positioned higher in the list.

Board Members
- - - Board Member  
- - - Board Chair  

Parent
- - - Parent
- - - Parent of Alumni  
- - - Parent Non Graduate  
- - - Prospect Parent

Alumn
- - - Alumn

Faculty/Staff
- - - Faculty  
- - - Staff  

Grandparent
- - - Grandparent  
- - - Grandparent of Alumn  
- - - Grandparent Non Graduate  

Friend
- - - Friend  
- - - Society Membership  
- - - Solicitor  

Business
- - - Business  
- - - Foundation  
- - - Non-profit  
- - - Government Agency  
- - - Financial Institution  
Contact Types are custom fields which allow schools to label contacts. Contact Types are automatically assigned from the highest priority attributes associated with the Contact. Note, only active attributes are included in the calculation. If a contact is not associated with any active attributes belonging to a category, the contact will be assigned a type of Unidentified.

Example: consider a school with the following attributes configuration.

Board Members
- - - Board Member  
- - - Board Chair  

Parent
- - - Parent
- - - Parent of Alumni  
- - - Parent Non Graduate  
- - - Prospect Parent

Alumn
- - - Alumn

Faculty/Staff
- - - Faculty  
- - - Staff  

Grandparent
- - - Grandparent  
- - - Grandparent of Alumn  
- - - Grandparent Non Graduate  

Friend
- - - Friend  
- - - Society Membership  
- - - Solicitor  

Business
- - - Business  
- - - Foundation  
- - - Non-profit  
- - - Government Agency  
- - - Financial Institution  


Consider a family with the following attributes:

Dellerege Family (Contact Address) --- Parent
George Dellerege (Contact Primary) --- Board Member
Olga Dellerege (Contact Secondary) --- Staff


Because Board Member is the  highest priority attribute assigned to this Contact, the Contact Type is automatically calculated as Board Member.
 
A user must have Development Full role to access Contact Attributes management functions located under Development>Maintenance>Contact Attributes. 

Contact Attributes Categories are used to organize attributes. These categories can be used for filtering, reporting and search functions. 

- To create a new category, type the desired name for the new category. 
- Next, check “Include in Type Calculations” checkbox if the new attribute category will contain attributes for calculating Contact Types. 
- Click Create button. 

You will see the category you just created in Contact Attributes list below. If you created a category that is used in Type Calculations, the new category now has Up and Down buttons located next to its name. These buttons allow you to move the category up or down, therefore adjusting its priority in Contact Type calculations. 
 
A user must have Development Full role to access Contact Attributes management functions located under Development>Maintenance>Contact Attributes. 

- Create new Contact Attribute Category
- Select a Category you would like to place your new attribute under by using the drop-down menu.
- Type in the name of the new attribute into the text box labeled Attribute Name.
- Select the desired attribute type. 
- If Lookup attribute type is selected, select  Lookup by using the drop-down menu and check Allow Custom Text if applicable.
- If Calculate From type is selected, select Contact filter by using the drop-down menu to allow the new calculated attribute automatically be assigned to Contacts who match the selected filter.
- Click Create button. 

You will see the attribute you just created in Contact Attributes list below. If you selected a category that is used in Type Calculations, the new attribute now has Up and Down buttons located next to its name. These buttons allow you to move the attribute up or down, therefore adjusting its priority in Contact Type calculations.
 
Contact Attributes are custom fields which allow schools to label contacts. An attribute stores the qualities, characteristics, and preferences you associate with a constituent. An attribute can identify a constituent’s interests, dietary preferences, or special requests. Attributes can include hobbies, interests, activities, committees, and important dates. An attribute may also be used to define the relationship a constituent has with your organization and why the individual is in your databases, such as Board Member, Alumnus, Trustee, Current Parent, and Friend. 

Contact Attributes can be assigned to Contact Address or specific individuals under each contact (Primary or Secondary).  Example: Contact Address has an attribute of “Current Parent”, primary individual has attributes “Volunteer”, “Board Member”, secondary indivudual has an attribute “Staff.”  
A scheduled maintenance to our database system will occur on June 20th from 1 - 3 AM CT. Your access to Campus and CMS Portals may be temporarily unavailable during this time-frame. We apologize for any inconvenience and appreciate your cooperation.
It's that time of the year!

If you are setting up (Re)-Enrollment Forms, please refer to this document and the corresponding webinar. Please email support@pcreducator.com to get your 18/19 link.

Question:

We would like to email out student passwords. I can't see a field to email merge other than "log in" which is just the username and not the password. Is there a way to 1. import student passwords to PCR and 2. to email that information to each individual student?

Answer:

Passwords
For security reasons, all passwords are encrypted before they are stored in Campus and it is technically impossible to decrypt those passwords.
Using Default Passwords
If a student's login was automatically created in Campus and their password had not been changed, his/her login will be using the default password, which is a field that is available in a Security -> Users email merge. You can force a student's login to use their default password by going to their (student) Details -> Login page and making sure that the "Use Default Password" radio button is selected before clicking the Change Password button.
Using Reset Password Link
If you create (or already have) a page that has the "ResetPassword" control, you can provide your students with their usernames and a link to the aforementioned page during an email merge; they will be able to reset their passwords after submitting the necessary information. 
Using Imported Passwords
You can import student passwords in Campus by going to Security -> Import -> Security Imports -> Users. More information regarding importing usernames and passwords can be found on that page. When importing passwords, some schools like to create passwords for users that follow a predefined pattern (e.g. a student's password could be his/her first name + last name + student ID). Since this information is available as merge fields (i.e. StudentFirstName, StudentLastName and StudentId) when conducting an email merge, schools can choose to relay this information to the students when sending out an email merge containing information regarding their logins and passwords.

How to Make Your Database GDPR Compliant

https://www.hallaminternet.com/how-to-make-your-website-gdpr-compliant/

1. Forms: Active Opt-In

Forms that invite users to subscribe to newsletters or indicate contact preferences must default to “no” or be blank. You will need to check your forms to ensure this is the case.

2. Granular Opt-In

The consent you are asking for should be set out separately for accepting terms and conditions, and acceptance of consent for other ways of using data. Users should be able to provide separate consent for different types of processing.

3. Easy to Withdraw Permission or Opt-Out

It must be just as easy to remove consent as it was to grant it, and individuals always need to know they have the right to withdraw their consent. In terms of your web user experience, this means unsubscribing could consist of selectively withdrawing consent to specific streams of communication.


4. Named Parties

Your web forms must clearly identify each party for which the consent is being granted. It isn’t enough to say specifically defined categories of third-party organizations. They need to be named.


5. Privacy Notice and Terms and Conditions

The Information Commissioner’s Office (ICO) has very kindly provided a sample privacy notice that you can use on your website. It is concise, transparent, and easily accessible. You will also need to update your terms and conditions on your website to reference GDPR terminology. In particular, you will need to make it transparent what you will do with the information once you’ve received it, and how long you will retain this information both on your website and also by your office systems.

Good and bad examples of Privacy Notices:
https://ico.org.uk/media/for-organisations/documents/1625136/good-and-bad-examples-of-privacy-notices.pdf

For your reuse:


6. Children under age of 16

Because individuals will only be able to give consent if they are over 16 years old, you should ensure that the person providing the consent is the holder of parental responsibility over the child.

GDPR  
The GDPR is a legislation passed within the European Union (EU), which focuses on protecting the personal data of EU citizens. The legislation is unique as it sets forth regulations for any business that controls or processes EU citizen data, regardless of the company’s location. 

Does GDPR affect your school? 

If you have an inquiry, an applicant, a parent or any other user is phisically located in European Union at the moment when they submit their data to your school, then GDPR applies to your organization. 

When does the GDPR go into effect?

May 25, 2018

What constitutes personal data?

Any information related to a natural person or ‘Data Subject’, that can be used to directly or indirectly identify the person. It can be anything from a name, a photo, an email address, bank details, posts on social networking websites, medical information, or a computer IP address.

What is the difference between a data processor and a data controller?

A controller is the entity that determines the purposes, conditions and means of the processing of personal data (School), while the processor is an entity which processes personal data on behalf of the controller (PCR Educator).

Do data processors need 'explicit' or 'unambiguous' data subject consent - and what is the difference?

The request for consent must be given in an intelligible and easily accessible form, with the purpose for data processing attached to that consent - meaning it must be unambiguous. Consent must be clear and distinguishable from other matters and provided in an intelligible and easily accessible form, using clear and plain language. It must be as easy to withdraw consent as it is to give it.  Explicit consent is required only for processing sensitive personal data. However, for non-sensitive data, “unambiguous” consent will suffice. When the processing has multiple purposes, the processor or controller must obtain consent for each purpose. Please refer to https://ico.org.uk/media/about-the-ico/consultations/2013551/draft-gdpr-consent-guidance-for-consultation-201703.pdf for more information.

Lawful basis for processing personal data.

You should identify the lawful basis for your processing activity in the GDPR, document it and update your privacy notice to explain it. If the data processing is necessary for compliance with a legal obligation to which the controller is subject (school) or processing is necessary for the performance of a contract to which the data subject is party (i.e a student enrolls in the school, parents sign the enrollment agreement and the school needs to proces the student’s data to perform its business), then controller (school) does not need a consent.

What about Data Subjects under the age of 16?

Parental consent will be required to process the personal data of children under the age of 16 for online services; member states may legislate for a lower age of consent but this will not be below the age of 13.

How does the GDPR affect policy surrounding data breaches?

To comply with GDPR and to facilitate compliance with GRPR for our client schools, PCR Educator,  as soon as reasonably practicable upon becoming aware, will notify its customer of any breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized  disclosure  of,  or  access  to,  personal  data  transmitted,  stored  or otherwise  processed  by  PCR Educator,  its  sub-processors,  or  any  other  identified  or unidentified third party. Consequently, upon receiving a notification from PCR Educator about a data breach,  your school must notify the data privacy supervisory authority in the EU member states of which the affected individuals are residents within 72 hours, unless you can demonstrate that the data breach is “unlikely to result in a risk to the rights and freedoms of natural persons.” PCR Educator is revising its agreements with ourc clients to ensure that this provision is clearely communicated in the contract.

What changes should a school make with regards to GDPR and its use of PCR Educator?

The schools should identify the areas where they collect any data from any individuals where the collection of the data is not justified under the following clause:
“processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.”  Then, update these data entry forms to include consents that would serve as a basis for lawful data processing.

If you are interested to learn more, the full legislation and additional regulation details can be found at http://www.eugdpr.org/.

The embarrassing moment comes soon enough – a mere few minutes after you send out an email with the promised files to all parents, you receive a quick note (or few hundred notes in case you used PCR Educator’s email merge): “Did you mean to attach something..?” We think this reminder is a bit too late. PCR Educator now analyzes your draft emails and alerts you about any missing attachments before it delivers the message if it contains one of these phrases:
  • I have attached
  • I’ve attached
  • I have included
  • I’ve included
  • See the attached
  • See the attachment
  • Attached file
  • Is attached
  • Are attached

Question:

We have families that have submitted the contract and have students that are enrolled in the next year.  I still want them to be able to access the Parent Portal this year so that they can pay their bills online.  However, the 'Parent' role is added to a user record only if they are linked to a student that is enrolled in the current year.  How can I give such can such families access to the Parent Portal?

Answer:

You can give such families access to the Parent Portal by making desired pages in the Parent Portal visible to the "Applicant" role.  This way, even if the student is enrolled in the next year, their parent will have an "Applicant" role and will be able to access the portal.

Question:

I have a family that has made a couple of payments in advance. They have paid $1,500 in order to reduce their monthly payments by $150 per month (we have a 10-month payment cycle). Can you recommend a way for me to apply the 2 advance payments evenly over the 10-month payment period rather than to the earliest payments? 

Answer:

If they are planning to pay $640 each month from May to Feb, it may be best to set the due amount for May 1st payment to be $2140 and allocate the $1500 against it. This way, the remaining amount on May first and every month after will be $640 ($150 less per month).
A sustaining donation (also referred to as a recurring gift) is a donation with multiple ongoing payments, including payments of a specific amount that occur over a defined internal that may or may not have an end date or equal installments of a specific amount. PCR Educator Development system allows your donors to sign up for recurring donations electronically through online giving forms. It also lets your development staff enter such donations directly through the administrative section of the software. Below are a few tips for attracting recurring donors. 

1. Break down the costs:

Breaking down the size of a contribution into smaller installments is a technique which has been proven to work by for-profits. Car dealers, appliance stores, furniture stores, you name it, all have been successfully appealing to shoppers who may be scared off by high price tags, by advertising low monthly payments. This technique extends easily to non-profits, especially independent schools appealing to recent graduates.

2. Translate the costs into the impact:

This is actually the reverse operation to the one mentioned above. Reassure your donors that their recurring donations will have a great impact by illustrating what each donation can accomplish. What does $10/month, $20/week, $100/year mean for your school? Creating a simple infographic that translates your donors’ recurring donation may have a long-lasting effect. Advocates for Children of New York which works on behalf of children who are at greatest risk for school-based discrimination created a table to show how different giving levels make a difference in their operations:

“$10 a month – Pays for an expert to counsel a parent on our Helpline about the educational and support options available for a child with autism. $25 a month – Allows AFC to organize an outreach event for children in foster care as a forum to educate and empower their caregivers about their special learning challenges. $50 a month – Provides three hours of attorney time to prepare for and attend a meeting with the Board of Education to resolve a dispute over the Individualized Education Program (IEP) for a struggling student.”
(http://www.advocatesforchildren.org/support_our_work/donate_now)

3. Leverage technology and automated payments:

Take advantage of automated payments, saved payment profiles and other techniques which mitigate any inconvenience associated with recurring donations. As marketing researchers from Sandford University point out, “The simple fact of having to pay from two separate pools — or opening one’s wallet a second time — created another deliberation point, explains Khan. It served to make people think twice about buying, and hence stopped their purchasing in its tracks. “ (https://www.gsb.stanford.edu/insights/buyer-beware-shopping-can-lead-more-well-shopping)
After many years of integrating with Finalsite, Whipple Hill and Blackbaud, PCR Educator has announced that it will extend its API to any other provider. This move will allow any independent school who uses PCR Educator to connect with other providers ensuring seamless experience for their constituency.


PCR Educator Parent Portal and Teacher Portal have so many important and convenient features that you are pretty much guaranteed to visit them several times a day. While our responsive design layout makes online access from mobile devices convenient and user-friendly, we want to remind you about one cool feature which will further enhance your teachers and your parents’ experience. Using visual bookmark option for iPhones and iPads you can now add PCR Educator’s icon to your tablet’s home screen. What’s more amazing is that the icon can display the school logo if you also use PCR Educator’s website. To make this feature even more exciting, we should mention that it takes less than a minute to setup:

Step 1:

Load the desired page using Safari on your device. Touch the action button.

Tip 1:

Make sure that you choose a page within Parent Portal or Teacher Portal (as opposed to the login pages)

Tip 2:

If you don’t have the link handy, email it to yourself so that you don’t need to type long URLs.



Step 2:

On the popup screen, touch the “Add to Home Screen” option.



Step 3:
Either keep the default name provided or type another name you prefer. When you are ready, tap the Add button to create the icon on the Home screen.

Tip:

Don’t choose a name that’s too long because it needs to fit under a standard icon. 



Now you have your icon on the home screen:

Independent Schools rely on data analysis on a daily basis. Easy access to accurate data metrics may create opportunities which may not exist otherwise. For example, you may see a quick opening to accept a waitlisted student, because another one just declined re-enrollment. You may also see that your major donor efforts need reinforcement in a particular area, as you don’t have enough qualifying projects or some solicitors are underperforming. There are many answers which can be obtained using PCR Educator Dashboards, which allow you to view key metrics at a glance and tailor the view to your own needs even if you don’t have a data analysis degree.

1.    Customize the Widgets on your Dashboard

PCR Educator has created a default dashboard for each relevant area: Admissions Dashboard, Student Dashboard, Applicant Dashboard and dozens more. Each dashboard consists of a default set of elements. Add the elements you need and remove the irrelevant ones: every user in the system has their own dashboard configuration and your actions won’t affect anyone besides your account. You can also rearrange your elements by dragging them to the desired location. Furthermore, each widget has its own set of configurations and parameters that you should select to obtain the desired results. The system automatically saves all of your settings, so the next time you access the same dashboard; it will have the correct layout, arrangement, and configuration.

2.    Create Multiple Dashboards

Go beyond single dashboards by creating multiple versions for each dashboard for different purposes and situations. Instead of one Admissions Dashboard, you could create multiple impressions. For example, make an “Enrollment” dashboard that would consist of widgets which are necessary during the enrollment season: custom grids comparing returning students, available spots for each grade level, gender ratios and waitlisted students; enrollment agreements. “Marketing” dashboard, in turn, would focus on your marketing efforts – newsletter metrics; analysis of the previous schools for applicants; source of inquiry which would indicate whether your radio advertisement is more successful than google ads.

3.    Create your own widgets

If you have access to PCR Educator Data Analytics Tool, take advantage of one of its favorite features which allows you to produce your own dashboard widgets in a form of a grid or a chart and place it on any dashboard in the system. Data Analytics Tool is fantastic for generating complex grids, charts, and reports. It includes “left join” support, functional conditions, parameterized conditions, data formatting, aggregates, and pivots.

4.    Export the data right from the dashboard

Exporting functionality is easily the simplest and most unknown feature of PCR Educator dashboards. Simply click on the “up arrow” on any of the widgets to export the data.

5.    Use Dashboards for Presentations and Meetings

Toss those folders with printed reports aside – the data is no longer accurate by the time you enter the conference room. Instead, prepare a presentation using our Dashboards. First, create a new dashboard for your upcoming presentation. Then, add all relevant elements and configure them for the presentation. If your colleagues need access to some very specific charts or reports which are not included in the standard list, just use Data Analytics Tool to create the necessary widgets. Once you are presenting, remember that all widgets allow you to drill-down by clicking on the data inside each widget.

Emergency Notification System for Independent SchoolsPCR Educator’s Voice/Text/Email Emergency Notification System for independent schools was upgraded with a Machine Detection Algorithm from our partner Cisco. The algorithm analyzes the call recipient’s voice to determine whether it’s a human or a machine, improving the quality of the delivered message and the accuracy of voicemails left with answering machines. Thus, when our system executes emergency calls to your constituency, it is also able to leave voicemails when the call is not picked up by the recipient.

One of the important concepts related to machine-human and machine-machine interactions is the accuracy of the aforementioned algorithm. It can be quite tricky to distinguish a machine from a human because of the variety of answering machines and service providers. Ultimately, only a human, scoring the call, can guarantee if it was answered by a machine or a human as we don’t have true artificial intelligence machines yet.

Nevertheless, the machine detection algorithm can be relatively successful in recognizing the answering machine by analyzing the length of the silence period and deciding when to start dictating the message to ensure that the answering machine on the other end is ready to receive that message. For example, we analyze vocal patterns when distinguishing humans and machines. Additionally, our algorithm evaluates the user’s reaction to prompts. By offering the call recipient to take an action when asked whether they want to listen to the emergency message, we are able to detect answering machines which cannot react to the given prompt and provide no input.  We are also waiting for a beep signal which usually identifies an answering machine.

While our engineers constantly work on improving the accuracy of machine detection, there are several measures our schools can take which would greatly improve the results.

Customer Awareness

For example, if your customers are aware of the fact that they may occasionally receive an important call from you, they would be more likely to listen to the introductory message, which gives the machine detection algorithm a chance to analyze the user behavior when asked to perform certain actions to continue the call, therefore identifying themselves as humans. PCR Educator Emergency Notification System includes your school name in its introductory message lest call recipients discard the call as a spam.  

Caller Identification

Similarly, your users will likely pick up the call if they are familiar with your number. Thus, it is important to invest time and resources in educating your constituency. Just like you may occasionally practice fire drills; it may be worth conducting test emergency message distribution on a yearly basis. It also goes without saying that it is crucial to maintain an accurate list of your constituency and all relevant numbers which could be used in case of an emergency.

Accurate Emergency Numbers

Since PCR Educator provides an integrated database that includes Student Information System, Admissions, Finance and Fundraising, the phone numbers would usually be very accurate and up-to-date as they will be constantly updated and verified by all departments as well as parents. We also recommend that you use our electronic Reenrollment and Enrollment Forms application which walks your parents through the process of updating their information and confirming the accuracy of unchanged information.
PCR Educator K-12 School Information System is an online database engineered for independent and private schools to deliver the highest level of flexibility, unique experience, transparent communication and customized design. Being a complete cloud-based solution, PCR Educator system guarantees convenient access anytime, anywhere.