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To set up new Admissions Events for the CMS Apply Online, perform the following steps.

In the Admissions module:
1. Create an Action using an Action Category of type “Inquiry” to represent your event.  Note: The action needs to have the read role “Applicant” in order to be available for parents to sign up.  Example: Create an action with the Action Name “Open House” using the “Inquiry Actions” Action Category.
2. Create the Admissions Event Category. Associate the event category to your Action. 
3. Configuring Admissions Events for the dates and times that parents may sign up.
4. Create an Admissions > Actions email merge template for the event signup thank you email.
5. Add the action as an Admissions Checklist Action.  Note: Parents will only be able to sign up for events on Admissions Checklists that their applicant qualifies for.

Configuration in the Admissions module is complete.  The rest of the setup is in the CMS Apply Online.  Note: It is easiest to set up the pages in the reverse order that parents access them as each page will need to reference the next page.
1. Create an event signup thank you page.
2. Create an events signup page.  Note: Add the control Admissions - Event Sign Up
3. Optional: Create an events calendar page. Note: Add the control Admissions - Event Calendar
4. Add an Applicant Profile widget for events signup. Note: Add the control Admissions Profile - Events
5. Optional: Create an event check-in page.  Note: Add the control Admissions - Event Check In Note: The check-in page would be used on-site at the event to record event attendance.

Note:  The Apply Online Webinar Part 2 discusses events setup in both the Admissions Module and the CMS Apply Online.
To set up new recommendations for the CMS Apply Online, perform the following steps.

In the Admissions module:
1. Create an Action using an Action Category of type “Inquiry Recommendation” to represent the recommendation.  Note: The actions need to have the read role “Applicant” to be available for parents to request the recommendation.  Example: Create an action with the Action Name “Math Recommendation” using the “Inquiry Recommendations” Action Category.
2. Add the action as an Admissions Checklist Action.  Note: Parents will only be able to request recommendations for action on Admissions Checklists that their applicant qualifies for.
3. Create Inquiry Action Attributes to record information you will request from the recommending teacher.  Note: The attributes will be associated with the inquiry action and do not need to be yearable as the action already has an academic year.
4. Create an Admissions > Actions email merge template for the recommendation request email to send to the recommender.  Note: The “ActionMergeUrl” merge field must be used as the link to access the inquiry recommendation page.
5. Create an Admissions > Actions email merge template for the thank you email to send to the recommender.

Configuration in the Admissions module is complete.  The rest of the setup is in the CMS Apply Online.  Note: It is easiest to set up the pages in the reverse order that users access them as each page will need to reference the next page.
1. Create the Recommendation Submitted thank you page.  Note: This page should be publicly accessible.
2. Create the Inquiry Recommendation page that the recommender will submit.  Note: This page should be publicly accessible.  Note: Add the control Admissions - Teacher Submit Request.  Note:  Make sure the page has “Attributes Inquiries” checked under the “Allow Edit” tab.  Note:  Use the Updatable - WizardBox to add Inquiry Action Attribute fields.
3. Optional: Create the Inquiry Recommendation Request Thank You page.  Note: Instead of sending the parent to a thank you page, you may wish to return them to the Applicant Profile page.
4. Create the Inquiry Recommendation Request page.  Note: Add the control Admissions - Teacher Request Recommendation
5. Add an Applicant Profile widget for inquiry recommendations. Note: Add the control Admissions Profile - Recommendations

Note:  The Apply Online Webinar Part 2 discusses recommendation setup in both the Admissions Module and the CMS Apply Online.
The daily rotation is used to establish the schedule for the school calendar associating each calendar day with the rotation day.  To access the daily rotation, make sure you are in the Current Year Schedule and navigate to Scheduling > Blocks > Daily Rotation.  You need Scheduling Full or Scheduling Read roles to access this page.  Note: The daily rotation is specific to each school division.  Make sure every division with a schedule has its daily rotation set up.

For each day that school meets, specify the Day of Cycle for that day and choose the Day Status of In SchoolNote: The Day Status for a day when school is in session must be In School.  All other statuses are considered a variation of out of school - holidays, conference days, or other school closings.  Note: The days in the daily rotation work in conjunction with the attendance dates in Marking Period Info.

Day of Cycle is the type of schedule for that day based and corresponds to Block day of cycles.  Note: If the school does not meet for a specific day and you wish to record a Day Status, use the day of cycle 99.  Example:  The school has an “In Service” day on Wednesday.  You can specify Wednesday with a Day Status of “In Service” and Day of Cycle 99.  Note:  You can create additional Day of Cycles in you Blocks and Daily Schedule with alternative meeting times/schedules.  Example:  If you wish to schedule a “Half Day” of school, create blocks for an unused Day of Cycle with appropriate meeting times for the Half Day.  Update the Period Codes to include these new blocks.  Then use the new Half Day Day of Cycle for the Daily Rotation date.

Day Status is either In School or some variation of no school.  Note: If no day status is recorded for a day, then the school does not meet and the Day of Cycle will default to the first option in the drop-down.  Note: When you “Manage Day Status” the rule of “Attendance Day” is used to assist in recording calculated attendance.  Only “In School” should have the rule “Attendance Day” specified.  Example:  You mark a student absent for 2 weeks.  Days during that 2-week stretch that are not an “Attendance Day” will not have an attendance record recorded.

Note:  Make sure you remember to press “Save Changes” when you are finished!

Note: It is recommended to only set up the Daily Rotation for one month at a time.  If you set up the entire year in advance, and there is a surprise event which disrupts the school schedule, you may end up needing to shift several months worth of data.  If you only set up a month at a time, you would only need to modify a few weeks of data.
To set the Grade Level Next Year, Day or Boarding Next Year, International Next Year, and/or School Fund Code Next Year for students in bulk, navigate to Students and use the multi-action “Next Year.”  You need the Scheduling Full role to access this multi-action.

Note: The next grade level for a student is determined by the Grade Level setup and the student’s current grade level.
Official Reports are archived PDF reports retained in the database and often made available for download on the Teacher Portal or Parent Portal.  Official Reports may be accessed by navigating to Admin > Maintenance > Official Reports.  You need the Registrar Read or Registrar Full role to access this page.  Official Reports may also be accessed by navigating to Admin > Student > Details > Progress PDF, Admin > Student > Details> Report Cards PDF, or Admin > Student > Details > Transcripts PDF.  You will need Registrar Read, Registrar Full, or ArchivalReports Read role to access these pages.

Report Type is either Report Card, Progress Report, or Transcript

Sub Type
is an option your school controls.  The standard setup only has an option of “Default” but other options can be added to allow for multiple reports of the same Report Type for the same Marking PeriodExample: You might choose to archive two versions of the transcript: an unofficial version available for download on the Parent Portal, and an official version for internal use only.  Since they are both the same report for the same year, you can differentiate them by saving them with a different Sub Type.

Academic Year is the school year that the report is for.

Household is the household the report is for.  Most reports have an address appearing on the report.  If a student has multiple “send mail” households associated, each household will receive their own copy of the report.

Available Date is the date/time that the report will be available for parents to download the report on the Parent Portal.  Note:  This date time is based on the Time Zone specified in the Application Setup (CMS/Website).  Note:  If no Available Date is specified, the report will not be available for download by parents on the CMS Parent Portal.

Note:  Only one archived pdf may exist for a given Report Type, Sub Type, Year, Marking Period, Household, and Student combination.  If you want to have multiple reports then use a different Sub Type to differential them.

Note:  While it is possible to manually upload individual PDF reports, Archiving Official Reports is the preferred way to create Official Reports.
To archive official reports, navigate to Students and use the multi-action “Archive PDF.”  You need the Archiving Full role to access this function.

Before Archiving Official Reports, make sure all Marks and Comments have been entered into the system and approved.  Preview the PDF Reports for the students to make sure that the reports are correct and that you know which report card style and settings you will use for archiving.  Note:  You should only preview or archive PDF reports one grade level at a time.  Note: If the report is blank for a student, review the article Why is my report card blank when I run a report card pdf?

Overwrite when checked, this will overwrite an existing Official Report if one is present for the student.  Otherwise only new Official Reports will be archived.

Note: If you have students with an Academic or Financial Hold, you should archive those reports separately.  When the report can be released to parents, the Available Date can be updated accordingly.

Note: If a student originally had an Incomplete when the report was archived, the report can be re-archived using the Overwrite option.  Similarly, if there were corrections made to a student’s grades or comments, the report should be re-archived using the Overwrite option.
Please use this article as a supplemental resource for this DAT Webinar


1. Intro link
    a.  The Data Analytics Tool (DAT) is a comprehensive system for creating on-the-fly filters, exports, dashboards, mail merges, emailing, queries and reports supporting advanced database concepts with left joins, logical conditions, aliasing, aggregates, pivots, predefined reports, parameterization, and flexible security access.
    b.  Difference between the DMT and the DAT link
    c. Connecting students to teachers link
        i.  Students taking classes from Teachers  link
        ii.  Students connected to Staff Households  link
2. Creating New DAT Query link
    a. Common tables link
        i. Student table link
        ii. Inquiry table link
        iii. Household table link
        iv. Search for a table or field link
        v. Student Actions table link
        vi. Student Attributes table link
        vii. Inquiry Action table link
        viii. Inquiry Attributes table link
    b. Find applicants applying for 9th grade or higher  link
        i. DAT Query - Step 1 - Choosing Initial Table inquiries link
        ii.  DAT Query - Step 1 - Selecting Display Fields link
        iii.  DAT Query - Step 1 - Adding Conditions link
    c. List of Inquiries Report  link
        i. DAT Query - Step 1 - Choosing Initial Table inquiries link
        ii. DAT Query - Step 1 - Selecting Display Fields link
        iii. DAT Results - Step 4 review results link
        iv. DAT Column Order - Step 3 link
        v. DAT Fields - Step 2 - Customizing Display Fields Appearance - rename fields link
        vi. DAT Query - Step 1 - Adding Conditions link
        vii. DAT Fields - Step 2 - Customizing Display Fields Appearance - Change display format link
        viii. DAT Query - Step 1 - Adding Conditions on a field that is not displayed link
        ix. DAT Parameterized Condition link
        x. DAT Functional Operator link
        xi. Adding multiple conditions link
            - Advanced AND / OR conditions link
    d. Students with Forms Actions  link
        i. DAT Query - Step 1 - Choosing Initial Table students link
        ii. DAT Query - Step 1 - Selecting Display Fields  link
        iii. DAT Query - Step 1 - Connecting Tables Student Actions for "Handbook Policy" link
        iv. DAT Query - Step 1 - Adding Conditions link
        v. DAT Query - Step 1 - Selecting Display Fields action date link
        vi. DAT Fields - Step 2 - Customizing Display Fields Appearance link
        vii. DAT Query - Step 1 - Connecting Tables Using "With or With Out" link
        viii. DAT Fields - Step 2 - Customizing Display Fields Appearance to change date display format link
        ix. DAT Query - Step 1 - Connecting Tables to the same table Student Actions for "Field Trip Permission" and "Photo Release" link
        x. DAT Query and DAT Filter Common Mistakes - Why are there more records now? Limit actions by academic year. link
    e. DAT Fields - Step 2 - Pivoting Inquiry counts by Academic Year link
        i. DAT Query - Step 1 - Choosing Initial Table inquiries and DAT Query - Step 1 - Selecting Display Fields link
        ii. DAT Query - Step 1 - Adding Conditions link
        iii. Add Multi-select condition on academic year link
        iv. DAT Fields - Step 2 - Pivoting link
        v. DAT Save - Step 6 link
        vi. Opening saved DAT Query link
3. Adding DAT Dashboard Element link
    a. Adding a new Data Analytics Grid widget link
    b. Select DAT Query to use link
    c. Adding a new Data Analytics Chart widget link
4. Mail Merging from DAT
    a. Create a student discipline report
        i. DAT Query - Step 1 - Choosing Initial Table students  link
        ii. DAT Query - Step 1 - Connecting Tables discipline  link
        iii. DAT Query - Step 1 - Selecting Display Fields discipline points  link
        iv. DAT Column Order - Step 3 link
        v. DAT Fields - Step 2 - Aggregating discipline points link
        vi. DAT Query and DAT Filter Common Mistakes Add a condition to limit by School Id link
        vii. DAT Results - Step 4  Individual records are different than the totals.  Why?  Default shows unique records. link
        viii. DAT Fields - Step 2 - Uniqueness link
        ix. DAT Fields - Step 2 - Aggregating discipline points again  link
    b. Creating DAT Mailmerge Template link
        i. Set up mail merge data source link
            - Download datasource header file link
            - Create MS Word mail merge document  link
            - Upload MS Word document to DAT link
        ii. Producing DAT Mailmerge Results link
Please use this article as a supplemental resource for this DAT Webinar.

1. DAT Dashboard Elements
2. Modifying stock DAT Query in the "PCR (Imported)" DAT Group  link
    a. [Development] $1001 - $5000 Donors link
        i. Adding fields DAT Query - Step 1 - Selecting Display Fields link
        ii. Adding conditions DAT Query - Step 1 - Adding Conditions   link
        iii. Changing fields  DAT Fields - Step 2  link
        iv. Saving report DAT Save - Step 6  link
    b. [Development] Campaign Comparison Summary  link
        i. Showing Years as Columns using DAT Fields - Step 2 - Pivoting link
4.  Creating New DAT Query - Donation and Campaigns Report LYNTY  link
    a.  Donation allocations  link
    b.  Restrict donations by fiscal year link
    c.  Campaign Allocations link
    d.  Sum donation amounts DAT Fields - Step 2 - Aggregating  link
New users should first watch the Campus Basic Webinar and Campus Basic Webinar 2 for an overview on basic navigation and functions.

DAT - Webinars provide detailed information on creating a DAT Query for various modules such as Admissions and Development and use other features of the DAT including mail merge and dashboard widgets.

Admissions - Videos provide information about Admissions setup, Apply Online, Recommendations and other Admissions topics.  Note: “Send Decision Letters” is an excellent overview on Mail Merge.

CMS - Videos provide instructions on working with the PCR Educator CMS, including working with pages and controls.

Development - Videos provide information on various Development topics including Tax Receipts, Relationships, and Emailing Contacts.

Finance/Student Billing - Videos provide information about various Finance portal topic including the setup for Point of Sales (POS) and Cafeteria.  Note: For (Re) Enrollment Contract and (Re) Enrollment Forms related finance videos, see (Re) Enrollment.

(Re) Enrollment - Videos provide information about (Re) Enrollment Contract, (Re) Enrollment Forms and Student Billing.

Registrar - Videos provide information about official reporting including Comment Status Management, and archiving PDF reports.

Scheduling - Videos provide information on the setting up Blocks, Period Codes, Course Sections, Student Selections, Student Courses, Courses, Departments, Teachers, Rooms, Period Code / Room Restrictions, and building schedules.

Summer School/Summer Camp - Videos provide information on setting up and managing a Summer Camp school division.
Applicant Evaluations discusses Configuring Evaluations, Assigning Evaluators, Submitting Evaluations as an applicant, and reporting on Evaluations in a DAT Query.

Apply Online Webinar Part 1 - Apply Online Webinar Part 1.
Apply Online Webinar Part 2 - Apply Online Webinar Part 2.

IEP Report discusses how to set up for an Individualized Education Program (IEP). Topics include setting up IEP Actions, accessing the actions through the Teacher Portal, and reporting on the actions through a DAT mail merge.

Online Teacher Recommendations discusses Teacher Recommendations including how to request a recommendation as a parent, submitting a pdf file to complete the request as the recommender, and reviewing the submission in Admissions.

Send Decision Letters (Email Merge & Mail Merge) discusses setting up and sending emails using an email merge or sending letters using a mail merge.
 
This article is an index with timestamps for the topics covered in the following webinar:
Apply Online Webinar Part 2

1. Intro
    a.   If you have questions or suggestions, please send an email to support@pcreducator.com.
link
2. Custom Attribute dropdown example link
    a. Ask what term someone is applying for: Fall or Spring  link
    b. Set up the attribute link
    c. Choose the Attribute Category link
    d. Create the Lookup link
    e. Create the Attribute link
        i. Allow Customer Text link
    f. Add the control to the CMS page using a Wizard Box link
        i. Field options: “Use all but selected value” vs “Use only selected values” link
    g. Move the control link
3. Restrict control and page visibility link
    a. Hiding a control
        i. Restrict “What program applying for” to lower school applicants link
        ii. Add a Filter to the control.  link
        iii. View page and the control is hidden.  link
        iv. Remove a Filter from the control.  link
    b. Hiding a page
        i. Hide scholastic info page link
        ii. Add a Filter to the page link
        iii. View a different page and the page is hidden.  link
        iv. Remove a Filter from the page.  link
4. Teacher Recommendations link
    a. Big picture - the parent requests a recommendation link
        i. Parent fills out teacher’s contact information link
        ii. Teacher receives an email link
        iii. Teacher fills out recommendation link
        iv. Student recommendation is updated link
        v. Viewing the recommendation as an administrator link
    b. Setting up a recommendation link
        i. Setting up Email Templates for Actions.  link
            - Specify the Recommendation url link
        ii. Setting up Inquiry Action Attributes link
        iii. Setting up the Recommendation Action  link
            a. Set the Applicant role link
            b. Who can request Recommendations and when? link
            c. Associate the Action with a Checklist link
    c. Setting up the recommendation form in CMS link
        i.  Pages 
            a. Applicant Profile page, Teacher Recommendations request control link
            b. Teacher Recommendation Request page link
            c. Recommendation Form page link
            d.  Recommendation Submitted Thank You page link
        ii. Set up pages in reverse order  - Thank you page link
            a. Finding the Recommendation pages link
            b. Recommendation Successfully Submitted page link
            c. Recommendation Form page setup link
                - Teacher Submit Recommendation control link
                - Email on Submit property link
                - Thank You Page Location property link
                - Simple Recommendation Form property link
            d. Recommendation Request page link
                - Teacher Request Recommendation control link
                - Navigate To property link
            e. Applicant Profile page link
                - Teacher Recommendations control link
    d. Testing the Recommendation Form link
5. Events  link
    a. Set up an Events Action link
    b. Link the Action to Checklists link
    c. Create Event Categories link
        i. Close Sign Up # Days before link
        ii. Is Comment Visible link
        iii. Max Attendees Per Family link
        iv. Action link
    d. Create Events link
        i. Create Event Schedule link
        ii. Delete Event link
    e. Set up the CMS pages link
        i. Applicant Profile page, Events control link
        ii. Event Calendar page link
        iii. Event Signup page link
        iv. Event Calendar page, Events Calendar control setup link
        v. Event Signup page, Event Signup control setup link
    f. Locating your event pages link
 
This article is an index with timestamps for the topics covered in the following webinar:
Apply Online Webinar Part 1

1. Intro
    a. This webinar will cover setting up the Inquiry Form and Online Application. link
    b.   If you have questions or suggestions, please send an email to support@pcreducator.com.
2. Big Picture
    a. Create a login “Apply Online Setup”  link
    b. Login to the Apply Online link
    c. Every Page has an Id link
    d. Pages in the Apply Online link
        i. Login page link
        ii. Inquiry Online page link
        iii. Applicant Profile page link
            - I’m sent to the Inquiry Online instead? link
        iv. Application pages link
            - Accessing site map link
        v. Thank you page link
    e. Automatic Email Templates link
        i. Inquiry Automatic Email - user credential link
        ii. Application Automatic Email - admissions record link
    f. Inquiry Attributes  link
        i. Set up attributes  link
            - Attribute Range: Global vs Year link
            - Attribute Type link
    g. Most common controls link
        i. Adding controls link
            - Text link
            - Wizard Box link
            - Specifying a label link
            - Making a control required link
            - Providing an example link
            - Mask for phone numbers link
            - Multiple line text box link
        ii. Editing existing controls link
        iii. Deleting controls link
        iv. Viewing the page link
3. Inquiry Form
    a. Modifying the Inquiry Form link
    b. Existing Parents and the Inquiry Form link
    c. Mandatory Fields link
    d. Inquiry Submit button link
        i. Actions on Submit link
        ii. Emails on Submit link
        iii. Error on Submit link
        iv. Send User Email options link
        v. Thank You Page location link
4. Applicant Profile link
        a. Delete Profile control link
        b. Add profile control link
        c. Applications control link
            i. Academic Years link
            ii. Action when starting / submitting link
            iii. Applying for Grade Levels link
            iv. Apply Online Location link
            v. Title link
            vi. Submit Location link
            vii. Show History link
        d. Controls show based on the Applying for Academic Year link
        e. Start a new Inquiry link
5. Apply Online Application link
        a. Typical Application Pages
        b. Applicant Info  link
        c. Family Info  link
        d. Applicant Essay link
        e. Required Forms link
        f. Submit Application link
            i. Application Summary control link
                - Application Fee link
                - Waiver Codes link
                - Different Application Fees link
            ii. Application Submit control link
                - Actions on Submit link
                - Emails on Submit link
                - Payment Required link
                - Process in Test Mode link
                - Payment Configuration link
                - Thank You page link
                - Thank You email link
        g. Add pages to the left menu link
        h. Remove pages from  the left menu link
 
Development Relationships demonstrates how to create and view relationships in the Development module.

Emailing Volunteer demonstrates sending a bulk emailing to Contacts.

How to Generate Tax Receipts demonstrates Generating Tax Receipt Record (Development) and Printing Tax Receipt (Development).
Mini Sites discusses setting up a mini-site within you CMS portal.  Topics include creating Content Types and Class pages.  The mini-site is demonstrated from the Teacher perspective and the Parent/Student perspective.
Student Billing from Enrollment Contracts (Part 1) demonstrates the parent’s perspective for submitting a (Re) Enrollment Contract.

Student Billing from Enrollment Contracts (Part 2) demonstrates the finance officer’s perspective for reviewing (Re) Enrollment Contracts in the Finance module as well as submitting a (Re) Enrollment Contract payment on the CMS Parent Portal.
Lunch and Cafeteria POS demonstrates using the Cash Register (POS) to manage lunch purchases including purchase options, pre-ordering lunches, and support for the National School Lunch Program (NSLP).
Master Schedule discusses scheduling for next year.  Topics covered include:
    - Managing Blocks
    - Managing Period Codes
    - Managing Courses
    - Managing Course Sections
    - Creating Period Inclusions and Room Inclusions
    - Using What If scenarios. 
    - Managing Student Selections
    - Using the Build Master Schedule function
    - Using the Load Students into Courses function
    - Useful pdf reports for scheduling
    - Using Student Conflicts List. 
    - Master Schedule.
 
Online Review for Report Card Comment statuses discusses Comment Status Management. This includes the initial setup, the interaction between the teacher and administrator as the comment status changes, notifications of comment status change, approval of a comment, archiving reports, and accessing archived reports as a teacher or parent.
Our offices will be closed on Thursday, July 4th in observance of Independence Day. We will resume normal hours on Friday, July 5th.
This article is an index with timestamps for the topics covered in the following webinar:
Campus Basic Webinar 2

1. Intro link
    a. Topic covered include Managing Relations, Daily Rotation, Managing Courses, Enrolling Students into Courses, Taking Attendance, Parent Teacher Conferences, and PDF Reports.
    b. If you have any questions or comments, please email them to support@pcreducator.com link
2. Managing Relationships link
    a. Student - Household relationships link
        i. Linking households to students link
        ii. Changing Primary/Bill To/etc link
    b. Split/Switch households link
        i. Switch Parent order link
        ii. Split Parents link
    c. Merge Household Multi-action link
        i. Switch Ids link
3. Daily Rotation link
        i. Day Status link
        ii. Recommendation: Setup only one month in advance link
4. Managing Courses link
    a. Departments link
        i. Report Order link
        ii. Change Report Order link
    b. Advisory and Homeroom courses link
    c. Creating a new section for a course link
    d. Viewing sections for a course link
5. Changing a student schedule using the Conflicts List link
    a. Conflicts and Over Capacity link
    b. Switching sections link
    c. Drop a course section link
    d. Searching for courses to add link
        i. Search for Non-Conflicts link
    e. Bumped courses - student selected the course but did not receive it link
    f. Student Schedule PDF reports link
        i. Grid vs Grid2 schedules link
        ii. Send Email when Complete link
        iii. Additional conditions link
        iv. Remove additional condition link
6. Taking attendance  link
    a. Taking attendance by multi-action link
        i. Overwrite Existing Daily Attendance link
    b. Viewing daily attendance link
        i. Recorded attendance uses the daily rotation link
        ii. View period attendance link
        iii. Edit attendance link
            - Edit period attendance at the same time link
        iv. Attendance PDF report link
    c. Period Attendance link
    d. Multi-actions for attendance link
7. Parent Teacher Conferences link
    a. Overview link
    b. Updating Parent Teacher Conference manually link
    c. Unschedule a Parent Teacher Conference manually link
    d. Parent Teacher Conference PDF report link
8. PDF Report link
    a. Manage visible reports with Report Exclusions link
 
Summer School/Camp:
Part 1 discusses setting up Summer school including creating accounts, products, courses, period codes, teachers, and course sections
Part 2 demonstrates signing up for Summer camp from the parent’s perspective.
Part 3 demonstrates accessing Summer classes as Teacher.
Part 4 demonstrates how to view Summer registration as an Administrator after parents have signed up their children.  Topics include viewing students, course sign-ups, example DAT reports, and Finance.
 
We are expecting interface changes in our administrative portals. Most one-column pages will be presented in two columns on larger devices.
This article is an index with timestamps for the topics covered in the following webinar:
Campus Basic Webinar

1. Intro - If you have questions, suggestions, or comments please email them to support@pcreducator.com
2. Home Page
    a. Recent Updates
    b. Update Account Information
    c. History of Updates
    d. Help Documents
    e. Bookmark Links
    f. Support Link to the Ticket System
        i. Live Chat
        ii. Call Support at 301-947-7380 ext 2
    g. Knowledge Base and Recent Articles
    h. Switching Finance Ledgers, School Divisions, and Scheduling School Year
3. Admin > Students
    a. Searching for Records
    b. Sorting
    c. Customizing
    d. "All Divisions"
    e. "Include All"
    f. Exporting Data
    g. Selecting Multiple Records
    h. Multi-actions
    i. Links and Popout Links
    j. Dashboards
        i. Adding Dashboards
        ii. Customizing Dashboards
        iii. Exporting Widgets
        iv. Renaming Widgets
    k. Page Help
    l. Switching Between Records
    m. "Selected Only" Checkbox
    n. Selecting / Unselecting All Records
    o. Record Details
    p. Navigating from Dashboard to Details
    q. Navigating from Details to Dashboard
5. Email Merge
    a. "One Email per Student Household Combination"
    b. "One Email per Student"
    c. Email Fields and Types
    d. Editing Email Type Dropdown Options
    e. Other Email Merge Fields
    f. Email Job Type
    g. Email Action Type
    h. Email Templates
    i. Add Email Merge Fields
    j. Email Example
    k. Preview Email
    l. Test Email
    m. Schedule Email
    n. Merge Fields into Sender Email
    o. Save and Load Email Templates
    p. Send Email
    q. Review Sent Emails
4. Mail Merge
    a. Mail Merge Actions
    b. Mail Merge "Student With HH Contact"
    c. Mail Merge Data Source
    d. Create Template in Word
    e. Upload Template
    f. Action Roles
    g. Runner Mail Merge
    h. Mark Correspondence
    i. Exclude If Sent Checkbox
Please use this article as a supplemental resource for this DAT Webinar:  https://youtu.be/TKexAY9kD4o

1. Intro
    a.  Cover the basics of building Scheduling queries.  Send emails to support@pcreducator.com for suggestions. link
    b.  The Data Analytics Tool (DAT) is a comprehensive system for creating on-the-fly filters, exports, dashboards, mail merges, emailing, queries and reports supporting advanced database concepts with left joins, logical conditions, aliasing, aggregates, pivots, predefined reports, parameterization, and flexible security access.  link
    c.  DAT Query considerations link
        i. Plan what information will be extracted. link
        ii. Plan a workflow on what tables to use in the DAT - Scheduling Data Structure link
            a. Most common starting tables in the DAT - Scheduling Data Structure link
                i.  Student Info link
                    a. Statuses by Division - Used to get the student status. link
                    b. Red box / key fields explanation to avoid DAT Filter Common Mistakes link
                        - School Year field link
                        - Academic Year field link
                ii.  Teachers link
                iii.  Rooms link
                iv.  Courses link
                v.  Departments link
            b. Other important tables in the DAT - Scheduling Data Structure link
                i.  Selections link
                ii.  Student Courses link
                iii.  Course Sections link
                iv.  Course Section Rooms link
                v.  Class Schedule - link
                vi.  Class Schedule Blocks - This links Blocks to Class Schedule. link
                vii.  Blocks link
                viii.  Block Rotation link
2.  Standard "[Admin] Class List" query link
    a. Open "[Admin] Class List" link
        i. Review the report link
            -  DAT Query - Step 1 - Connecting Tables using With or Without link
            -  DAT Results - Step 4 link
        ii. Review the DAT - Scheduling Data Structure link
        iii.  Add a DAT Field Condition on school id link
        iv.  Make school id a DAT Parameterized Condition  link
        v. Connect Courses to School Info by DAT Query - Step 1 - Connecting Tables link
            -  Automatic DAT Field Condition added to School Info link
        vi.  Demonstrate changing parameter on DAT Results - Step 4 link
    b.  Modify the schedule to show days and blocks. link
        i.  DAT Query - Step 1 - Connecting Tables Course Sections to Class Schedule link
        ii.  DAT Query - Step 1 - Connecting Tables Class Schedule to Class Schedule Blocks link
        iii.  DAT Query - Step 1 - Connecting Tables Class Schedule Blocks to Blocks link
        iv. DAT Display Field Day of Cycle and Block Code link
        v. Add DAT Field Condition Multi-select Day of Cycle for days 1 through 5. link
        vi. Review DAT Results - Step 4 link
        vi. DAT Fields - Step 2 - Pivoting "Day of Cycle" on Min(Block Code) link
           - Still on parameter lower school link
        vii. Review DAT Results - Step 4 link
    c. DAT Save - Step 6 saving a standard query link
        i. Choose a different query group link
        ii.  Choose roles for the query link
3.  Class totals with capacity and available seats link
    a. Planning the query using DAT - Scheduling Data Structure link
    a.  DAT Query - Step 1 - Choosing Initial Table Courses  link
        i. Include DAT Key Id Field link
        i. Add school id DAT Parameterized Condition link
    b.  DAT Query - Step 1 - Connecting Tables Courses to Course Section link
        i.  DAT Query - Step 1 - Adding Conditions for school year link
            - School years over 100 link
        ii. Add DAT Parameterized Condition for semester link
        iii.  DAT Display Field Section and Section Capacity link
    c.  DAT Query - Step 1 - Connecting Tables Course Section to Student Courses link
    d.  DAT Query - Step 1 - Connecting Tables Student Courses to Student Info link
        i. Course Sections and Student Courses use the same school year.  Note: All scheduling tables linked directly to each other automatically use the same school id (when available) and school year, except where there is a table which breaks that sequence.  Example: Departments -> Courses -> Course Sections -> Class Schedule all use the same School Id.  Example: Courses > Student Courses > Student Info > Status By Division do not all use the same school year.  The students table does not have a school year which means the school year needs to be specified on Status by Division.  Note:  You can use a condition “= Other  Field” to create this link manually. link
    e.  DAT Query - Step 1 - Connecting Tables Student Info to Statuses by Division link
        i.  DAT Query - Step 1 - Adding Conditions Status Enrolled link
        ii. No School Id condition.  link
        iii.  DAT Query - Step 1 - Adding Conditions School Year for the current year link
    f. DAT Display Field Student Id link
    g.  Review DAT Results - Step 4 link
        i. DAT Key Id Field as links link
    f.  DAT Column Order - Step 3 columns link
    g. DAT Fields - Step 2 link
        i.  DAT Fields - Step 2 - Aggregating Student Id using Distinct Count link
            a. DAT Fields - Step 2 - Customizing Display Fields Appearance  of the aggregate field link
    h.  Review count in DAT Results - Step 4 link
    i. DAT Fields - Step 2 link
        i.  DAT Fields - Step 2 - Adding Calculated Field Section Capacity - Student Id as “Available Spots” link
    j.  Review DAT Results - Step 4 link
        i. Verifying DAT Results - Step 4 link
    k. Summary explanation of DAT Fields - Step 2 - Adding Calculated Field link
    l. Changing school id parameter value in DAT Results - Step 4 link
5. Student Selections by Department - does a student have selections for the academic departments? link
    a. Planning the query using the DAT - Scheduling Data Structure link
    b.  DAT Query - Step 1 - Choosing Initial Table Student Info  link
        i. DAT Query - Step 1 - Selecting Display Fields link
    c.  Link in Statuses by Division link
        i. Add conditions for next school year  link
    b.  DAT Query - Step 1 - Connecting Tables Selections link
        i. Specify next school year link
    c.  DAT Query - Step 1 - Connecting Tables Courses link
        i. DAT Query - Step 1 - Adding Conditions for School Id link
        ii. DAT Query - Step 1 - Selecting Display Fields Course Id link
    d.  DAT Query - Step 1 - Connecting Tables Departments link
        i. DAT Query - Step 1 - Selecting Display Fields Department Name.  link
    e. Review DAT Results - Step 4 link
    f.  Change DAT Column Order - Step 3 link
    g. Creating a pivot for DAT Fields - Step 2 - Pivoting link
        i. DAT Query - Step 1 - Adding Conditions using DAT Operator Multi-select on department names  link
        ii. DAT Fields - Step 2 - Pivoting Department Name on Count of Course Id link
    h.  View DAT Results - Step 4 link
        i. Interpreting the DAT Results - Step 4 link
    i. Discussion DAT Fields - Step 2 - Pivoting link
        i. Implications for this query in different divisions link
4. Review and summary link
 
Calculated fields are dynamic formula-based fields added to a DAT Query in DAT FIelds - Step 2.  

To add a new calculated field:
     - Identify the numerical fields and their corresponding variable names listed in the first column of the grid.
    - Specify the desired formula below the grid using the variable names identified in the previous step. Example: A / 100 Example: A * B
    - Click “Add Calculated Field”

Note: Calculated fields can be constructed from other calculated fields.

Note:  The type of number shown is determined by the type of numbers involved in the formula.  If only integer numbers are used, the result will be an integer number.  If a decimal number is used at any point, then the result will be a decimal number.  Example: Suppose A represents an integer column.  A / 100 will result in an integer value.  If the value for A is less than 100, the result will be 0.  Example:  Suppose A represents an integer column.  A / 100.0 will result in a value with decimals because the divisor is a decimal.

Note: The following characters may be used to create calculated fields:

( ) Parenthesis controlling the order of mathematical operations. Note: Opening and closing parenthesis must match.
+ Addition
- Subtraction
* Multiplication
/ Division
A-Z Variable names corresponding to an existing numeric field.

Note: A calculated field may not be added if the resulting number is too large, too small, or results in an invalid mathematical result.  Example: Division by 0.
Advancing Admissions Records 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. 

1. Multi-select all inquiry records which fit your criteria.  Example:  Find everyone who has a status of Application Received or Inquiry and select them.  Note: You may want to save your criteria as a DAT Filter for reuse.
2. Use the multi-action “Update Fields” and update their academic year to the next academic year.
3. Update their Applying For Grade as appropriate.  Note: Depending on their age, a student applying for PK may not need their grade updated.
    i. Start with the highest grade level students and work backward.  Find everyone from step 1 who are applying for the highest grade level you intend to advance and select only those students.  Note: Use the search field Applying for Grade and click search.  You will be able to re-select all of the students.
    ii. Use the multi-action “Update Fields” to update their Applying For Grade to be 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.    
    iii. Repeat this process while working towards the lowest grade levels.  Note:  You might have only a few students in the later grade levels and choose to update those students manually.  
4. For all the students from step 1, 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.
5. Perform a mail merge or email merge to contact the parents 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 4, those records may or may not be included in your statistics or DAT Reports.  The decision on whether to use a new unique action type or to apply the Inquiry action will depend on how you want to count these advancing records.
If a user is unable to login to any of Administrative Portals:
    - Confirm that the user has a suitable role associated from the Roles Dictionary.

    - Confirm that the user has at least one school associated.

    - If they are unable to access the Finance portal, confirm that the user has at least one ledger associated.
If the user is unable to login to a CMS page, then confirm that their user has sufficient rights to access the page.
    1. Check that they are trying to log into an appropriate location.  Example: Parents should not be trying to log into the teacher portal or student portal.

    2. Check that the user has appropriate roles.  Example: To access the Teacher Portal, a user must have the Faculty Full or Faculty Read roles.  To access the parent portal, the user must have the Parent role.  To access the student portal, the user must have the Student role.   Note:  For parents, make sure the user Profile is associated with a household connected with an Enrolled student.  For students, make sure the user Profile is associated with an Enrolled student.

    3. Check the target page for any additional criteria to access it.
        i. Log in to the target page with a user having the Website Full role.
        ii. Click “Content” in the upper left corner.
        iii. In the right menu, expand Roles.  Check for the roles required to access the page.  Does the user have all the necessary roles?
        iv. Expand Filter.  Check for any filters limiting access to the page.  Does the user qualify for the filter specified (if any)?
        Note:  It is possible that the roles in (iii) or the filters in (iv) are specified on the master page.  If you believe this may be the case, submit a ticket to support@pcreducator.com.
In order to migrate a DMT to DAT, follow these steps:
1. Review existing DMT queries and clean up duplicate or unused DMT queries.
2. Compare the remaining DMT queries to the existing DAT queries including those available as a DAT Standard Query 
    a. If you believe your report would be beneficial to other schools as a DAT Standard Query,  email support@pcreducator.com with a Bookmark link to the DMT query and an explanation of its purpose.
3. Recreate the remaining DMT queries in the DAT.

Note:  Existing DMT Filters will be accessible as DAT filters and don't need to be updated.

Note: Queries and Filters are associated with users.  If a user’s query or filter does not include roles, it is only visible to the original user that creates the query or filter.
If a user is unable to log in:
    1. Confirm that the correct username is being used.  Note: Copying and pasting a username out of an email will sometimes include an extra space at the end.  Make sure the username is spelled correctly.  Note: Make sure Caps Lock is off.
        i.  Confirm that the user is Approved and that the user is not Locked Out.  A user cannot log in if they are not Approved or if they have been Locked Out.  If a user has been unapproved, make sure there isn’t a business or security reason for the user being unapproved.

    2. Confirm that the correct password is being used.
        i. If the option is available, advise the user to reset their password using a Forgot Password option.  Note:  An email will be sent to the email address associated with the user containing further instructions on how to reset the password.  Note:  If the user has been locked out due to too many failed password attempts, Forgot Password will unlock the user.
        ii.  Reset the user’s password yourself to ensure the password is a known value.  Note:  The password must be at least six characters long.  Note: Once the user logs in, they should change their password to something only they know.

    3. Confirm the link/page that the user is trying to log into.
        i. If they are trying to log into (Re) Enrollment Contract or (Re) Enrollment Forms) and receive a message “The scn or appId is invalid” then the link they are using is missing important information.  Find out where they received the link from.  If they received it from an email, then the email originator needs to make sure a correct link is sent to all recipients.  If they are accessing it from a website link, the website link needs to be corrected.

    4. Have them try logging in using a different browser.  If they are able to successfully log in with a different browser, then they should clear their cache and cookies for browser they want to use and try again.

    5. If the user is trying to log into a non-PCR Educator page, refer to Troubleshooting Web Services.  

    6. If your school is set up for LDAP, confirm that the username exists in your LDAP configuration and that the username matches the username in Security > Users.


If they are still unable to log in, then they most likely are missing something required to access the page itself.  In this situation, the user is constantly redirected to log in again even though their username and password are correct.  If the username or password were incorrect, they would receive a message indicating so.  If there is no such message proceed to:
     - Unable to Login - CMS Website
     - Unable to Login - Administrative Portals

If you still cannot identify why the user is unable to access the page, submit a ticket to PCR Educator support.  Email support@pcreducator.com and include the user name, the login link they are trying to use, and a “bookmark” link to their user in Security > Users > Details.
Please use this article as a supplemental resource for this DAT Webinar:  
https://youtu.be/NPamEQVu_MA

1. Intro link
    a.  The Data Analytics Tool (DAT) is a comprehensive system for creating on-the-fly filters, exports, dashboards, mail merges, emailing, queries and reports supporting advanced database concepts with left joins, logical conditions, aliasing, aggregates, pivots, predefined reports, parametrization, and flexible security access.
    b.  This webinar will focus on Student Billing for Customer Invoice / Receipts and a few Accounts Payable queries for Vendor Invoices / Payments. link
    c. If you have comments or feedback, please send them to support@pcreducator.com link
    d. DAT Query considerations link
2. Finance AR
    a. Finance AR Diagram link
    b. Customers table link
    c. Customer Invoices table link
        i. Customer Invoice fields link
    d. Customer Invoice Items table link
    e. Products table link
    f. Customer Invoice Schedule table link
    g. Customer Invoice Receipts table link
    h. Customer Receipts table link
        i. Customer Receipt fields link
3. Finance AP
    a. Finance AP Diagram link
    b. Vendors table link
    c. Vendor Invoices table link
        i. Vendor Invoice fields link
    d. Vendor Invoice Items table link
    e. Products table table link
    f. Vendor Invoice Payments table link
    g. Vendor Payments table link
        i. Vendor Payment fields link
4.  Building a DAT Query for 2019/2020 Customer Contract Invoices link
    a. DAT Query - Step 1 - Choosing Initial Table Customers link
    b. DAT Query - Step 1 - Connecting Tables Households link
        i. Check DAT Results - Step 4 to confirm data  link
    c. DAT Query - Step 1 - Connecting Tables Customer Invoices link
        i. Include DAT Key Id Fields link
    d. DAT Column Order - Step 3  link
    e. DAT Fields - Step 2 - Customizing Display Fields Appearance link
    g. DAT Fields - Step 2 - Sorting link
    g. Limit results to Contracts 2019/2020 link
        i. DAT Query - Step 1 - Adding Conditions link
    j. DAT Query - Step 1 - Connecting Tables Customer Invoice Items link
    k. DAT Query - Step 1 - Connecting Tables Products link
    l. Cleaning up the results DAT Fields - Step 2 link
    m. Showing Invoice Due Dates link
        i.  DAT Query - Step 1 - Connecting Tables Customer Invoice Schedule link
    n. DAT Query - Step 1 - Adding Conditions to limit due dates by adding a range condition link
        i. DAT Parameterized Condition for the date range link
    o. Changing the DAT Results - Step 4 using parameters link
    p. DAT Query - Step 1 - Connecting Tables Customer Receipts link
        i. DAT Query - Step 1 - Connecting Tables Customer Invoice Receipts link
        ii. DAT Query - Step 1 - Connecting Tables Customer Receipts link
    q. Review DAT Results - Step 4 link
        i. Where did my records go? link
        ii. DAT Query - Step 1 - Connecting Tables to Customer Invoice Receipts using “With or Without” link
5. Accounts Payable query for Vendors and Invoices link
    a. DAT Query - Step 1 - Choosing Initial Table Vendors link
    b. DAT Query - Step 1 - Connecting Tables Households link
    c. DAT Query - Step 1 - Connecting Tables Vendor Invoices link
    d. DAT Query - Step 1 - Connecting Tables Vendor Items link
    e. DAT Query - Step 1 - Connecting Tables Products link
    F. Change DAT Column Order - Step 3 link
    g. DAT Fields - Step 2 - Customizing Display Fields Appearance link
    h. DAT Results - Step 4 link
    i. Include Payments in Results link
        i. DAT Query - Step 1 - Connecting Tables Vendor Invoice Payments link
        ii. DAT Query - Step 1 - Connecting Tables Vendor Payments link
    j. DAT Fields - Step 2 - Customizing Display Fields Appearance link
    k. Change DAT Column Order - Step 3  link
    l. DAT Query - Step 1 - Connecting Tables to include invoices “With or Without” payments link
6. Standard Finance DAT Queries link
    a. [Finance] Customer Balance Details  link
    b. Customizing a Standard DAT Query link
 
New logins and passwords created manually by the school may be sent to students and parents through an email merge. Note: This process relies on using the default password function to create the users.  If the users were created by other means, the actual password may be unknown.  Example:  As a school, you may have a standard format for all your student usernames.  After creating a DAT Query with the student id, email, and default password field, you can import the new student username and send an email merge to all the students with 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 to access this page and to perform the Email Merge multi-action.

    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 perform an Email Merge multi-action.

    4.  Construct 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.

Note:  Parents and Students who already have logins and passwords - those who have received logins and passwords while inquiring / applying online, or have users from prior years - retain their current passwords and should not receive this email. You may wish to communicate information about the parent / student portal for such users in a separate email merge.
 
The default username is calculated as follows:
    1) The user’s email address is used as the username.

    2) If there is no email address, the user’s first name (dot) last name is used. 
        a. If there is more than one person with the exact same first and last name, the system adds numbers after the last name until a unique username is found. 

    3) Records without an email address or a first and last name use the record ID number for the User Name. 

Note: Some schools have established custom defaults. Check with you school’s PCR Educator account manager or email support@pcreducator.com if you have questions about the default username settings for your school.
 
The default password is a password calculated by PCR Educator.  This allows the password to be known for Mail Merge and Email Merge and can be used for Communicating Login / Password information.  Users should change their passwords to something else known only to them at the first opportunity.

Note:  Passwords are encrypted with a one-way hash and cannot be retrieved.  If a password is forgotten, it must be reset to a new password.  The default password is only accurate until the password is changed to something else.
 
Users may be configured in several ways.
    - Configuring User (Admin / Admissions)
    - Configuring New User (Security)
    - Configuring Existing User (Security)
    - Enrolling Inquiries
    - Importing Users
 
Admin and Admissions staff can create or update basic user information for parents and students.

To configure student users, navigate to Student > Details > Login.  You need the Admin Full, Admissions Full, or Registrar Full role to access this page.

To configure parent users, navigate to Households > Details > Login Parent 1 or Households > Details > Login Parent 2.  You need the Admin Full, Admissions Full, or Registrar Full role to access this page.

If no user is associated with the record, click the “Create User” button.  Note:  Generally, use the Default Password option for Communicating the Login / Password by way of an email merge.  

If one or more users are already associated with the record, those users are listed.  You have access to update the Username, Email, Full Name, User Alt Id, Approved fields as well as the ability to reset the password to the Default Password or to another password of your choice.  

Note: For parent logins, if their user does not have a Household Indicator specified, a message appears indicating that the user is missing the indicator.  This needs to be corrected in the Security portal.

Note: If the record has users with roles besides Parent, Applicant, or Student then your own user must have the Security Full role in order to access the page for that record.  These pages are intended to manage basic parent and student users by regular Admin and Admissions staff.  Records having users with higher levels of system access must be managed by Security Full staff.
To configure a new user, navigate to Security > Users and click New.  You need the Security Full role to access this page.  A wizard will assist you in creating the new user.

Note:  There is no option to use the Default Password when creating the user in this manner.  Parent and Student users are normally created during the Admissions or Enrollment process.
To configure an existing user, navigate to Security > Users.  You need Security Full or Security Read role to access this page.
The user profile determines which record in PCR Educator the user is granted access to. Note:  While rare, a user is not required to be associated with a record in the user profile.  For the most part, every user will have a Student, Household, or Staff association.  Note: Multiple users can be associated with the same record.  This usually only occurs for testing purposes.  Example: Testing (Re) Enrollment Contract.

Full Name is a name for your convenience.  Since many usernames are an email address or otherwise incomprehensible, this name provides clarity regarding who the user is.

Alternate Id is typically used for imports or synching with other systems.

Staff is the staff record the user has access to.

Household is the household record that the user has access to.

Household Indicator
is the individual contact within the household the user has access to.  Note: This must be accurately specified for Web Services to operate correctly.

Student is the student record the user has access to.

Note:  Student users should only have a Student record associated.  Do not associate a student user with a Household or Staff record.

Note:  Picking a Staff record limits the available Household record options.  Similarly, picking a Household record limits the available Staff record options.  This ensures that only the household associated with the staff member is assigned and vice versa.  If you pick either Staff or Household and the corresponding record is not available then either the Staff record is not associated with a household, or they are associated with a wrong household.  You might need to use the merge households multi-action to combine a staff and parent household into one household record.
A user is a record that consists of a username and password combination along with roles and associations which grant or limiting access to records and portals.  Note: A user is not the parent, student, or staff record itself, but grants access to the parent, student, or staff record.  Potentially, multiple users can be tied to the same record.  Example: A parent user is able to access the Parent Portal and view their student’s records.

Username is synonymous with login.  The username and password are used to authenticate a person wanting to access the system.

Email is an email address unique to the user and is used for resetting passwords or for user-based email merges.  Note: Resetting forgotten passwords may be performed via searching by username or email address; therefore, a user email should be unique.  Note:  The user email address is available only for User email merges.  If the user wants to receive general emails to the same email address, the email should also be included in the User Profile record’s email.

Approved determines whether a user may log in.  Note:  Approval is only confirmed during the login.  Unapproving a user after they are already logged in does not force the user to be logged out.  Example:  You may choose to unapprove a Parent user if they are severely delinquent on their payments.  Example:  Instead of deleting a former staff user, you may opt to unapprove the user until you are confident that you will not need access to any of their DAT queries or reports.

Locked indicates that the user had too many unsuccessful password attempts in a row.  After five failed attempts, the user is locked.  Note: If a user chooses to reset their password, the user is unlocked automatically during the reset process.

Ledgers determine which ledgers a user has access to.  Note: Only users with access to Finance should have ledgers associated.

Roles grant access to different pages and functions.  The Roles Dictionary has details about individual roles.  Note:  Additional roles may be created in the CMS Website.  Note: Some roles are automatically calculated for a user and are not assigned manually. 
Calculated Role Criteria
Student User is attached to student with a status of Enrolled for the current year
Parent User is attached to a household which is attached with a relationship of Parent to a student with a status of Enrolled for the current year
Applicant User is attached to a household which is attached with a relationship of Parent to an admissions inquiry/applicant record with a status unequal to Copied
Admissions Evaluator User is assigned as an evaluator for at least one inquiry/applicant record
Student/Household/Donor Attribute as role If the attribute is assigned to a corresponding record attached to the user, the attribute will appear as a Role for the user. Note: Attribute roles are applicable to CMS Website Content Types only. If a year is specified with the attribute, the content type will be restrictable by roles with that year.

Schools determine which school divisions the user has access to.  Note: Only school staff users should have schools associated.  Parents and Students should not have schools associated unless they are also school staff.

User Profile determines which record in the system the user is associated with.

Note: Users should be cleaned up regularly - particularly when they involve staff turnover.  Users can be removed without losing most information including grades or households.  Note:  An important exception includes DAT queries and DAT filters becoming inaccessible once a user is removed.  Before removing a staff user, make sure to save a copy of any important DAT queries and DAT filters the school will need for reference in the future.  Note: When a staff member leaves the school, consider completely removing the school user.  If they are still associated with the school as a parent, they should use a regular parent user - without any Ledgers or Schools and with limited Roles.
Close of the School Year Wizard will be available on July 1st. 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. 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
To void an existing Tax Receipt Record (Development), navigate to Development > Maintenance > Tax Receipts.  You need Development Read or Development Full roles to access this page.   

There are two options to void receipts.  You will need the Development Full role to void a tax receipt.

    1) To void an individual tax receipt, click the “Void” button in the far right column.

    2) To void multiple tax receipts, select the desired tax receipts to void and use the multi-action Void Tax Receipts.  Click the “Void Tax Receipts” button to void the selected tax receipts.  Note: Selected tax receipts which are already voided will show as red in the Selected Tax Receipts list.
To access tax receipt records, navigate to Development > Maintenance > Tax Receipts. You need Development Read or Development Full roles to access this page.  

With the desired tax receipts selected, use the Mail Merge multi-action. Note: You need to set up a Donor Tax Receipt action category and action first.  Here is a sample tax receipt mail merge document you can use as a starting point for your tax receipt mail merge.
Tax receipts provide a donor with a record of their itemized gifts and pledge payments so that they can claim these charitable deductions on their federal income tax returns. PCR Educator provides functionality to generate these tax receipts and create mail merge documents directly from the Development module.  

Tax Receipt Options:
Each Payment Each Payment in a Period Each Donor in a Period
Options Send out a Tax Receipt for each payment (Gift or Pledge Payment) you receive Send out a Tax Receipt for each gift/pledge payment, within a certain period Send out Tax Receipt for each donor within a certain period (a half of a year, a whole year, or a different length of time that your school chooses).
Example: A donor has made a gift for $100 in February, and pledge for $500. For the pledge, you have received $100 pledge payments in March, May, and July, with pending $100 payments not yet received in September and November. If you send out a tax receipt for each payment you received, the donor receives 4 different tax receipts (Feb, March, May, and July payments). The Payment Id can be used as the tax receipt number. If your school wants to send a tax receipt from January 1, through June 30 (first half of the year), the donor receives three tax receipts. One for the gift in February for $100 and one for each pledge payment in March and May for $100 each. If tax receipts are generated for dates January 1 through June 30, the donor receives one tax receipt of $300 for the selected date range.

Note: It is recommended to post donations before generating tax receipts.
To generate a Tax Receipt Record (Development), navigate to Development > Donations, select the donations you want to create tax receipts for, and use the multi-action Generate Tax #.  You need the Development Full role to access this multi-action.  

The start and end date for the tax receipts limits donations and pledge payments for the tax receipt to this date range.

Exclude NOT Posted excludes all unposted donations from the tax receipt.

Location is where the tax receipts are generated.  Note: This can be the name of your school.

Signature is the name of the person generating the tax receipts.

Exclude payments with assigned receipts excludes any donations and pledge payments which are already associated with another unvoided tax receipt.

Generate new receipts for payments with receipts, void existing voids any previous tax receipts that the donations or pledge payments were associated with, and creates new tax receipts.  Use this option to recreate tax receipts in the event of a mistake creating previous tax receipts.

One tax receipt per donation
generates one tax receipt per donation or pledge payment.

One tax receipt per donor generates one tax receipt per donor.  The individual donor tax receipt may involve multiple donations and pledge payments.

After clicking the “Generate” button, you are taken to a page with all the tax receipts just created already pre-selected.  
 
Whether the Auto-Pay is run manually or automatically, the results can be reviewed by navigating to Finance > AR > Auto-Payment Results.  You need FinanceAR Full or FinanceAR Read roles to access this page.  Here, all the auto-pays that have been run and when are available for review.  Click the date to see the profile for the Auto-Pay run which includes information about the setup used and the invoices which it was run for.  Click “Details” to see the individual results.  Note:  An Auto-Pay that is currently in progress may be reviewed through these screens.

Each payment consists of three steps: A charge attempt, the creation of the receipt, and the creation of the fee invoice if applicable.

1) Charge step - If the charge step is successful, it shows “Success” and includes a transaction number which may be used as a reference with the Payment Processor.  If the charge step fails, there is a “Charge Failed” message and additional details which indicate why it failed.  Common reasons for failure include:  
    - Invalid Card or Bank Account information:  It is possible that some of the information was typed in wrong by the customer.  Alternatively, a replacement credit card may have been issued to the customer with a new card number, and they never updated the information.
    - Expired Credit Card:  Eventually credit cards expire and it is the customer’s responsibility to update the card information.  This message can sometimes be misleading:  Payment Processors match the card information with the customer name and address.  If the name or zip code do not match, the Payment Processor may inaccurately return “Expired” as the error message.
Note: If this says “Waiting Charge”, then the Auto-Pay is still progress.  If no new charges have been made after a few minutes of waiting and reloading the page, the process may be stalled.  A new Auto-Pay Finance run will need to be initiated for the remaining unpaid invoices.

2) Create Receipt step.  At this point, the customer is successfully charged.  It is rare, but possible that the receipt fails to create.  In this case, create the receipt and any fee invoice manually.  If the receipt was created successfully, a link with the receipt id is visible.

3)  Create Fee Invoice step, if applicable.  It is rare, but possible that the fee invoice fails to create.  In this case, create the fee invoice manually.  If the fee invoice was created successfully, a link with the invoice id is visible.
 
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Auto-Pay is run manually or automatically in Finance.  Note: Configuring Stored Payment Types may be necessary.  Automatic Auto-Pay payments are processed overnight.

To manually run Auto-Pay, you need the FinanceAR Full role. Navigate to Finance > AR > Customer Invoices and select the invoices to run Auto-Pay for, then use the Auto-Pay multi-action.  
1) On the “defaults” step, confirm the auto-pay information.  Auto-Pay Configuration (Finance) has additional details about the fields and their usage on this page.
Note:  All selected invoices must have customers which share a Payment Configuration for the same Stored Payment Type and Payment Method (Credit Card or ECheck).  If there is an invoice with a customers only having a different or no Customer Stored Payment Information, then auto-pay cannot be run for that set of invoices.  Example:  Most customers have Credit Card but one customer has ECheck.  The invoices for the customer with Echeck must be processed in a separate auto-pay run.
Note: If there is no Auto-Pay Configuration (Finance) with an Auto-Pay Configuration Type of “Manual” matching the Stored Customer Payment Information for the selected invoices, then a default configuration is used.  The default configuration does not store default values for any of the setup fields.
2) The “review invoice” step provides the opportunity to review the invoices which are being charged, and exclude individual invoices at this time by unchecking the checkbox.
3) The “process payments” step shows a summary of every payment which will be made.  The “Amount” is the total of the invoice amounts to be paid.  The “Fee” is the convenience fee which will be invoiced, if applicable.  The “Total” is the actual amount which will be processed and is the sum of the Amount and Fee.
4) Press the submit button to begin processing the payments.  Note:  The processing of payments may be a long running process as each payment request needs to be submitted to the Payment Processor and the result returned to PCR Educator.

Whether the Auto-Pay is run manually or automatically, after the payments are processed, review the Auto-Pay Results (Finance) to see if there were any unprocessed items.
Donations may be entered by the donor through the CMS Website or may be entered by Development when Recording Donations One-at-a-time.  To configure a Pledge or Recurring Pledge to be automatically collected by PCR Educator and recorded in the system, specify a payment method using the desired Stored Payment Type and Payment Processor.  If payment information was provided by the donor, put in the new/updated payment information for the Stored Payment Type and Payment Processor.

If there is no suitable Stored Payment Type available, begin by Configuring Stored Payment Types.

Note: Automatic payments are processed overnight.

Note: If an automatic payment fails, then the error is recorded with the payment.  All payments can be reviewed by navigating to Development > Payments.  You need Development Read or Development Full roles to access this page.  

Note: Automatic payments may fail for many reasons, some of the most common include a Credit Card expiration.  The error column has a checkbox if an error occurred, and hovering the mouse pointer over the checkbox shows the error in a tooltip.  Note: Find the error in the DAT by building a query with Development > Scheduled Payments and include the “error” field.
To pay invoices using the Customer Stored Payment Information, set up an Auto-Pay Configuration by navigating to Finance > Maintenance > 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.

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

Stored Payment Type is the type used when processing payments.  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.  Note: Since convenience fees are typically only applied to credit card payments, construct two different auto-pay configurations:  One with Credit Cards and a convenience fee (if desired), and another for ECheck without a convenience fee.  Example:  If the payment method is Credit Card, only customers who have set up a Stored Payment of the specified Stored Payment Type with credit card information have their invoices paid by this Auto-Pay Configuration.

Pay Type determined how to charge the invoice.
    - Due Amounts: charges the next due amount as well as any overdue amount.
    - 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.

Classification determines the classification used for customer receipts.

Deposit should always be “New Deposit.”

Deposit Account determined 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: This field 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.

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 merge using the Finance > AR > Receipts multi-action Email Merge. You need FinanceAR Full or FinanceAR Read to access this page.

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 for credit card payments.  If no fee is to be charged, leave all of these fields blank.
Stored Payments are PCR Educators reference to the credit card or electronic check information stored with the Payment Processor.  Each household in the PCR Educator database may have multiple Stored Payments, one for each Stored Payment Type designated by the school.

Note: This is only a reference to the Payment Processor’s information.  PCR Educator does not store the credit card or bank account information.
The purpose of Stored Payment Types is to give parents the option for different payment methods under different scenarios.  Example: A parent may want to pay tuition by ECheck but make pledge payments by Credit Card.  Allow the parents to store their donation information with a “Donation” Stored Payment Type and their tuition payment information with a “Tuition” Stored Payment Type
There are two ways to configure Stored Payment Types.
     1. Navigate to Finance > Maintenance > Stored Payment Types.  You need FinanceAR Full or FinanceAR Read to access this page.
     2. Navigate to Development > Maintenance > Stored Payment Types.  You need Development Full to access this page.

To add a new Stored Payment Type, specify the name of the new type in the text box and click the “Add” button.
The Data Analytics Tool video recordings can be accessed below:

DAT Webinar - Development Level I covers reporting for contacts, donations, payments, and campaigns.
DAT Webinar - (Re) Enrollment covers reporting that is specific to (Re) Enrollment Contract and (Re) Enrollment Forms.
DAT Webinar - Development covers reporting that is specific to the Development module such as donor and donation reports. It also goes over updating standard development reports.
DAT Webinar - Admin/Admissions covers reporting that is specific to the Admin/Admissions modules such as student and household based reports, inquiry reports, and mail merge.
DAT Webinar - Basics covers the basics of the Data Analytics Tool such as creating a new report, sorting functionality, setting column orders, pivoting functionality and more.
DAT Webinar - Finance covers building queries involving customer invoices/receipts and vendor invoices/receipts including a discussion of the common tables for Finance.
DAT Webinar- Schedule covers building queries involving schedules including a discussion of the most common tables for Scheduling
Auto-Pay is a process for the automatic processing of payments using Customer Stored Payment Information.  Automatic payments may be used to Auto-Pay (Development) recurring donations or pledge payments.  Automatic payments may also be used to Auto-Pay (Finance) customer invoices.

To set up Auto-Pay, follow the steps for:
- Configuring Payment Configuration
- Configuring Stored Payment Types
- If the auto-pay is for customer invoices, set up Auto-Pay Configuration (Finance).  Customers can enter their credit card information or echeck information through (Re) Enrollment Contract or the CMS website. Finance module users can view stored payment information for a customer, navigating to Finance > AR > Customers > Details > Stored Payment Info.  You need FinanceAR Full or Finance AR Read roles to access this page.

- If the auto-pay is for processing donations, Auto-Pay (Development) is configured at the time of pledge entry.  The contact’s payment information is supplied when recording a new donation.  Review and update the contact’s payment options by navigating to Development > Contacts > Details, then choose Stored Payment Info in the left menu.  You need Development Full or Development Read roles to access this page.
A Payment Configuration is a record that captures the required information provided by the Payment Processor that is necessary to process any payments. All payment processors have some form of id and password to give PCR Educator access.  
To add a new Payment Configuration record, navigate to Security > Maintenance > Payment Configurations.  You need Security Full or Security Read roles to access the Security portal and the DBA Full role to access the Payment Configuration page. Choose the Payment Processor from New Payment Configuration drop down.  

Processor Description is a description identifying the payment configuration.  Note: You may have separate payment configurations to accept donations and tuition payments.

For Authorize.Net, enter a Login and Transaction Key provided by Authorize.Net.  PCR Educator does not have this information.

For Network Merchants, enter a Login and Password provided by  Network Merchants.  PCR Educator does not have this information.

For Moneris, enter a Store ID and API Token provided by Moneris.  PCR Educator does not have this information.

Note:  Be careful about deleting Payment Configurations as they may be used by (Re) Enrollment Contract or the CMS website.

Note: After adding a new Payment Configuration, specify it in the Application Setup (CMS/Website), payment submit controls on the CMS Website, and in the (Re) Enrollment Contract Invoice / Payment Setup.
 
The following are common mistakes related to creating a DAT Query with  Data Analytics Tool (DAT).

- DAT Filtering Differences: Must Have (A and B) versus Must Have A and Must Have B.  
    - Mostly, your DAT Filters will be of the Must Have (A and B) variety.  The conditions A and B are related and must be tested together.  Example:  Inquiry Must Have Action Description Application Received and Academic Year 2015/2016.  Both the action description and the academic year are checked for the same action record. If you add two separate filters, one filter for inquiry Must Have Academic Year = 2016/2017 and the second filter for inquiry Must Have Action Description = Application Received, you won’t be getting the results you expect.  You will get a list of all applicants who have any action for the academic year 2016/2017, and have another Application Received action for any year.  This means someone who applied 3 years ago and re-inquiried this year would meet the criteria.  The conditions for the Action Description and Academic Year must be conditions on the same filter. 
    - Sometimes, your DAT filters will be of the Must Have (A and X) and Must Have (B and Y) variety.  In this case, the test for A and B are supposed to be independent.  Example:  The student Must Have Course Name “English 12”, and the student Must Have Course Name “AP Calculus”.  
        i. The natural inclination is to create a single filter for the student Must Have Course Name in English 12, AP Calculus.  The way filters work is they check each record for a match.  Does the student have “English 12”?  Yes?  Then the student passes the condition.  This filter acts like an OR condition, listing students who are taking either English 12 OR AP Calculus since either one is sufficient to pass the condition.  You will have too many results. 
        ii. The next try:  the student Must Have Course Name = English 12 And Course Name = AP Calculus.  Now, suppose a student has English 12.  Again, each record is checked for a match: The first condition is a match, but the second is not - English 12 is not AP Calculus.  This second attempt return no results.  
        iii. So how do you correctly check that a student has both?  You need two separate filters: the student Must Have Course Name = English 12 And the student Must Have Course Name AP Calculus.  Note:  Schedules have school years.  These filters are not complete without specifying the school year that class is for.  As with “Actions have Academic Years” and “Schedules have a school year” above, the school year must appear in both filters. Note: (i) uses a range, which when used outside of a filter can be used for DAT Fields - Step 2 - Pivoting.  Notice that the values for the pivot are turned into columns, and if the record matches one or more of those columns, those matched columns have values.  If no columns are matched, the record does not appear at all.

- Student’s Status:  The “Student Info” has a Status and Substatus field, but these are only there for backward compatibility.  To ensure you get the correct status, join to “Statuses By Division”.  This table will have the statuses for each division and current/next year.  Make sure to specify the status you want, for the school divisions you want, in the school year you want.

- If you link students (or inquiries) to households, and only want one row per student returned, add a condition limiting the Primary Indicator to P for the “Relations - Student/Inquiry/Teacher” to only get the primary households.

- Checking for the absence of a record:  To check for the non-existence of a record, you must use a Must Not Have filter.  Example: You want a list of Applicants who have not completed a Student Visit.  Construct your filter exactly as if you were looking for all the Applicants that did complete the Student Visit, but use Must Not Have for the filter instead of Must Have.  Example:  You want to find all students who do not have an action of Field Trip.  The common mistake is to search for all student who “Must Have” and action with action description <> “Field Trip.”  If a student has any other action besides “Field Trip” they will match the criteria for this filter.  An “Enrolled” action has an action description unequal to “Field Trip” and matches the erroneous criteria.

- Actions have Academic Years: When looking for Inquiries/Applicants or Students who may have or have not completed certain actions, remember to include the Academic Year.  Inquiries may have previously inquired and completed various actions, but chances are you are only interested in actions for the year they are currently applying for.  Similarly, Students may enroll in your school one year, withdraw another year, and then come back years later.  

- Schedules have a school year: When working with Scheduling tables, most of them have a School Year which should be specified.  These tables would include Student Courses, Course Sections, Selections, and more.  Before you start scheduling for next year, your queries will appear to work fine without a school year.  However, once you start building next year schedules, if you haven’t been specifying a school year, then both current year, next year, and What If Scenarios may start showing up.  Note: School Years in scheduling are designated 0 for the current year, 1 for the next year.

- For Development > Donation, records may have donation types of Gift, Pledge, Pledge Payment, Matching, or Soft Credit.  If you are totally actual giving amounts received then exclude donation types of Pledge, Matching, and Soft Credit.  Note:  If you include both Pledge and Pledge Payment in a DAT Query, then you may double count the amounts: once for the original Pledge and again for each pledge payment to that pledge.  Note: Donation types of Matching are a special kind of Pledge and should be treated the same as Pledges.  If your report excludes Pledges for the purposes of reporting then it should exclude Matching as well.

- For Daily and Period attendance no record is saved for students who are present.  If you want to create a “Perfect Attendance” report, you will want to only select student fields and then apply a Must Not Have filter to your list of students.  Example: You want a list of all students who received no discipline points during the marking period.  You would create a filter connecting to Combined Period Attend And Discipline.  Then add a condition for your date range and for points > 0.  Save your conditions, click add, and change the filter type to Must Not Have.
The most common reason that an email does not have any recipients is that you are sending an email to households and the household does not have Send Mail checked.  The other possibility is that the record does not have any email addresses or any valid email addresses.  Note: A list of all invalid email addresses can be accessed by navigating to Security > Maintenance > Validate Emails.  You need the Security Full role to access this page.
To access the Finance portal, make sure the user has a role of Contract Full, Contract Read, Finance Full, Finance Read, FinanceAccountMgr Read, or FinanceAccountMgr Full.  Make sure the user is associated with at least one ledger. 
For teachers, the grade book preferences cannot be changed if there is a Report Card mark or Progress Report mark already recorded for any student in the course section.

In the specific case where a teacher did not specify any preferences, the preferences can be added by navigating to Admin > Courses or Scheduling > Courses and using the “Gradebook Preferences” multi-action. You must have both Registrar Full and Security Full roles to access this multi-action.  Regardless which setting you choose for Update Sections Having, if no preference has not been specified for a course section, it will be added.  Note: All sections of the selected courses will be updated.
 
The DAT Query and DAT Filter are powerful and flexible features.  Depending on the complexity of the query and the amount of data it may take some time to process the request.  Even if the query looks simple, some of the tables are performing advanced calculations to make the data more convenient for you to work with.  The more tables, conditions, and filters included in a DAT Query the slower it may become.

Some suggestions to improve the speed of your DAT Query or DAT Filter:
- Instead of using Contains, Not Contains, Starts With, or Ends With, use the “=” or “<>” DAT Operators.
- Avoid relinking to the same table multiple times.
 
Adding / Dropping Course Student Billing is used when adding or dropping a student from a course that requires payment, such as summer camp, summer school, extended day programs, etc.  To access the Add / Drop page, navigate to Finance > AR > Students > Details, then click on Add / Drops.  You need FinanceAR Full or FinanceAR Read roles to access this page.  When added, courses generate an invoice.  When dropped, courses generate credits.

Term is the term to show the courses for.

Year is whether to show Current Year or Next Year course schedules.

Include All Courses shows courses that the student does not normally qualify for.  By default, only courses that the student qualifies for are shown.  Qualifying for a course is based on the course’s Min/Max birthdate, Min/Max grade level, Permissible Gender, and whether the course belongs to an Activity department.

The Current grid shows the current courses the student is enrolled in.  

The Available grid shows courses that are eligible to add.  Note: Courses listed in orange are courses that conflict with at least one course the student is already enrolled in.

Price is the sales price of the product associated with the course.

Invoice is the amount invoiced if any.  Note:  If you add the course to the student schedule manually on another screen, no invoices are generated or associated with the course.  You need to manually invoice for such a course.

Spots are the number of spots remaining available. 

Adding Course - Invoice to enroll a student in courses and generate invoices.

Dropping Course - Refund to remove a student from the course and generate a credit.

Note: Students normally sign up for these type of courses online.
 
To add a student to courses though the Adding / Dropping Course Student Billing screen:

   1. Check the checkbox next to the courses you want to add from the Available grid.  Click Next.

   2. Review the invoice to be generated.  Specify the desired date, payment terms, and anything else as appropriate.  When you are satisfied with the invoice to be generated, click Next.

   3. The invoice has been generated.  You see a list of all invoices and credits that have been generated for the student as well as any receipts.  Note: An asterisk (*) appears next to the newly created invoice.
 
To drop a student from courses through the Adding / Dropping Course Student Billing screen:

    1. Check the checkbox next to the courses you want to drop from the Current grid.  Click Next.

    2. Review the credits to be generated.  Specify the date, customer memo, and anything else as appropriate.  When you are satisfied with the credit to be generated, click Next.  Note: A separate credit is generated for each line item.

   3. The credits have been generated and are applied to any unpaid invoices.  You see a list of all invoices and credits that have been generated for the student as well as any receipts.  Note: An asterisk (*) appears next to the newly created credits.

Note:  In the event that the invoice has already been paid, the credit will have a remainder.  This credit can be refunded as a Refund Overpayment.
In order to access parent teacher conferences configuration, you will need the Admin Full role. Prior to configuring parent teacher conference, confirm that Marking Period Info is also properly configured.

To create new parent teacher conferences
- Navigate to Admin > Staff
- Select the teachers you wish to create conferences for 
- Use the multi-action Parent-Teacher Conference
- Fill out the fields
- Click one of the desired Generate buttons

From Date is the starting date to generate parent teacher conferences.

To Date is the ending date to generate parent teacher conferences.

From Time is that starting time on any given day that the first parent teacher conference will be scheduled.

To Time is the ending time which no parent teacher conferences will be scheduled past.

Length is the length of time for each parent teacher conference time slot.

Interval is the amount of time between time slots, usually to allow time for parents to travel from one meeting to the next.

Room will be the room shown in the parent teacher conference time slot to the parents.  You can choose to use the room specified in the Office field for the teacher, or you can specify a specific room (or leave it blank) for all the generated time slots.  This field is optional and can be left blank

Note: If you want to have Parent Teacher Conferences more than once per Term for the same division, you will need to delete the original signup slots and create new ones.

Note: The parent teacher conference registration dates should fall within the open dates of the marking period in which the registration falls. Do not try to schedule first trimester conferences in marking period one if the attendance dates for that period have already closed.

Note: The only teachers who will appear as options for the parent are teachers teaching  courses that have the Parent Teacher Conf checkbox checked.

Note: If From Date and To Date span over a weekend, then parent teacher conferences will be generated for the weekend too.  So, if you have parent teacher conferences Friday and Monday, but not on the weekend, then you will need to run the wizard twice - once for Friday and once for Monday.

Note: The last parent teacher conference time slot on a day will end before or on the To Time.  If a time slot end time (calculated as the slot start time plus Length) would exceed the To Time, that slot will not be created.

Note: If the schedules are different on different days for a set of teachers, you can run this wizard one day at a time.  Clicking the “Generate and go to Teachers List” button will take you back to the list of selected teachers.  Then run the multi-action again for the second day.  Conveniently, your originally selected teachers will still be selected.

Note: Determine if you have passing times.  Passing times are not explicitly scheduled; instead, they are left as gaps between conference times.

Note: Teachers will be able to view Parent Teacher Conference sign-ups on the Teacher Portal calendar.  Parents will be able to view their sign-ups on the parent teacher conference signup page in the Parent Portal.  Note:  Consider having the closing date at least 48 hours before the first conference. Closing a few days prior to the first conference allows the teachers to print the schedules and gather their materials for their scheduled conferences.  Note:  Determine whether or not you will “require” parents to be registered in advance or whether you allow (or encourage) walk-ins. If walk-ins are encouraged, you will need one or two staff persons available to schedule the walk-ins on the days of the conferences.

Note: You should consider how you will communicate when, where and how the parents will sign up for parent teacher conferences.  Options include an email merge, updating the website with instructions, or both.
Please use this article as a supplemental resource for this DAT Webinar:  DAT Enrollment Webinar

1. Intro
    a. The Data Analytics Tool (DAT) is a comprehensive system for creating on-the-fly filters, exports, dashboards, mail merges, emailing, queries and reports supporting advanced database concepts with left joins, logical conditions, aliasing, aggregates, pivots, predefined reports, parametrization, and flexible security access.
    b. We will cover the basics of building (Re) Enrollment related queries.  If you have suggestions, please send an email to support@pcreducator.com.  Based on your feedback, we may host another webinar to go over new questions and query suggestions.
    c. DAT Query considerations
        i. What information are you looking to extract?
        ii. Where is that information stored?
        iii. How to access that information in the DAT Query?
    d. Most common tables in the DAT - (Re) Enrollment Data Structure - 3 minutes 4 seconds
2. (Re) Enrollment Contract Options Selected - 12 minutes 30 seconds
3. (Re) Enrollment Contract Submitted by Year - 22 minutes 15 seconds
4. (Re) Enrollment Contract Customer Invoices and Customer Invoice Items - 28 minutes 31 seconds
5. Forms Submitted - 39 minutes 24 seconds
6. Forms Submitted with Actions/Attributes - 43 minutes 45 second
 
You have been invited to a join the PCR Educator Enrollment DAT Webinar!

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PCR Educator sends out new links for the (Re) Enrollment Contract Year to Year based on the previous year (Re) Enrollment Contract.  When updating your (Re) Enrollment Contract Year to Year:

    - Confirm that the Last Application Date and Electronic Signature in the (Re) Enrollment Contract Application Setup is correct. 

    - Confirm that the Invoice for Date, Invoice Customer Memo, and Invoice Attribute is updated in the (Re) Enrollment Contract Invoice / Payment Setup with appropriate dates and years.

    - Review each (Re) Enrollment Contract Profile for any dates which may need to be updated.  

    - Review all email templates used in the (Re) Enrollment Contract Confirmation Email Setup for dates which may need to be updated.  

    - Review all downloadable files for dates which may need to be updated.  Downloadable files may appear as links in the email template body, as an attachment on the email template, or as links in instructions.

    - Review tuition products to ensure the tuition amounts for the next year are correct.

    - Review (Re) Enrollment Contract Profile filters for any filters referencing hard-coded years.

    - Update the control properties for the Single Sign On (SSO) control if you are using the SSO control on your CMS portals to passthrough to (Re) Enrollment Contracts or Forms.
By default (Re) Enrollment Contract may include generic instructions for users. Update these instructions to make sure that they reflect the specifics of your school by accessing these pages with a user with Contract Full role: 

    a. Login page - Note: To edit the text on this page, login, then return to the login page.
    b. Start page shown immediately after the login.
    c. Summary page - Note: Step through the (Re) Enrollment Contract with eligible student.
    d. Payment Selection page - Note: If the student options result in a deposit amount due and no payment method is chosen through options within the (Re) Enrollment Contract, then the user is sent to a payment selection page.
    e. Credit Card Payment page - Note: Choose a payment method of credit card and have a deposit due amount to access this page.
    f. Thank You page - Note: Submit a (Re) Enrollment Contract with an eligible student.
One of the important steps in verifying that the (Re) Enrollment Contract is ready to be released to parents is confirming that each (Re) Enrollment Contract Profile is tested.  Follow these steps to test each (Re) Enrollment Contract Profile:
    - Submit a (Re) Enrollment Contract using a student which qualifies for (Re) Enrollment Contract Profile.
    - Verify the text and options for each (Re) Enrollment Contract Profile.
    - Confirm that each (Re) Enrollment Contract Profile has (Re) Enrollment Contract Payment Options Control specifying a payment term.  If a parent attempts to submit a contract without a payment term, the invoice cannot be created and they will receive an error.
    - Remember is changes are made to a (Re) Enrollment Contract Profile or (Re) Enrollment Contact Controls, the options for the student must be cleaned prior to further testing: (Re) Enrollment Contract Cleaning Control Options for Students

Note:  If a change is made to the test student such that they would qualify for a different enrollment profile then the options must be cleaned for the student prior to further testing.  Note:  This is also true once the (Re) Enrollment Contract is live.  If a student is changed such that they would qualify for a different (Re) Enrollment Contract Profile then their options must be cleaned.  Example: The student was listed as a Day student, but has been switched to be a Boarding student.  You have a different (Re) Enrollment Contract Profile for each of those situations.  The student options should be cleaned.  Otherwise, if the parent has already begun the (Re) Enrollment Contract then they will see the Day options and fees.
Please use this article as a supplemental resource for this DAT Webinar

1. Intro
    a.  The Data Analytics Tool (DAT) is a comprehensive system for creating on-the-fly filters, exports, dashboards, mail merges, emailing, queries and reports supporting advanced database concepts with left joins, logical conditions, aliasing, aggregates, pivots, predefined reports, parametrization, and flexible security access.
    b.  Cover the basics of building Development related queries.  Send emails to support@pcreducator.com for suggestions.
    c.  DAT Query considerations
        i. Plan what information will be extracted.
        ii. Plan a workflow on what tables are used and how they will be connected.
            a. Most common tables in the DAT - Development Data Structure
                i.  Donor - Used to pull basic donor information. 
                ii.  Donation - Used to pull basic donation information.
                iii.  Contact Attributes - Used to pull contact attributes such as Current Parent, Board Member etc.
                iv.  Households - Used to pull family information such as address, emails, phone numbers and more.
                v.  Fund Allocation - Used to connect donation table to campaigns and funds table and the amount allocated to each.
                vi.  Campaigns - Used to pull campaign information such as campaign description, type, goal and more.
                vii.  Funds - Used to pull fund information such as fund description, fund code, and more.
                viii.  Relations - Student/Inquiry/Teacher - Used to connect the households table to students/inquiries/teacher records.
2.  All Donors with Donations Query
    a.  Start with the Donor table and select common fields such as donor id, contact name, and donor type.
    b.  Connect the Households table and select common fields such as address, contact names, emails, and phone numbers.
    c.  Connect the Donor table to the Donation (Giving) table and select common fields such as donation amount, donation date, donation type etc.
        i.  What is the Donation Type field used for and what is the difference between Original Amount, Donation Amount, and Written Off Amount.
    d.  Connect the Donation table to the Fund Allocation table.
    e.  Connect the Fund Allocation table to the Campaigns and Funds tables and select common fields.
    f.  Organize the fields, change the sort order, and change the column order
        i.  Update Aliases and Display formats
    g.  Exclude the Pledge Payment donation type from the query because this query is to show donations that have either been pledged, sent in as a one time gift, or are soft credits.  If both Pledge and Pledge Type donation types are included in the query, it will count the amounts twice.
        i.Show how the conditions work.
    h.  Change this into a query that only shows donors with students affiliated with the school.
        i.  Connect the Relations - Student/Inquiry/Teacher table to the Households table.
        ii.  Connect the Student Info table to the Relations - Student/Inquiry/Teacher table.
            a.  Optionally, the query can even restrict the results to primary households or grandparent households in the relations table.
                i.  Student Info table - Used to pull basic student information.
3.  Total Donations by Fiscal Year
    a.  Start with the Donation table.
        i.  Exclude Pledge Payments and Soft Credits.
        ii.  Add a Fiscal Year Offset multi-select condition for the Current and Last 4 Fiscal Years.
    b.  Navigate to Fields and update the Display Format for Donation Amount.
    c.  Set Pivot Aggregate to Sum Donation Amount and run the query.
    d.  Add other conditions to this query as needed.  For example, to total up soft credits set the condition on the table to only include soft credits.
4.  Update an existing Standard Query - [Development] Fiscal Year
    a.  This query lists the sum of donations that each family donated in the last 5 years.
    b.  Add household information.
        i.  Connect the Donor table to the Households table and select desired fields.
    c.  Save the query.
        i. When updating a standard query and re-saving it, select a different name and store it in a different group.  If the query is kept it in PCR(Imported) group, it will be overwritten.
5.  Add Queries to Dashboard
    a.  How to add a query    
6.  Run a DAT Query report through multi-action
The Purchase Options for students are accessed by navigating to Finance > AR > Student > Details > Purchase Options.  To access this page, you need FinanceAR Full or FinanceAR Read.  

Note:  The student’s available balance uses the Balance Calculation - By Student.
Purchase Options determine how the available balance is calculated for purchases from Point of Sales (POS), including Cafeteria.  Note: Purchase Options are specific for each ledger.  If you have a Lunch ledger and General ledger, different rules may be specified for the same person in each ledger.

There are two ways to run the Point of Sales, and a combination of both may be used.  
1. The Debit Balance option allows customers to preload available funds which then are used by the student or teacher for purchases. 
2. The Credit Balance option allows schools to extend credit to students and teachers, who are able to charge purchases on the account even if their balance is equal to or less than zero. 

Max Per Invoice limits the total of each POS invoice. This setting is typically used in situations when a student is overspending and parents want to limit the total per purchase.

Max Unpaid Balance is the maximum allowed credit balance.  This option is typically used for the credit balance setup, where Max Unpaid Balance is set to the amount of credit to be extended. Note: Max Unpaid Balance is based on the actual customer balance at the end.  The actual customer balance is determined by the Balance Calculation.  Example:  The Max Unpaid Balance is ($50).  The customer’s actual balance is ($42).  The customer has $8 of credit still available for POS purchases.

Currently, there is support for:
    - Student Purchase Options
    - Teacher Purchase Options
 
The Purchase Options for teachers are accessed by navigating to Finance > AR > Customer > Details > Stored Payment Info.  To access this page, you need FinanceAR Full or FinanceAR Read.  

Note:  The teacher’s available balance uses the Balance Calculation - By Customer.  Invoices and Receipts are not applied to individual teachers within a Customer household.

Note: Each teacher, even if they are associated with the same Customer household may have different Teacher Purchase Options.
 
These are the grade type options available for Report Card Mark Types.

Course Work
refers to the grade earned from assignments graded in the course during the marking period.

Exam refers to an end of Term exam.  This must be entered by the teacher if it is used. This Grade Type is not required.

Term is the semester or trimester grade for the Term.  For Semester schools, the software calculates the Term grade as (CW1 * CW1W + CW2 * CW2W + E1 * E1W) / (CW1W + CW2W + E1W) where CW refers Course Work, W refers to Weight and E refers to Exam.  For Trimester schools, the software calculates Term grade as (CW1 * CW1W + E1 * E1W) / (CW1W + E1W).  Schools can choose to have the Term grade’s average calculated by treating CW1 and CW2 as a whole instead of 2 independent marking periods.  This is managed in School Info by Grade Totaling.  In such a case, the CW1 weight should be 0 since CW2 already includes both CW1 and CW2 assessment grades.

Final Exam is an exam that counts towards the Final rather than towards the Term.  You can have up to 1 Final Exam per term.  This Grade Type is not required.

Final is the final grade for the year.  For semester schools, the software calculates the Final grade as (T1 * T1W + FE1 * FE1W + T2 * T2W + FE2 * FE2W)  / (T1W + FE1W + T2W + FE2W) where T refers to Term, W refers to Weight, and FE refers to Final Exam.  For trimester schools, the software calculates the Final grade as (T1 * T1W + FE1 * FE1W + T2 * T2W + FE2 * FE2W + T3 * T3W + FE3 * FE3W)  / (T1W + FE1W + T2W + FE2W + T3W + FE3W).  This mark type is not required. Schools can choose to have the Final grades’ average calculated by treating the whole year as a single entity instead of 3 or 4 independent marking periods.  This is managed in School Info by Grade Totaling.  In this case, the CW3 (or CW4 in the case of Semester schools) and Final grade are both based on all the assessments for the whole year.  In such a case, the weight for the earlier Term grades should be 0.  Note:  Single term courses treat a Term grade as their final grade.  Do not use a Grade Type of Final for single term courses.

Effort stores an effort grade per marking period.  This Grade Type is not required.

Other stores any other grades or skills you want to report on report cards.  Elementary schools typically use this for most of their grading needs.  This Grade Type is not required.
For the purpose of documentation and administrative interfaces, any students in the admissions database (prospective students) are generally referred to as Inquiry or Applicant regardless of their actual status and substatus which are custom per school.
An Enrollment Profile is a predefined set of actions with special rules determining the academic year and the date for the actions which are applied to students and inquiries. By encapsulating all actions necessary for enrollment into an Enrollment Profile, the enrollment procedure is simplified and available for automated enrollment scenarios such as (Re) Enrollment Contracts and summer camp. In particular, an Enrollment Profile may contain several actions which set the desired status and substatus for the inquiry and the student records for the current and next academic year.

There are several ways of configuring enrollment profiles and student actions.
    - Configuring Enrollment Profile (School-centric)

    - Configuring Enrollment Profile (Division-centric)

    - Configuring Enrollment Profile (Hybrid)
Before configuring an Enrollment Profile make sure all the desired Inquiry and Student actions have been created.  To configure an Enrollment Profile navigate to Admissions > Maintenance > Enrollment Profiles.  You need the Admissions Full role to access this page.

Enrollment Profile Name is the name identifying the enrollment profile.  This name is only used by administrators to identify the enrollment profile and is not exposed to families.

Divisions are the school divisions that the enrollment profile is available for.

Additional Processing
    -  Copy Inquiry to Student determines whether to copy inquiry data to the student record. This setting will generally be set to yes, unless the enrollment profile is used for summer school and summer camp. When the enrollment profile is used for summer, it may be desirable to leave the inquiry record as is and not copy its data to the student side as it’s expected that the inquiry will continue its admissions process independently from the summer division. When this setting is set to yes, the system migrates financial aid awards to the student record, copies priorities and photo. When this setting is set to yes, you also have an option to Select Inquiry Actions to be applied on an inquiry record upon enrollment. Select an action that changes status so that you can easily filter out inquiries which are already migrated to the student side.   
    - Copy Student to Inquiry determines whether to copy student data back to the inquiry record.  If the inquiry record no longer has a relationship to the household, that relationship is re-established.  Any financial aid associated with the student record will be moved back to the inquiry record.  Note:  If there is no inquiry record, the student actions will still be applied and the student dropped from courses if Drop Students from Course Sections is checked. Note: this setting should be used for unenrolling an existing student and is typically used in situations when the student was enrolled by mistake.

Enrollment Year determines which academic year that the action(s) are created for.  Actions can be created for the Enrollment year and the year prior to Enrollment.  Example: The student is enrolling for the next year, but the student record needs to be created now in order for the parents to fill out a (Re) Enrollment Contract.  You want the Enrolled action specified for the Enrollment year; however, the student record is created now and you do not want to see them in student lists for the current year.  So, you can specify a “Pre-Enrolled” action for the Enrollment Year - 1 without and Enrollment Month and Day.  The “Pre-Enrolled” action has the academic year prior to the Enrollment year and the action date is for the date that the parent begins the (Re) Enrollment Contract.  For the current year, the student appears as Pre-Enrolled.

Enrollment Month and Day
determines the month and day that the action uses based on the Enrollment YearNote: If Enrollment Month and Day is not specified, the action is dated for the current date at the time the Enrollment Profile is used.  

Inquiry Actions
are the set of actions which are applied to the Inquiry when they are enrolled as a Student.  Example: You want all Inquiry statuses to change to “Enrolled”.  Include a suitable action to change the Inquiry’s status.  Example:  You want all Inquiry statuses to change to “Copied”.  Include a suitable action to change the Inquiry’s status.

Student Actions are the set of actions which are applied to the Student records.  These actions usually change the student’s Status, Substatus, or both.  Common statuses for Enrollment Profiles are Enrolled or Pre-Enrolled.

Drop Students from Course Sections
determines if students are dropped from all their courses or not when the Enrollment Profile is used.  Note:  The student is dropped from all courses in the current year and the next year in all divisions.  Except for very unusual circumstances, this setting is always set to “No” for Enrollment Profiles.

Note: The “Enrolled Date” for students is calculated based on the most recent “Enrolled” action on the student record.  Returning students should not receive a new Enrolled action for each year.  If necessary, an action besides “Enrolled” such as an action called “Returning” could be applied instead.  Example: If a student receives an Enrolled action dated on 9/1/2016 and another Enrolled action dated on 8/1/2017, the enrollment date is calculated as 8/1/2017.  The transcript reports the enrolled date as 8/1/2017.  Note: This works the same way for Graduated and Withdrew actions.  Note: Enrolled, Graduated, and Withdrew dates are shown on transcripts depending on the transcript settings.  Note:  The name of the action is referenced for calculating the enrollment date.  If you have an action named “Returning” which sets the student’s status to Enrolled, this does not impact the enrolled date on transcripts.
Configuring Enrollment Profiles to be school-centric means that a student’s statuses and substatus are consistent across all the school divisions.  This is the standard setup for most schools at this time and has the advantage of being relatively simple and convenient in its setup.  Note: This setup cannot be used if there are regular divisions (Elementary, Middle, and High) as well as divisions such as Summer School or After School.  The key factor is that there might exist students of the same grade level which might be enrolled in one division and not another.  Example:  Student A is grade 10 and enrolled in High School.  Student B is grade 10 and enrolled in Summer School.  With a School-centric approach, both students show in the student lists for both divisions. 

Actions which specify a student’s status and substatus are shared across all divisions.  Example:  When a student is Enrolled in Elementary School, they also have a status of Enrolled for Middle School and High School.  If the student is Withdrawn, they appear withdrawn in all divisions.  Note:  The Enrolled Elementary School student does not show up in the Middle School of High School division by default as those school divisions restrict the appearing students by grade level.

Advantages:
    - Fewer actions are required as you only need 1 action to handle each status and substatus change.
    - Searching for a student status is simplified as you don’t need to consider different divisions.  Note: Student status is still dependant on the school year.  
    - Cross-divisional students do not require early enrollment actions.  Example:  If a middle school student takes a high school class, they can be added to the class in scheduling and are already considered “Enrolled” and show up in attendance rosters and gradebook without additional Student Actions.

Disadvantages:
    - Cannot be used with a Summer Camp / Summer School setup as additional divisions.
    - Status by division may be considered inaccurate.  Example:  A first grade student has an Enrolled status even from the High School’s perspective.
    - Cannot “Graduate” students from individual divisions and have that reflected in the student’s status.
 
Configuring Enrollment Profiles to be division-centric means that a student’s statuses and substatus are different for each school division.  This approach is the most flexible, but also the most complex.

Actions which specify a student’s status and substatus specific to each division.  Example:  And Elementary School student receive an action called “Enrolled Elementary”.  They only have an Enrolled status for the Elementary School division.  They have no status for the Middle School or High School.  

Advantages:
    - The most flexible setup
    - The most accurate setup in terms of student enrollment in each division
    - Operates correctly with Summer Camp or divisions where separate enrollment is necessary

Disadvantages:
    - Requires actions which change statuses and substatuses to be created for each division
    - Requires enrollment profiles for each division
    - More complex setup for Admin, Admissions, and (Re) Enrollment Contracts
    - Cross-divisional students require an action to make them Enrolled in the other division.  Example:  If a middle school student takes a high school class, that student must receive an action which sets their high school status to Enrolled so they show up in attendance rosters and gradebook for their high school class.
A hybrid approach is a hybrid of Configuring Enrollment Profile (School-centric) and 
Configuring Enrollment Profile (Division-centric).  The intention is to use the Division-centric setup where necessary but otherwise take a School-centric approach.

Example:  Your school has an Lower School, Middle School, Upper School, and Summer Camp divisions.  You can set up shared actions and profiles with a School-centric setup for the Lower School, Middle School, and Upper School.  You can set up Division-centric actions for the Summer Camp.   The main division has standard shared actions with the advantages and disadvantages of a School-centric setup - the Enrolled action is associated with all three divisions.  The Summer Camp has its own separate set of actions in a Division-centric setup - the Summer Enrolled action is only associated with the Summer Camp division.

Note: Schools with an Admissions division can be considered a hybrid setup.  Even if the Lower, Middle, and High Schools all have individualized Enrolled actions, those actions are also shared with the Admissions division.

Advantages:
    - A relatively simpler setup than a full Division-centric setup
    - Can be retrofitted to an existing School-centric setup when adding a Summer Camp division

Disadvantages:
    - Status by division may be considered inaccurate for the divisions sharing actions.  Example:  A first grade student has an Enrolled status even from the High School’s perspective.
    - Cannot “Graduate” students from individual divisions sharing actions and have that reflected in the student’s status.
 
The following scenarios include the most common enrollment scenarios and an explanation for why the Enrollment Profile options are set the way they are.

Profile Name Description Additional Processing Inquiry Actions Student Actions
Enroll New Student This Enrollment Profile is typically used by Admissions to enroll a new student to the school. It applies to all non-Summer Camp divisions. Copy Inquiry To Student Enrolled or Copied 1. Enrolled Note: Sets the student’s status to “Enrolled.” Note: Specify an Enrollment Month and Day that the student is considered Enrolled.

2. Newly Enrolled Note: Sets the student’s substatus to “Newly Enrolled.”

Note: You may choose to have only one action of Enrolled which sets both the status to “Enrolled” and the substatus to “Newly Enrolled.”
Enroll Existing Student This Enrollment Profile is typically used by the (Re) Enrollment Contract only, though if students must re-apply each year then Admissions uses this profile as well. It applies to all non-Summer Camp divisions. Copy Inquiry To Student 1. Active Note: Sets the student’s substatus to “Active.”
Pre-Enroll Student for Contract This Enrollment Profile is typically only used for (Re) Enrollment Contract to tentatively enroll a new student to the school. It applies to all non-Summer Camp division. Copy Inquiry To Student Enrolled or Copied 1.Pre-Enrolled Note: Sets the student’s Status to “Pre-Enrolled.”

Note: You may include additional actions to track the (Re) Enrollment Contract process. These actions may set the substatus.

Note: No action setting the student status to Enrolled is applied by this profile. Instead, when the (Re) Enrollment Contract is submitted, the “Enroll New Student” Enrollment Profile is applied.
Not Enrolling This Enrollment Profile is typically used for (Re) Enrollment Contract to indicate that the student is not returning for the year. This Enrollment Profile can also be applied by an administrator to achieve the same results. It applies to all non-Summer Camp divisions. None 1. Withdrew Note: Sets the student’s status to “Withdrew.”

Note: The Enrollment Month and Day should be specified such that the action is dated after the last day of school so that the student’s status remains “Enrolled” until that date.
Enroll Summer Student The Enrollment Profile only applies to Summer School, and should only include actions associated with the Summer School division. None 1. Enrolled Summer Note: Sets the student’s status to “Enrolled” for the Summer division only.

2. Summer In Progress Note: Sets the student’s substatus to “Summer in Progress” for the Summer division only.

Note: When the Summer Camp application is submitted an action is applied to set the substatus to Active - for the Summer Camp only.
Withdraw Student This Profile is used to withdraw a student. Note: If a student is enrolled by mistake, use Unenroll Student instead. None 1. Withdrew Note: Sets the student’s status to “Withdrew.”
Unenroll Student This Profile is used to unenroll a student and push the record back to Admissions. It applies to all non-Summer Camp divisions.

Note: Unenrolling a student should only be used in the case of a student enrolled by mistake. If the student decides they are not coming, they should be withdrawn.
Copy Student To Inquiry Applicant and Unenrolled Note: Sets the status to Applicant and the substatus to Unenrolled. The Substatus of Unenrolled alerts Admissions that the record was pushed back. 1. Withdrew Note: Sets the student’s status to “Withdrew.”

Note: These are only recommendations for how the profiles could be set up.  For instance, you may want to have the “Pre-Enroll Student for Contract” set student substatuses to “Contract Pending”.  Or you might what to have the Pre-Enrolled action applied in the previous enrollment year instead of the current.  Or you might have actions specific to divisions such as when Configuring Enrollment Profile (Division-centric).   The actions involved and the status and substatus that you use might be different depending on your specific processes.  Note: PCR Educator expects the status to be “Enrolled” for current students.  Which action changes the status to “Enrolled” isn’t so important.  Other standard statuses include “Graduated” and “Withdrew.”  Statuses that are non-standard are treated as students who are not “Enrolled.”  Example: Non-standard statuses could include “Pre-Enrolled” or “Expelled.”  Neither status is required, and such students are treated as not “Enrolled.”

Note:  For a Division-centric setup, you have enrollment profiles for each division.

Note: Enrollment Profiles may be applied to inquiry records when you Enrolling Inquiries, or Applying Enrollment Profiles to students.
The process of Enrolling an Inquiry:

    - creates a student record if no record previously existed
    - copies inquiry data to student
    - adds actions to the inquiry record so that it can be easily distinguished from other records which are still in admissions
    - adds actions to the newly created student record.

The process of enrolling is governed by the chosen Enrollment Profile. If a Preferred Student Id is specified in the inquiry record and there is no existing student with the same id, the new student is created with the specified Preferred Student Id.  If such a student id does already exist, then the student record is updated with the inquiry record information.  If no Preferred Student Id is specified, then the student is created with the next available student id, and the Preferred Student Id is updated in the inquiry record to match this id.

Enrollment Profile is the enrollment profile used for the enrollment procedure. “Enroll New Student” profile is typically used to enroll an accepted applicant through Inquiry->Details. This enrollment profile is provided by PCR Educator by default, as most inquiries are new students to the school.

Enrollment Year is the academic year that the inquiry is enrolling for.

Create Default Student Login creates a login with a Default Username and Default Password.

Create Default Parent Logins creates parent logins with a Default Username and Default Password.  Note: Since parents should be inquiring and applying through the Inquiry/Apply Online, they should have already created at least one user.

There are several ways an inquiry can be Enrolled:
    - Applying Enrollment Profile to Inquiry
    - Applying Enrollment Profile to Inquiries in Bulk
    - Applying Enrollment Profile to Inquiry Through (Re) Enrollment Contract
    - Applying Enrollment Profile to Inquiry Through Summer Camp
 
There are several ways enrollment profiles can be applied to inquiries or students:
    - Applying Enrollment Profile to Students in Bulk
    - Applying Enrollment Profile to Student Through (Re) Enrollment Contract
    - Applying Enrollment Profile to Inquiry
    - Applying Enrollment Profile to Inquiries in Bulk
    - Applying Enrollment Profile to Inquiry Through (Re) Enrollment Contract
    - Applying Enrollment Profile to Inquiry Through Summer Camp
Enrolling inquiries one at a time, navigate to Admissions > Inquiries/Applicants > Details > Enroll.  You need the Admissions Full role to access this page.
Enrolling inquiries in bulk navigate to Admissions > Inquiries/Applicants, and choose the multi-action “Enroll.”
Enrolling inquiries though (Re) Enrollment Contract, apply the appropriate action as designated by the Ready for Contract Action setting in the (Re) Enrollment Contract Enrollment Options Setup.  When a parent logs into the (Re) Enrollment Contract, the student is Enrolled based on the Pre-Enrolled for Contract Enrollment Profile.
Enrolling inquiries though Summer Camp, make sure you have an appropriate Enrollment Profile Scenario set up for summer school students.  When the parent selects an inquiry in Summer Camp, the student is Enrolled based on the Enrollment Profile and School Division specified for the control’s settings.
To apply an enrollment profile to students, navigate to Students, and choose the multi-action Apply Enrollment Profile.  You need the Actions Full role to use this multi-action.
Students who complete a (Re) Enrollment Contract may have an enrollment profile applied upon (Re) Enrollment Contract submission.  The profile applied to the student is based on the Enrollment Profile Options specified in the (Re) Enrollment Contract Enrollment Options Setup.  Students who choose not to re-enroll, will have the Not Enrolling Profile applied as specified in the (Re) Enrollment Contract Application Setup.  Finally, students who come from admission by Applying Enrollment Profile to Inquiry Through (Re) Enrollment Contract will have the Pre-Enrolled for Contract enrollment profile applied. 
Please note, that with the new release Student Tests are renamed to Student Evaluations.
With the new release, saving DAT filters has the option to overwrite an existing filter with the new filter - allowing you to replace the filter without having to change the associated filter elsewhere.

Note:  Criteria for (Re) Enrollment Contract Settings and (Re) Enrollment Forms need to be updated separately as no link is retained to the original filter.
Action is a record that captures activity for a particular entity. These records may change a status/substatus, generate correspondence, or record more general information - depending on the action category and the action methodNote:  For recording non-dated non-standard information on a record, consider using Attributes.

Change Status To determines whether the action changes status.  This only applies to categories with an action entity type of Student or Inquiry.  In the case of students, the status is changed for the divisions associated with the action.  The Status/Substatus Calculation is different for Inquiries and Students.

Change Substatus To determines whether the action changes a substatus.  This only applies to categories with an action entity type of Student or Inquiry.  In the case of students, the substatus is changed for the divisions associated with the action.  The Status/Substatus Calculation is different for Inquiries and Students.

Scoring Category determines which scoring category is used for evaluation actions.  This only applies to categories with an action entity type of Evaluation.

Method determines what kind of correspondence method the action uses.  
    - None refers to standard actions which are not used for mail merge or email merge..
    - Mail refers to mail merge actions. Use Upload New Template for uploading the mail merge template.
    - Email refers to email merge actions. Use Select Template to tie the action to its email template. 

Is Active indicates whether the action can be used. Leave this field unchecked when you decide to stop using the selected action. 

Instructions is a field that captures a free-form text that can be displayed on Inquiry Recommendation page. This field is only relevant to actions with an Action Category of Inquiry Recommendation.

Divisions determine the visibility of the selected action by division.  Changes to a student’s status or substatus only apply for divisions the action is associated with.  Note:  This is key for dealing with students in a separate division like Summer Camp.  A student might Enroll in summer camp, but not participate in the main school divisions.  Summer Camp has its own action that handles Enrolled status separate from the main divisions, and vice versa.

Read Roles determines which users can see the action.

Edit Roles determines which users have access to modify the action.

Note: Enrollment Profiles are configured with actions which change status and are associated with appropriate divisions.
 
For an action to appear for a record, it must be Active, associated with the current Division, and be the correct type of Category.  Check that your user and the action’s Read Role both share at least one role.
    - Status/Substatus Calculation - Inquiry
    - Status/Substatus Calculation - Student
    - Status/Substatus Calculation - Financial Aid
 
The status and substatus of an inquiry changes when an action is applied to the inquiry for the same academic year as the inquiry.  The date of the action does not matter.  The admissions year of the school does not matter.

Note: Deleting an action does not change the status or substatus of an inquiry. It also doesn’t revert the status/substatus to its previous value.  To change an inquiry’s status or substatus, apply a new action.
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:  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.
The status of a Financial Aid Award is automatically calculated from the action date with the highest date.
To configure actions, navigate to Maintenance > Action Setup.  You need the Actions Full role, and one of the roles required to access the module.
For actions with an action Category of Evaluation, editing the action has an additional tab for Sections.

Example: The SAT has multiple graded sections: Reading, Writing and Language, Math, and Essay.  Each one of these is added as a separate section.  The scores that you record for each section depends on the Scoring Category associated with the action.  For an SAT scoring category, you might want to record a Raw Score and Percentile, which are set up with the Scoring Category.  Later, when recording a specific evaluation for a student, you are able to enter the Raw Score and Percentile for each section of the SAT action.

Example: An Admissions Interview action may have multiple sections: Academic Assessment, Community Involvement, Personal Assessment.   The scores that you record for each section depends on the Scoring Category associated with the action. For Admissions Interview, you may want to create a new Scoring Category with a Score Entry Type that allows a numeric entry of 1 through 5.

Note: The Evaluation Site dropdown options are configurable by using the Test Sites link in the upper right corner of the “actions” tab in the Edit Action popup.
An Evaluation is a specialized action for students and inquiries (Action Entity Type = Evaluation). In addition to capturing standard action data such as date, type, and comment, evaluations also capture scores. Typically evaluations are used to capture standardized test results, interview results, application review results, admissions committee decisions.
To configure evaluations:

1. Create a Score Entry Type.  Note: Score entry types for evaluations are always “All Division” score entry types.
2. Create a Scoring Category.
3. Create a Score Type.
4. Create Evaluation Categories.  
5. Create Evaluations.  Note:  This is a subset of Actions, except this page only shows actions associated with an Evaluation action category.  Example: Some Admissions evaluation types you might include are “Interview” or “Committee Recommendation.”

In the case when you want the school members without Admissions roles to be able to log into the Admissions module, review their assigned applicants’ data, and record the results of the evaluations (interviews, assessments, committee decisions, application recommendations), follow these extra steps:

6. Create Evaluation Requirements.  Note:  This is a subset of Admissions Checklist Actions, except the page only shows actions associated with an Evaluation action category.  Note: Evaluation actions must be part of a checklist for an Evaluator to access them.
7. Follow the steps for Assigning Evaluators
8. Follow the steps for Configuring Evaluation Dashboard
9. Follow the steps for Recording Inquiry Action - by Evaluator

Note: Recording student evaluations is performed through Student > Details > Evaluations.
Scoring Category determines the type of the evaluation.  Example: Interview, Committee Recommendation, Admissions Decision, Standardized Test, ERB, SAT, PSAT, SSAT.

To configure scoring categories, navigate to:
     - Admin > Maintenance > Scoring Categories.  You need the Admin Full role to access this page.
OR
     - Admissions > Evaluations > 2 Scoring Categories.  You need the Admissions Full role to access this page.


Note is a field available for your convenience to describe the category.
 
Score type is the type of the score recorded on each section of an evaluation. 
Example:  You have created a scoring category SAT, then you add two Score Types: Scaled Score that uses Scaled Score Score Entry Type and Percentile that uses Percentile Score Entry Type. 

To configure Score Types, navigate to:
    - Admin > Maintenance > Score Types.  You need the Admin Full role to access this page.
OR
    - Admissions > Evaluations > Score Types.  You need the Admissions Full role to access this page.

Score Type determines the scoring options for a scoring section on the evaluation.

Notes is a field available for your convenience.

Entry Type is the score entry type determining what kind of values are available to enter.

Example:  For each section of an SAT, you might want to record the total Score, as well as the Percentile the student falls in for each of Written, Verbal, Math, etc.  “Score” and “Percentile” are your score types.
An admissions checklist is a named set of ordered actions that is associated with an inquiry filter which defines a group of inquiry records. The Admissions Checklist is a very important concept that allows schools and parents to:
- quickly see all actions which are expected to be completed for the selected inquiry/applicant record
- quickly review all completed actions
- manage workflows and automated actions which are triggered by completed actions
Example:  An Applicant checklist associated with an Applicant filter (all inquiries with inquiry action’s action description = Application Received for the current admissions year) tracks all actions that any applicant has to complete (interviews, test results, visits, etc).
Example: An Inquiry checklist associated with an Inquiry filter (all inquiries with a status = Inquiry) tracks all available actions for inquiries with a status of Inquiry.
Example: Parents attend an “Open House” event.  The “Open House” event is the a previous action for a follow-up “Open House Thank You Email” action.  When the “Open House” action is marked as completed, then the follow-up “Open House Thank You Email” is automatically scheduled and sent.

To create or edit an admissions checklist, navigate to Admissions > Maintenance > Checklists.  You need the Admissions Full role to access this page.  Note: You should consider what different admissions checklists you will want to create, and create the DAT Filters first.  Planning the admissions checklists ahead of time will simplify the checklist creation processes.

Note: Admissions checklists do not need to be mutually exclusive. I.e. you may have a checklist Applicant to keep track of all actions necessary for any applicant, but you may also have Applicant Upper School and Applicant Lower School checklists to track actions specific to the relevant divisions. When the system loads a checklist for the selected inquiry record, it automatically determines which checklist qualify based on the filters. In other words, an inquiry may belong to multiple checklists.  For example, a foreign applicant belongs to both the All Applicants checklist and Foreign Applicants checklist.

Filter is a filter to determine which inquiries belong to the current admissions checklist.

Completed Action is an action applied to the inquiry record once all actions in the current checklist are completed.  Note:  This action can change the status or substatus resulting in the inquiry belonging to a new checklist with a new set of actions to complete.

Example: All your inquiries are receive an initial phone call and are invited to an open house.  All your applicants need to complete an interview, submit a teacher recommendation, and submit an application.  All your foreign applicants need to submit a copy of their VISA, a copy of the Passport, and a record of immunizations.  Your middle and high school applicants might need to submit a current report card or transcript.  These could be five separate checklists: All Inquiries, All Applicants, Foreign Applicants, Middle School, High School.
The Admissions Checklist Actions are actions which appear for the inquiries who qualify for the Admissions Checklist.  To add or change actions for an Admissions Checklist, navigate to Admissions > Maintenance > Checklist Actions.  You need the Admissions Full role to access this page.

Checklist is the current Admissions Checklist you want to modify.

Action Order determines the order that the actions appear on an Admissions Checklist when the selected sort order is set to Action Order (as opposed to the default one which is by Date).  Note: If an inquiry qualifies for many Admissions Checklists, then the actions may be mixed together if some actions have the same order in different Admissions Checklists.

Hide From Checklists allows an action to be associated with the Admissions Checklist, but not be shown.  Example: This is used for actions like an optional Open House event.  An Open House action must be associated with an Admissions Checklist in order for the action to be an option for parents of inquiries on the CMS Apply Online.  The action would have the “Parent” role and be hidden from the admissions checklist.

Previous Action works in conjunction with Action Due In ___ Day(s) to automatically apply the action once the previous action is recorded. Note: The previous action must be completed before this action is automatically scheduled.  Example: You want to automatically send a follow-up email 10 days after a parent inquires.  You could set up an “Inquiry Follow-up Email” action with a suitable email template, and specify that this action’s Previous Action as the Inquiry Received action and the Action Due In ___ Day(s) is 10.

Required # is the number of required selected actions for the selected checklist. This setting is typically used for Evaluation actions determining how many actions of that type must be completed for the inquiry.  Example: You have an Applicant Interview action.  Each applicant is interviewed twice.  Specify the Required # as 2, and the Admissions Checklist shows two instances of the action to be filled out.

Note: Actions may appear in more than one Admissions Checklist.  If an action appears in more than 1 checklist, and the Required # is 1 in all associated checklists, the action only needs to be completed once to satisfy each checklist.
There are multiple ways to record inquiry actions.  
    - Recording Inquiry Action - Individual

    - Recording Inquiry Action - Bulk

    - Recording Inquiry Action - by Evaluator

    - Importing Inquiry Action

Note: Many types of inquiry actions may be recorded indirectly.  For instance, when a parent inquires on the CMS Parent Portal, an initial action is assigned to the inquiry when they press the submit button.  When the parent submits the Application Online, another action is applied when they press the submit button.  Actions may also be scheduled or applied automatically based on the Admissions Checklist an inquiry is associated with.
Navigate to Admissions > Inquiry/Applicants > Details > Checklists.   You need the Admissions Read or Admissions Full role to access this area of the Admissions module and the Actions Full or Actions Read role to access this page.

Note:  The system shows/records actions for the selected Admissions Checklist academic year.  The academic year dropdown appears in the upper right corner of the page.

Locate the appropriate Admissions Checklist action and click the “Schedule” or “Complete” checkbox.  Alternatively, if the action is not in the Admissions Checklist, choose the appropriate item from the Action dropdown at the bottom of the page and click the “Add” button.

Note:  If you choose an Email action, you have the opportunity to edit the email to be sent. 
Note:  If you choose an Evaluation action, additional section and score fields are available.  The Evaluation Site dropdown is customized by Configuring Action (Evaluation Sections) 
Note:  If you choose a Mail action, you have the option to generate and print the associated mail merge document.

To upload a file attachment, click on the paper clip image in the files column.

To delete an action, click the link of a scheduled or completed action, and click the “delete” button.  Note: If the action scheduled an email to be sent in the future, deleting the action does not delete the email notification job.  The notification job must be deleted separately.

Note: You can change the sort order from Action Date to Action Order using the dropdown on the top left.
Navigate to Admissions > Inquiry/Applicants.  You need the Admissions Full or Admissions Read role to access this page.  Select the desired set of inquiries and use the multi-action “Actions”.  You need the Actions Full role to perform this multi-action.

Specify the desired Action, Academic Year, Scheduled Date if applicable, Completed Date, and Comment.  Click the “Create New” button to generate the actions.

Note:  Actions with a Method of “Email” will not schedule emails to be sent.  Instead, of using the “Actions” multi-action, use the “Email Merge” multi-action.  When creating the email, you have the opportunity to choose an Action which will be applied to the selected inquiries.
A list of all the inquiry actions are accessible by navigating to Admissions > Actions. You need the Admissions Full, Admissions Read, or Admissions Evaluator role to access the Admissions module and the Actions Full or Actions Read role to access this page.

The main purpose of this page is to perform multi-actions on the actions:
    - Inquiry Action Delete Multi-action
    - Inquiry Action Mark Completed Multi-action
    - Email Merge Multi-action
 
The Delete multi-action allows mass deletion of selected inquiry actions.  To access the delete multi-action navigate to Admissions > Actions.  You need the Admissions Full, Admissions Read, or Admissions Evaluator role to access the module.  You need the Actions Full or Actions Read role to access this page.  Select the desired actions to delete, and choose the multi-action Delete.  You need the Actions Full role to use this multi-action.

On the following page, you see a list confirming which actions are to be deleted.  Click the “Delete” button to delete the actions.

Note:  Deleting actions having a method of email will not cancel scheduled email notification jobs.
The Mark Completed multi-action sets the completed date for the selected actions.  To access the Mark Completed multi-action navigate to Admissions > Actions.  You need the Admissions Full, Admissions Read, or Admissions Evaluator role to access the module.  You need the Actions Full or Actions Read role to access this page.  You need the Actions Full role to use this multi-action.  Select the desired actions to complete, and choose the multi-action Mark Completed.

There are two options for how the completed date is set.
    - Mark completed as of a specific date and time of your choice.
    - Mark completed as of the action’s scheduled date.  

Click “Save” to mark the completed dates for the selected actions.
 
Evaluators are the users assigned to selected applicants for the purpose of having a limited access to only these applicants, reviewing them and recording the results of Evaluations.  There are two ways to assign evaluators:
    - Managing Evaluators for individual inquiries
OR
    - Assigning Evaluator - Bulk

Note: You may have multiple evaluators for an inquiry in a given academic year.  

Note: You may have different advisors for different academic years.
 
Evaluators may be removed from inquiries in two different ways:
    - Managing Evaluators for individual inquiries
OR
    - Removing Evaluator - Bulk

Note: This process removes the association of the evaluator from the inquiry.  The evaluator user is still retained.  If they are no longer an evaluator for any inquiries, they automatically lose the Admissions Evaluator role.
You need the Admissions Full role to access the page and perform the multi-action. You can assign evaluators in bulk using a multi-action of “Assign Evaluator” on one of these pages:
    - Admissions > Inquiries/Applicants

    - Admissions > Evaluations > 7 Assign Evaluators

To complete the assignment: 
1. Select the inquiries who will be assigned the evaluators.

2. Choose the multi-action “Assign Evaluators” to begin adding evaluators.

3. Choose the users who are to evaluate the selected inquiries.

4. Choose the academic year that they evaluate the selected inquiries.

5. Click “Save.”
 
You need the Admissions Full role to access the page and perform the multi-action. You can remove evaluators in bulk using a multi-action of “Remove Evaluators” on one of these pages:
    - Admissions > Inquiries/Applicants

    - Admissions > Evaluations > 7 Assign Evaluators

1. Select the inquiries who no longer will be assigned the evaluators.

2. Choose the multi-action “Remove Evaluators” to begin removing evaluators.

3. Choose the users who no longer evaluate the selected inquiries.

4. Choose the academic year.

5. Click “Remove.”
 
To manage evaluators for an Inquiry record, navigate to Admissions > Inquiry/Applicants > Details and choose Evaluators from the left menu.  You need the Admissions Full role to access this page.

The currently associated Evaluators are listed in the top grid.  To remove any evaluators, select them and click the “Remove” button.

The available users to associated as Evaluators are listed in the bottom grid.  To add any evaluators, select them and click the “Assign” button.
 
To set up the dashboard that Evaluators see when entering their evaluations, navigate to Admissions > Evaluations > 8 Setup Evaluation Dashboard.  You need the Admissions Full role to access this page.

Check the checkbox next to the profile elements which should be available to the evaluators and click “Save.”

Note: These profile elements are shown where Recording Admissions Evaluation - by Evaluator.
As an Evaluator, to record an Admissions Evaluation for an inquiry navigate to Admissions > Evaluations > 9 Evaluations.  You need the Admissions Evaluator role to access this page.  Locate the desired Inquiry and Evaluation, and click the “Review” link.  Note:  By default, only inquiries who have a checklist for the current admissions year (or later) and do not yet have the number of required reviews completed show up for the evaluator.

If the evaluation has not yet been started, click the “Start” button.

The “Save” button allows you to record information without completing the evaluation.

The “Undo” button cancels the evaluation and discards any saved data.  To resume the evaluation after an “Undo,” click the “Start” button.

The “Submit” button finalizes the evaluation.  Note:  Once the evaluation is submitted, you cannot make any more changes.

Note:  Change where you enter the evaluation information by using the buttons in the top right of the entry section.  You may place the entry section on the left, right, or bottom of the page.

Note: Evaluations also appear as actions on the Admissions Checklist.
An Admissions Event Category organizes all events of a particular type and includes additional information regarding how those events operate.  To access the Admissions Event Category page navigate to Admissions > Maintenance > Event Categories.  You need the Admissions Full role to access this page.

Name is the name of the Event Category.

Close Sign Up # Days Before
closes the online signup the specified number of days before the event.  If this is not specified, then parents can sign up the same day.

Is Comment Visible determines whether the comment entry is available for parents during the signup process.

Max Attendees Per Family determines the maximum number attendees a parent may specify during signup.  Note:  There is a maximum capacity for Admissions Events. If the maximum capacity is 20 and you list 4 max attendees per family, the maximum could be reached once you have 5 families - each with 4 participants - signed up. You may wish to specify the max attendees per family as “one” so that the count matches your availability.  In the registration instruction, explain that only the inquiry is counted and that all other attendees should be listed by the family under the comment - Is Comment Visible would be checked in this case.

Action determines the action which is added to the inquiry record when a parent signs up for an event.

Instruction is any instructions to include with the Event.  Note: The best practice for email merges for events is to use a generic email template with the Instruction as a merge field to customize the message for events in different event categories.
An Admissions Event is a record that tracks admissions events. You may create any number of admissions events for each Admissions Event Category. Typically available admissions events are exposed to parents through CMS Admissions Portal where parents can sign up for the upcoming events. Similarly, you can record an inquiry action that is connected to an event. To access Admissions Events, navigate to Admissions > Maintenance > Events.  You need the Admissions Full role to access this page.  Note: By default, this page shows all upcoming events. To see all events in this Event Category including prior events, click the Include All Events checkbox.

The Category dropdown determines which event category show / create.

Date is the date of an individual event.

Start is the start time of the event.

End is the end time of the event.

Capacity is how many people may sign up for an event.  Note: This is different than the Max Attendees Per Family in the Admissions Event Category.  Capacity limits the total number of signups for the timeslot and is based on the sum of each sign-up’s attendee count.

Attending is the current count of attendees for the event.  Note: You have the option of only allowing 1 attendee per signup and allowing the parent to list the actual attendees in a comment.

Seats Left is how many more attendees spots are available to sign up for the event.
Configure Admissions Events by using the New Events wizard.

1) Choose the Admissions Event Category from the dropdown at the top.

2) Specify how often the events should be created.  Note: The numbers refer to an interval whether you pick “Days” or a particular day of the week.  Example: If you pick “2nd” and “Tuesday” this creates meetings every other Tuesday within your date range.  If you pick “3rd” and “Day”, this creates meetings every 3 days within your date range.

3) Specify the range of dates for the events.

4) Specify the range of times for the events on each day.

5) Specify the length of time in minutes that a single event meets for.

6)  Specify the interval of time in minutes between each event.  Note:  This is a gap of time between each event to allow for clean or other preparation for the next set of attendees.

7) Specify the capacity for the events.

8) Click the “Schedule” button to schedule the events.  Events are created according to your specifications.

You may edit or delete individual events once they are created.  Note:  You are able to create multiple events to meet for the same dates and times or for overlapping times.

Note: You may want to run the New Events wizard multiple times if the events meet for different intervals.  Example:  Suppose you have an event that runs M-F over a 1 month span between 10am and 2pm.  For most of those days, the event meeting times are 1 hour long.  However, on Wednesday and Friday, it is 45 minutes long and only runs until 1pm.  In this case, schedule the following in the wizard:
    - Every 1st Monday, 10am to 2pm, length 60
    - Every 1st Tuesday, 10am to 2pm, length 60
    - Every 1st Thursday, 10am to 2pm, length 60
    - Every 1st Wednesday, 10am to 5pm, length 45
    - Every 1st Friday, 10am to 5pm, length 45
The result has 4 meeting times each Monday, Tuesday,  and Thursday of the month, and 6 meeting times each Wednesday and Friday of the month.  No meeting times are scheduled on the weekends.
 
Student Action is a record that captures activity for a particular student.

Academic Year is the academic year of the student action.

Grade Level is the grade level of the student for the Academic Year.

Action Date is the date of the action.  Note:  The action date does not need to be within the academic year.

Action Category is the category of the student action.

Comment is a comment you may include with the action.  Note: A comment is not required.

An action may change the student’s status, substatus, Enrolled date, or Withdrew date.  Details for the Status/Substatus Calculation - Student are found in a separate article.
Recording student actions may be done individually or in bulk.

Recording Student Action - Individual may be performed by navigating to Students > Details > Actions.  You need an appropriate role to access the module, and the Actions Full or Actions Read role to access the page.

Recording Student Action - Bulk may be performed by navigating to Students and using the multi-action Actions.  You need an appropriate role to access the module, and the Actions Full role to perform the multi-action.
 
When recording an individual student action, specify the Academic Year, Grade Level, Action Date, Action Category, Action and click the “Add New” button.  Note: The Comment is not required but may be specified if desired.
When recording student actions in bulk, specify the Academic Year, Action Category, Action, Grade Level, and Action Date and click the “Save” button.  Note:  The Comment is not required but may be specified if desired.

For the Grade Level, you may choose to use:
    - Current - This sets the action grade level to the student’s current year grade level.
    - Next Year - This sets the action grade level to the student’s next year grade level.
    - Specified - The specified grade level is used to all actions.
 
To record new student evaluation, navigate to Admin > Student > Details > Evaluations.  You need the Registrar Full or Registrar Read role to access this page.

To record a new evaluation for a student, specify the Academic Year, Date, Taken Date, Type, and Grade Level for the evaluation and click the “Add New” button.  

Once the evaluation has been created, click on the evaluation name to enter the scores.  The score options are different depending on the Type of evaluation selected.

To upload a file attachment for an evaluation, click on the paper clip image in the files column.
 
Action categories are organizational entities designed to group together similar actions.  To access action categories, navigate to Maintenance > Action Categories.  You need the Actions Full role.

Category Name is the name of the category which groups the actions.  Note:  Usually you have at least one Action Category per Action Entity Type.  Example: You have a single Action Category named “Student Actions” with the Action Entity Type of Student.

Action Entity Type refers to the entity type for the selected category.
Entity Type Module Methods Note
Check Finance Mail
Customer Finance Mail, Email Email templates are created through the Finance > AR > Customers, multi-action Email Merge.
Customer Credit Finance Mail, Email Email templates are created through the Finance > AR > Credits, multi-action Email Merge.
Customer Invoice Finance Mail, Email Email templates are created through the Finance > AR > Invoices, multi-action Email Merge.
Customer Receipt Finance Mail, Email Email templates are created through the Finance > AR > Receipts, multi-action Email Merge.
Discipline Admin Mail, Email Email templates are created through the Admin > Discipline, multi-action Email Merge.
Donor Development None, Mail, Email Email templates are created through the Development > Contacts, multi-action Email Merge Donor.
Donor Ask Development None, Mail, Email Email templates are created through the Development > Asks, multi-action Email Merge.
Donor Donation Development Mail, Email Email templates are created through the Development > Donations, multi-action Email Merge.
Donor Event Development Mail, Email Email templates are created through the Development > Events > Event Attendance, multi-action Email Merge Attendee.
Donor Individual Development None, Mail, Email Email templates are created through the Development > Persons, multi-action Email Merge.
Donor Payment Development Mail, Email Email templates are created through the Development > Payments, multi-action Email Merge.
Donor Tax Receipt Development Mail
Evaluation Admin None Evaluation is for recording Evaluations for inquiries and students.
Financial Aid Award Fin Aid None, Mail, Email Email templates are created through the Fin Aid > Awards, multi-action Email Merge.
Household Admin, Admissions, Health, Development, Fin Aid, Finance Mail, Email Email templates are created from any households list page using the “Email Merge Household” multi-action.
Inquiry Admissions None, Mail, Email The actions may change the inquiry status or substatus. Email templates are created through the Admissions > Inquiries/Applicants, multi-action Email Merge with the option “One email per student/household combination” selected.
Inquiry Recommendation Admissions Email Email templates are created through the Inquiry Actions List using the multi-action Email Merge.
Inquiry With HH Contact Admissions Mail, Email Email templates are created through the Admissions > Inquiries/Applicants, multi-action Email Merge with the option “One email per student” selected. Note: The default behavior for inquiry merges with households is to generate one record per inquiry/household combination. This variation guarantees only one email or mail merge per inquiry record.
Misc Payment Finance Mail, Email Email templates are created through the Finance > AP > Misc. Payments, multi-action Email Merge.
Misc Receipt Finance Mail, Email Email templates are created through the Finance > AR > Misc Receipts, multi-action Email Merge.
Purchase Order Finance Mail, Email Email templates are created through the Finance > AP > Purchase Orders, multi-action Email Merge.
Student Admin, Admissions, Health, Development, Fin Aid, Finance None, Mail, Email The actions may change the student status or substatus in one or more divisions. Note: Email templates are created from any student list page using the Email Merge multi-action with the option “One email per student/household combination” selected.
Student Check In Out Admin Mail, Email Email templates are created through the Admin > Attendance > Check In/Check Out, multi-action Email Merge.
Student Daily Attendance Admin Mail, Email Email templates are created through the Admin > Attendance > Daily Attendance, multi-action Email Merge.
Student Health Health None Student Health actions appear in the Health module only.
Student Health Visit Health None, Mail, Email Email templates are created through the Health > Health Visits, multi-action Email Merge. Student Health Visits appear in the Health module only.
Student Period Attendance Admin Mail, Email Email templates are created through the Admin > Attendance > PAttendance, multi-action Email Merge.
Student With HH Contact Admin, Admissions, Health, Development, Fin Aid, Finance Mail, Email Email templates are created from any student list page using the Email Merge multi-action with the option “One email per student” selected. Note: The default behavior for student merges with households is to generate one record per student/household combination. This variation guarantees only one email or mail merge per student record.
Teacher Admin, Scheduling None, Email Email templates are created through the Admin > Staff, multi-action Email Merge, or Scheduling > Staff, multi-action Email Merge.
User Security Email Email templates are created through the Security > Users, multi-action Email Merge.
Vendor Finance Mail, Email Email templates are created through the Finance > AP > Vendors, multi-action Email Merge.
Vendor Credit Finance Mail, Email Email templates are created through the Finance > AP > Credit Memos, multi-action Email Merge.
Vendor Invoice Finance Mail, Email Email templates are created through the Finance > AP > Invoices, multi-action Email Merge.
Vendor Payment Finance Mail, Email Email templates are created through the Finance > AP > Payments, multi-action Email Merge.
If you have included a suitable DAT Key Id Field, you can use the DAT Multi-Action to run your DAT Query for selected records.  You will need the DAT Full role to use the DAT Multi-Action (available for Students, Households, Inquiries/Applicants, Courses, Staff, Donations).

Example:  You’ve created a DAT Query with student id column.  Under Admin > Students, you select all your 9th graders and use the multi-action DAT Query.  Choosing the desired DAT Query from the drop-down will run that DAT Query, but only for your 9th graders.

Example: You’ve created a DAT Query for the students and their courses.  You’ve included the student id column and course id column.  You can run this same query by Admin > Students, choosing students, and running the multi-action DAT Query, or by Admin > Courses, choosing courses, and running the multi-action DAT Query.

Note: The drop-down will include options for any DAT Query which you have created or which you have roles for that also have the suitable id.
You can save a DAT Filter for your personal reuse, or to make it available to other users.  There are two ways you might reach the Save Filter screen.

1. Click Save on a DAT Filter popup window.  Note: You can replace an existing filter by choosing it from the dropdown on the Save screen.

2. Managing DAT Filter

For a saved filter, the following information is required:

Filter Name is the name of the filter as it will appear in the drop-downs. Filter names must be unique in the system. Note: Filters that you are not the author of, but have role access to use, will have an asterisk * at the end of the filter name in drop-downs.

All Divisions
determines if the filter will appear in other school divisions as an option in drop-downs.  If the filter has conditions specific to the current division, leave this unchecked.  Note: All Divisions must be checked for a saved filter to be available as an option when creating calculated attributes.

Roles determine which other users can see and use the filter.  Such users are able to add additional conditions or save their own copy of the DAT Filter. Note: Consider carefully before making a filter available to other user roles.  Fields are already restricted in terms of which roles can access them; however, if you create a filter based on those fields and specify roles - anyone with those roles is able to run your filter.
Reporting Options appear on two types of CMS Widgets:
    - CMS Widget - Report Runner
    - CMS Widget - Simple Report Runner

Send Email When Complete determines whether an email is sent to the user’s email address when the report has finished rendering.  Note: Send Email When Complete is only applicable to PDF reports.

Show Extra Conditions determines whether additional conditions may be added when running the report. Note: Show Extra Conditions is only applicable to PDF reports.

Single Record determines whether a report is run for an individual record or a set of selected records.

Note:  To make reports available to teachers, associate the Faculty role with the DAT Query.  To make the report available to parents, associate the Parent role with the DAT Query. To make the report available to students, associate the Student role with the DAT Query. 

Note: Be careful regarding what information is made available in the DAT Query - while the ability to access health and financial information is initially hidden behind user roles in the DAT, the user who creates the report can specify whatever roles they wish for the report availability.  Note: Custom roles can be created in the CMS, and used as roles for a DAT Query.
The Report Runner widgets described below allow users to run various reports (predefined and DAT Query reports) in CMS.  

Note: Report runners have additional CMS Widget - Reporting Options available.
Widget Name Single Record Additional Information
Course > Report Runner Optional Multiple courses are selected via the Course > Class List control. If courses are not selected in this manner, make sure Single Record is checked to allow the report to operate on the currently selected course section.
Student > Report Runner Optional Multiple students are selected via the Students > Student List control. If students are not selected in this manner, make sure Single Record is checked to allow the report to operate on the currently selected student.
Teacher > Report Runner Always The widget uses the teacher record associated with the currently logged in user for generating reports.
The CMS Widget - Simple Report Runner generates an Administrator specified report as opposed to allowing users to select reports from a dropdown (CMS Widget - Report Runner).

Note: The Title and Navigate Url CMS Widget properties are only applicable when added to a CMS Profile.

Note:  Simple Report Runner has additional CMS Widget - Reporting Options available.

Note: PDF reports are still restricted by the current user’s roles.  If the Administrator chooses a PDF report that the user lacks roles to generate, then they are unable to generate the report. Example:  The “Customer Statement” report can only be viewed by users with a Parent role.  If you place the Simple Report Runner with the “Customer Statement” report on the student portal or teacher portal, those users are generally be unable to request the report.

Note: DAT Query is not restricted by the current user’s roles.  Any report specified by the Administrator is generated.  

Note:  Only DAT Query with no parameters are available as options.
 
Report Portal Inclusions determine which PDF reports are available for users in CMS Widget - Report Runners and CMS Widget - Simple Report Runners.  To access Report Portal Inclusions, navigate to Security > Maintenance > Report Portal Inclusions.  You need Security Full to access this page. 

This page lists all PDF reports which may be made available on the CMS website.  The PDF reports are visible based on the roles that have been selected.  Note: If no roles are selected, then the report will not be available.

Note: This does not impact the Administrative portals.  Visibility on the Administrative portals is based on Report Exclusions.

Note: DAT Query reports’ inclusion and exclusion is controlled by roles. For instance, to make a DAT Query available for Staff, save it with Staff role checked.
Report Exclusions determine which reports are visible for your school.  To access Report Exclusions, navigate to Security > Maintenance > Report Exclusion.  You need Security Full to access this page.  To exclude a report, uncheck the box next to the report and save.

Note:  PCR Educator has many Report Card and Transcript offerings.  To simplify reporting interface, exclude versions of these reports that your school does not use.

Note: This does not impact the CMS website options.  Visibility on the CMS is based on Report Inclusion.
PCR Educator features a variety of DAT Standard Queries which are provided to all customers and available in  through “PCR (Imported)” DAT Group. These DAT Queries can be used as a starting point for creating new reports and for understanding how different data structures work together.

Note: To suggest a new standard DAT Query which might benefit everyone, please email support@pcreducator.com.
You have been invited to a join the PCR Educator Development DAT Webinar!

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The date for the Development DAT webinar is set! It will be held on February 1st at 2 pm ET. This webinar will cover the basics of Development DAT reports including how to access the most common tables, how to build fundraising reports from scratch, and how to update standard reports to meet your school’s needs. To register, simply email support@pcreducator.com with the subject “DAT Development Registration” and we will register you.

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 >Invoice s> 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 - No Lines
- [Finance] 1099 - With Lines

“[Finance] 1099 - No Lines” is used to print directly on the IRS 1099 Form whereas “[Finance] 1099 - With Lines” is designed to be printed on blank sheets of paper.
- Open the desired report.
- Navigate to the Results tab on the left.
- Click the “Mail Merge” 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 - No Lines
- [Finance] 1096 - With Lines

“[Finance] 1096 - No Lines” is used to print directly on the IRS 1096 Form whereas “[Finance] 1096 - With Lines” is designed to be printed on blank sheets of paper.

- Open the desired report.
- Navigate to Results tab on the left.
- Click the “Mail Merge” 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.
 
Go to Admissions > Maintenance > Application Online Record Check and enter the requested information to see how to resolve the error.  To access this screen, you need Admissions Full or Admissions Read role.
Every year, PCR Educator sends out new links for the upcoming (Re) Enrollment Contract.  This contract shows the Enrollment Year in the (Re) Enrollment Contract Application Setup which must match the contract year.

Important: If the Enrollment Year is not correct, do not continue modifying the (Re) Enrollment Contract.
Roles are identifiers that give a user privileges to access different parts of the software. One person may have many roles associated with their user.  A “Full” role gives the user access to both view and modify information in the selected features, while a “Read” role only gives the user access to view the information in the selected features. 

Note:  If your school has not purchased specific features, then the roles to access those features may not be present either.

Listed below are the descriptions of all of the standard roles offered and what they allow the user to view or modify.  Note: You are able to create custom roles in the CMS website which you may apply to your users and use to limit access to custom pages within your CMS website.
Role Access
Actions Full, Actions Read These roles give access to anything considered an Action including action setup. This includes access to Forms, Correspondence, and Tests. Note: You need roles granting access to a corresponding portal. Example: To access the Donor Track Actions in Development, you will need additional roles granting access to the Development portal. To access Student Health Actions, you will need additional roles granting access to the Health portal.
Admin Full, Admin Read These roles give access to the Admin portal. This includes access to students, households, teachers, homerooms, groups, assignments, and email history.
Admissions Evaluator This role gives access to the Admissions portal, and only provides limited access to portions of the Admissions > Evaluations menu. Note: This role is auto-calculated for a user when they are assigned as an Evaluator to an Inquiry under Admissions > Inquiry > Details > Evaluator.
Admissions Full, Admissions Read These roles Give access to the Admissions portal but do not include access covered by the Actions role (Inquiry Actions, Inquiry Forms, Inquiry Correspondence, and Test). This role will also make the user available as an interviewer and have access to relevant email merge features.
Applicant This role is given to parent users who are in the process of applying through the apply online application. Note: This role is automatically applied to any user associated with a parent household having an inquiry record with a status other than “Copied”.
ArchivalReports Read This role gives access to view the archived reports of students in the Admin portal.
Archiving Full This role gives access to the Archiving PDFs multi-action, Calculate Official Marks multi-action, the ability to edit or delete Archived PDFs from the database, Marking Period Info, GPA Settings, and Grade Conversion Chart.
Attendance Full, Attendance Read These roles add access to attendance and relevant email merge features in the Admin portal.
CashRegister Full This role gives access as a Cash Register operator in the CMS website.
Comments Full, Comments Read These roles give access to the Report Card, Progress Report, and Interim comments in the Admin portal.
Contract Full, Contract Read These roles give administrative access to the (Re) Enrollment Contract. They give limited access to the Finance portal to allow for setting up contracts. Access includes Chart of Accounts, Products, Payment Terms, and Contracts.
DAT Full This role gives access to the DAT (Data Analytics Tool)
DBA Full, DBA Read Combined with other roles, these roles grant access to see, add, or modify options in drop-down boxes for those features you have full access to. Example: If a user has Admissions Full and DBA Full, they could add or modify dropdown items to admissions features only.
Delete Record This role gives access to delete health records in the Health portal and Households via multi-action.
Development Full, Development Read These roles give access to the Development portal.
Discipline Full, Discipline Read These roles add access to Discipline and relevant email merge features in the Admin portal.
DMT Full This role gives access to the DMT (Data Mining Tool).
Faculty Full, Faculty Read These roles give access to the Teacher Portal.
Finance Full, Finance Read These roles give access to the Finance portal and viewing (Re) Enrollment Contracts in the Finance portal. Note: Additional roles are required to access specific portions of the finance portal such as the General Ledger.
FinanceAccountMgr (Full, Read) Finance account managers will need this role in order to be assigned to accounts and to be able to view their accounts in Finance. The account managers DO NOT need the Finance Full or Finance Read role. The Finance Account Mgr Full role will allow the account managers to request a budget for their accounts.
FinanceAP Full, FinanceAP Read These roles give access to Accounts Payable portion of the Finance portal. You will need this along with Finance Full or Finance Read.
FinanceAR Full, FinanceAR Read These roles give access to Accounts Receivable portion of the Finance portal and any relevant email merge features. You will need this along with Finance Full or Read.
FinanceBudget Full, FinanceBudget Read These roles give access to the Budget portion of the Finance portal. You will need this along with Finance Full or Read.
FinanceGL Full, Finance GL Read These roles give access to General Ledger portion of the Finance portal and allow you to post and void invoices and payments. You will need this along with Finance Full or Read.
FinancialAid Full, FinancialAid Read These roles give access to all functions within the Financial Aid portal, including any relevant email merge features.
Health Full, Health Read These roles give access to all functions within the Health portal and any relevant email merge features.
Import This role gives access to use the import feature within each portal the user has access to. Example: If a user has Admin Full and Import, they would be able to perform any imports that are available in the Admin portal.
Marks Full, Marks Read These roles give access to Report Card, Progress, and Interim marks. They also give access to Historical Marks, Class Rank, and Honor Roll.
Parent This role gives access to the CMS Parent Portal. Note: This role is automatically applied to any user associated with a household having a student Enrolled in the current year for any division. Note: Roles required to access a CMS page can be modified. The standard Parent Portal pages already require this role.
Phone Full This role gives access to the Home > Emergency menu option.
ReenrollmentForms Full This role gives administrative access to the (Re) Enrollment Forms.
Registrar Full, Registrar Read These roles give access to basic functions in the Registrar portal and any relevant email merge features.
Security Full, Security Read These roles give access to all functions with the Security portal including Roles, Access Codes, User Names, and Passwords for all PCR Educator portals. They also give access to the user email merge features. Note: Security Full is necessary to access the Admin link on the CMS website.
Student This role gives access to the CMS Student Portal. Note: This role is automatically applied to any user directly associated with a student Enrolled for the current year in any division. Note: Roles required to access a CMS page can be modified. The standard Student Portal pages already require this role.
Transport Read, Transport Full These roles give access to transportation information.
Website Full This role gives access to edit the Content on the CMS Website. Note: To have access to the Admin link your user must have the Security Full role.
A school division is a separate entity within your school.  School are typically separated into divisions such as Upper School, Middle School, Lower School, Admissions.  Note: You might also have a separate division for Summer School, Athletics, or Extracurricular Activities.

Creating a separate School Division allows you to:
- Manage different types of schedules within each division
- Manage different types of grades and reports per division
- Support different number of marking periods (trimesters, semesters, quarters) per division
- Limit which students are visible within each division Note: Student by Division explains in detail how a student might belong to a division.

Note: School Divisions are initially set up by PCR Educator.  If you need more school divisions, you need to contact PCR Educator to have new ones created. 
 
School divisions are managed under Admin > Maintenance > School Info.  To access this page, you need the Admin Full role.

School Name is the name of the division as it appears in the drop-down selection and on various reports.

Campus is a field to track locations.  This is a data only field and has no impact on students, grading, or reports.

School Type specifies whether the school is semester or trimester based.  This is important for marking period info, scheduling, attendance, and reporting.  Note: Do not change this without consulting PCR Educator.

School Year is the current school year.  Note: Do not change this directly.  Instead, use the close of school year process.

Admissions Year is the year that admissions is working with.  The admissions screens default to showing inquiries and applicants from this year forward.  Usually, this is one year ahead of the current school year, but depending on the needs of the admissions office and the time of year, this field may match the current year or be two years ahead of the current school year.

Report Heading 1 is a heading that appears on progress reports, report cards, and transcripts.  The exact placement and style depend on the report, but usually this heading is at the top of the first page in the center.

Report Heading 2 is a heading that appears on progress reports, report cards, and transcripts.  The exact placement and style depend on the report, but usually this heading appears just below Report Heading 1.

CEEB traditionally refers to College Entrance Examination Board code; however, this code may be used as a generic school identifier.  In the case of BC Canada schools, this field is for the school code.

Gradebook Totaling determines how the grades are calculated throughout the year.  Note: Sometimes semester schools have 2 reporting periods rather 4 reporting periods.  In this case, they only use marking periods 2 and 4.  Grade totaling is a separate consideration.  Note: Do not change this after grades have been reported.  Gradebook Totalling options are:
    -Marking Period means that each marking period is treated as a distinct grading entity.  Only assessments appearing in that marking period count towards that marking period grade.
    -Term means that the grades rollup for each term for a Semester based school.  Example: the Semester 2 grade is based on all the assessments for marking periods 3 and 4 as if a single grading period.
    -Year means that the grades rollup for the entire year.  Example: The Trimester 3 grade for the year is based on all the assessments for marking periods 1, 2, and 3 as a single grading period.

Student Include All means the include all checkbox defaults to checked when visiting the student screens.  This is for student lists only and does not affect inquiry/applicant lists or re-enrollment contract of forms lists.

Address, City, State, Zip, and Country determine the address as it should appear on Progress Reports, Report Cards, and Transcripts.

Phone, and Fax  are the school numbers that appear on Progress Reports, Report Cards, and Transcripts.  These fields may appear on other reports as well.


Online Selection End Date controls the last day for online student selections.  This field may be overridden by an Online Selection End Date for individual students.

Online Selection Rank Type controls how the ranking works for student selections.
    -Within Department means that selections in each department are ranked separately.  The result is that all departments which require a rank will have at least one course of rank 1.
    -Within Student means that all the student’s selections are ranked across all their selections.  There is a single rank 1 selection, a single rank 2 selection, etc.
Note: Alternative Courses have their own ranking within their primary course.  
Note: The Course Selections (Tree) and Course Selections (Grid) CMS controls for student selections have additional settings which further control how rankings are specified.
Note: Departments have a Rank Selections setting determining whether courses are ranked or not.  If the department Rank Selections is turned off, no dropdown appears showing a rank option and all courses selected within the department receive a rank of 1.

Course Repeatable changes the default prerequisite behavior when students make course selections.  If checked, courses are generally repeatable, unless there is a specific prerequisite on the course limiting repeatability.  If unchecked, courses are generally not repeatable unless there is a specific prerequisite on the course permitting repeatability

Schedule on the Fly enables a screen for creating schedules by entering meeting times.  This is typically only ever used by elementary schools who have custom schedules for teachers which do not fit any particular pattern and cannot be recorded easily as Period Codes.  Instead of entering blocks and period codes, you type in the times a course section meets.  Note: Using Schedule on the Fly may cause Scheduling > Blocks > Block Grid as well as various grid style PDF reports to be incomprehensible.  Note: Checking this enables a second option called Schedule on the Fly Type.  

Schedule on the Fly Type determines how the blocks are created in the system when Schedule on The Fly option is used. When Schedule on The Fly option is checked, the blocks and period codes are created by the system as opposed to by the users. Therefore, Schedule on the Fly Type controls how the system creates such blocks:
    - Reduce Number of Blocks reuses and reduces the total number of blocks in the system.  This option makes the blocks easier to understand and manage - however, student, teacher, and room conflict detection is not reliable as cells of day may not match up.  Also, if you initially schedule 2 teachers for the same time, and later change the time for another teacher - since they both originally shared the same block, they are both moved.
    - Reduce Overlaps splits blocks apart so that when times overlap, multiple blocks are created.  This option is more technically correct from the system’s standpoint for conflict detection based on day of cycle and cell of day but may lead to a largely incomprehensible block schedule.

School Logo is the logo that appears on Progress Reports, Report Cards, Transcripts, and other reports.  Note:  The recommended size for your logo is between 100px by 100px to 200px by 100px.  Note: This image is used to print on some PDF reports (usually in the upper left corner) and is approximately 1 inch high. An attempt is made to resize your logo to this height and width to maintain the original aspect ratio.

Grade Levels are the grade levels enabled for this school division.

# of Seats is used to assign the number of available seats per grade level. This number can later be used to compare the number of available spaces and the number of enrolled students, for example to determine how enrollment compares to the school capacity.  The “Student and Inquiry Totals” widget available on the Admissions -> Dashboard uses # of Seats for its calculations. 

Note: Your access to different divisions as is controlled by the security configurations for your user.  If you cannot access a particular school Division, someone with Security Full access needs to adjust your user settings.

Note: The main school address can be different than the billing address as used by finance.
To access this page, you need the Finance Full or Finance Read role.  To make changes you need the Finance Full role.

School Name is the name of the school division as it appears on various reports.

Address is the address as it should appear on finance reports.  Note: The address fields for Finance are separate from the address for the main school.

Address, City, State, Zip, and Country determine the address as it should appear on finance reports.

Phone, and Fax are the school numbers that appear on finance reports.

Tax Number appears on various official Finance reports, such as Form 1096 MISC and Form 1099 MISC.

School Logo is the logo that appears on various financial reports.  Note: The logo is shared with the main school division and their reports.
 
Grade levels are defined for the whole school (database). Using School Info configuration, a school administrator can associate some or all of database grade levels to the selected division.  To configure grade levels navigate to Security > Maintenance > Grade Levels.  You need DBA Full or Security Full roles to access this page.

Code is a short form description for a grade level.  Example: PK for Pre-Kindergarten  Note: You may want to have a leading 0 for single digit number grades to force them to sort alphabetically in various places.

Integer Value acts as a sorting mechanism for the grade level.

Description is the long description for the grade level.  Note: You will mostly be working with the Code throughout the system.

Adjective is available as a merge field for Admissions email and mail merges.  Example: Grade level 5 can have the adjective of fifth.  This allows the merges to include sentences like “Welcome to the fifth grade.”  You could use 5th for the adjective instead.

Next Grade Level is used by the student multi-action “Next Year” to determine the next grade level to assign to a student based on their current grade level.

1701 Code Is used for BC Ministry Reporting and is applicable only to BC Canada schools.
 
The Application Setup contains many general settings for the school database as a whole rather than individual division settings in school info.  To access this page, navigate to Security > Maintenance > Application Setup.  You need Security Full roles to access this page.

Culture controls how currency is shown in Finance (decimal, thousands separator, negative amounts) as well as how dates work.  This includes controlling the display format for financials as well as DAT Query, DAT Fields - Step 2.

Currency Symbol controls the currency symbol shown.  This includes controlling the display format for financials as well as DAT Query, DAT Fields - Step 2.

Time Zone controls how email jobs are scheduled to be sent out, parent teacher conferences start and end times, and DAT date time calculations.  Rather than being based on the local PCR Educator server time, you can specify the timezone the school is located at.  Once specified, times are relative to your timezone time instead.

Email Sender Prefix is a default prefix for various automated notifications.  It replaces everything before the @ in an email address.  Note: Email senders should always be explicitly specified on email templates, and all staff users should always have a valid school email address. 

Email Domain is the institution's email suffix.  It should include the @. Example: @myinstitution.edu  Note:  An SPF Record must be registered with your domain before you can specify an Email Domain in the school database. If the SPF Record is not configured properly and doesn’t pass the validation, the Email Domain setting is ignored.

Merge Link Expiration (days) determines how many days a Reset Password link is valid.

Notification Sender is a default sender for automated emails.  This field is for backward compatibility and should have a generic email like no-reply@pcreducator.com.  Note: Email senders should always be explicitly specified on email templates, and your school personnel users should always have a valid school email address.

Budget Periods determines whether finance enters budgeting data yearly, quarterly, or monthly.

Reconciliation determines if you see individual transactions or a summary on the transaction register for the transaction on the finance reconciliation page.  Generally, it is recommended to reconcile by transaction register as there is less data for you to have to work through.

Inquiry Online must be the page in your CMS where a new Inquiry is entered.  The New button in Admissions takes you to the inquiry online page to create the new inquiry.

Apply Online must be the applicant profile page in your CMS, where an applicant applies.

Anticipated Close Date is the date you expect to close out the School Year.  The student’s status and substatus for next year is based on the anticipated close date and any actions associated with the student.  Note: This might be best understood from the Contract where you might have students Pre-Enrolled for the current year to complete the contract, and fully Enrolled as of the next school year.  Such students are anticipated to be fully enrolled as of the Anticipated Close Date.  So their next year status is calculated based on any next year action issued before or on the Anticipated Close Date.

Development Fiscal Date is the month and day that the development fiscal year switches.  Typically, this is July 1st.

Finance Require Student determines whether every invoice and receipt must have a student specified on each record.  If you are using Balance Calculation - By Student you want to have this setting turned on.

Disable Prerequisites turns off the prerequisite logic.  If you are not using prerequisites, checking this setting improves system performance for Scheduling.

Recurring Donation Email is the email template used to remind donors of an upcoming charge for their recurring donations.

Check In/Out Pincodes determines whether the pin codes must be unique in the entire database, or whether multiple households might have the same pin code when students or other contacts are checking in or checking out the student.  Everyone within a household must have a separate pin code in order to positively identify who is picking up a student.  Emergency Contacts must have Can Pickup checked, and are identified by first name, last name, and pincode in order to check out a student.  Parents must be marked as Okay To Pickup on the student - household relationship in order to check out a student.  Note: The “Check In/Check Out” control in the CMS has different options to check out student including by Pin Code.  This Check In/Out Pincodes setting works in conjunction with the CMS control.

Development Post Type determines whether when Recording Development Activity in Finance the activity is recorded as journal entries or miscellaneous receipts.  

Email Css File is a CSS file which determines the visual properties of all emails (typically font type, color, size). 

Top 3 table sizes shows the 3 largest tables by size in your database.  The table size must exceed 0.1GB to appear.
The Application Setup page contains many general settings controlling the behavior of the Content Management System CMS portals and your website.  To access this page, log in as an administrator.  Click the “admin” link in the upper left corner, then navigate to Security > Maintenance.  You need Security Full or Website Full roles to access this page.

PDF Header is the header which appears on the Apply Online pdf.

Google Analytics is an id for page statistics tracking by Google Analytics.  The id is typically in the format of UA-########-#

Email on Error
is the email that is used for receiving possible errors or warnings related to your CMS application. Note: Typically, this email is set to the school’s database administrator or main PCR Educator contact at the school. 

Payment Configuration is the default payment configuration for the website.  Payment submission controls may allow you to override this default setting and choose a different payment configuration for that specific control.  If no payment configuration is specified on the control, then the default is used.

Timezone specifies what time zone the school is in.  This is used for scheduling email notifications, parent-teacher conference sign up cutoff times, and parent/student access to archived PDF reports.

Culture determines how currency is shown (decimal, thousands separator, negative amounts) as well as how dates appear.  This includes controlling the display format for financials such as customer statements.

Currency Symbol controls the currency symbol shown.  This includes controlling the display format for financials such as customer statements.

Favicon Directory allows you to upload a favicon to a directory for your website.
Sender Policy Framework (SPF) is an open standard for preventing sender address forgery.  An SPF record is an optional .txt file in the DNS record for your domain name which specifies what email servers are allowed to send email using your domain name.  You must have an SPF record configured if you want to send emails from PCR Educator and have them appear as if they come from your school.  Example: When sending out emails from Admin and the CMS Teacher Portal, you can have the emails go out as rsmith@bistmarschool.edu instead of rsmith@pcreducator.com.  Note:  You must have an SPF record setup in order to send emails through PCR Educator.
- Configuring SPF Sender Authentication
- Updating Existing SPF Record
- Checking SPF Record
If you have an SPF record set for your domain (i.e. yourdomain.org) already, you must add a unique alphanumeric string before the “all” part of this record in order to authenticate mailings through your PCR Educator account. If you do not have an existing SPF record for your domain, you must create a TXT record with “include:pcrsoft.com”.  An example of an spf record is:

v=spf1 include:pcrsoft.com -all.

In this example, there is a unique SPF record for the authorization of outbound mail for PCR Educator (pcrsoft.com). The "-all" inclusion versus an "~all" inclusion indicates that this SPF record is the only record used to authenticate mail for your domain. Make sure to include any other authorized sender into this SPF record if you need to authenticate mailings from other sources.
Never create more than one SPF1 record for a given domain. If you have multiple SPF records for one domain, you need to merge any additional SPF records into one SPF record. You also cannot have more than 10 DNS lookups in your single SPF record.  See here for details: https://sendgrid.com/docs/ui/account-and-settings/spf-limitations/
Add “include:pcrsoft.com” to your existing record.
For example, if your existing SPF record looks like:
v=spf1 a mx include:_spf.google.com include:spf.protection.outlook.com -all
Just add “include:pcrsoft.com” at the end of the string, before the “*all” part:
v=spf1 a mx include:_spf.google.com include:spf.protection.outlook.com include:pcrsoft.com -all
 
Once you have your SPF record set up, you can check it using one of these sites:
https://mxtoolbox.com/spf.aspx - has basic testing for the SPF record.
https://www.kitterman.com/spf/validate.html - allows more diagnostics for the SPF record.
The more (Re) Enrollment Contract Profiles you have, the more work it is to build the DAT Filters and maintain the control texts and options.  You want to limit the number of profiles you need to maintain, and sometimes you can consider other options.  

Example: You may have lower tuition for students of Faculty members.  Instead of adding new profiles for Faculty Students, you might be able to use one of the following options instead.
    - If you have very few such students, you can use (Re) Enrollment Contract Overrides to set their specific tuition amounts.  Keep in mind that if you make any changes to the contracts or products, you need to clean and redo the options for each student.
    - Create Financial Aid for the students of your faculty.  The (Re) Enrollment Contract Financial Aid Control includes appropriate financial aid adjusting the tuition or total contract amount.

Note:  You can only use this approach when the verbiage on an existing (Re) Enrollment Contract Profile is acceptable.  If there is custom verbiage or different options you want to make available to the parent submitting the (Re) Enrollment Contract then you will need to create new DAT Filters and (Re) Enrollment Contract Profiles.
(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.

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 Sections organize the (Re) Enrollment Contract.

5. (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.

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

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

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


(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 Deposit / Fee 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 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 Cleaning Control Options for Students
-(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
 
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 it the student’s financial aid is 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 is 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?
 
To set up the (Re) Enrollment Contract you need to have already created the following:

1. Set up the Finance > Ledger > Chart of Accounts.  The minimum requirements to generate invoices and accept payments for (Re) Enrollment Contracts are a Revenue account, an Accounts Receivable account, a Bank Account, and a NetAsset account.  Note: The Net Asset account has an account category called NetAsset, and is not an Asset account.

2. Set up Finance > Products > Product Categories.  Every fee in the (Re) Enrollment Contract must have a corresponding product.  Product Categories provide a way to organize your products.  Example: Tuition, Financial Aid, Class Fees.

3. Set up Finance > Products > Products.  Every fee in the (Re) Enrollment Contract must have a corresponding product.  The product description is shown to parents on the (Re) Enrollment Contract.  The amount used to calculate the (Re) Enrollment Contract deposit is specified in the Deposit section of the product, if applicable. Example:  You have a tuition product named Tuition Grade 5.  The tuition amount is $20,000.  The deposit amount could be specified as a precise amount such as $2000 or as a percent as $0.25 which would calculate the deposit amount as $4000. Note: Financial Aid also requires a product associated with a revenue or expense account to be set up - if you are using financial aid.  Typically, the financial aid product will be associated with a contra revenue account.  Note: Deposit amounts less than or equal to 1 are treated as a percentage of the product amount.

4. Set up Finance > Maintenance > Fiscal Years.  Fiscal years must be created for both the current school year and the next school year.  The fiscal years must be open to allow posting of invoices and receipts.  Deposits are made in the current fiscal year.  Invoices are created in either fiscal year depending on (Re) Enrollment Contract Invoice / Payment Setup.

5. Set up Finance > Maintenance > Payment Terms.  Payment terms determine the schedule of payments that the invoice is due.  Example: You might have payment terms for your tuition such as One Annual Payment, 3 Payments, 10 Payments over 10 Months.  For instance, the 10 Month payment plan could be 10 payments with 10% due each payment, and the first payment due July 1st.  The payment terms you choose to offer your parents are up to you.

6. Set up Fin Aid > Fin Aid Categories.  Financial aid categories are a way to organize financial aid awards.  Example: Scholarships, Books, Work Study Grant, etc.

7. Set up Fin Aid > Awards.  These are financial aid awards given out to students.  Note: The award must be for the same academic year as the (Re) Enrollment Contract.  If the accepted amount has been filled in, the (Re) Enrollment Contract does not display the award as it has already been indicated as accepted elsewhere.  The (Re) Enrollment Contract automatically accepts awarded amounts that are not already accepted.

8. Set up Security > Maintenance > Payment Configurations.  Payment Configurations are necessary to accept Credit Card or ECheck payments during (Re) Enrollment Contract submission.  If there is no payment configuration specified, payments are disabled.

9. Set up actions under Admin > Maintenance > Actions Setup for different scenarios.
    - Contract Submitted
    - Contract Not Enrolling
    - Contract Skip Payment
    - Contract Signed
    - Contract Financial Hold
Note: The actual names of the actions are up to you.  Note: For the Contract Signed action to be visible for parents on the Parent Portal, the action must have a read role of “Parent.”  This allows the parent to download the signed pdf version of the (Re) Enrollment Contract.

10. Set up Contract Administrator and Contract Test logins in Security > Users.
    - You need an administrator login to set up the (Re) Enrollment Contract.  Consider creating a ContractSetup login for this purpose.  The user needs the DBA Full role.  This user should be associated with a test household and student so that you can navigate the (Re) Enrollment Contract.
    -  You should have a non-administrator login with a test household and test student so that you can see how the (Re) Enrollment Contract appears to your parents.  The test student should be tied to the test parent household.  The user should be tied to the test parent household, but not the test student.
(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 Deposit / Fee Setup
- (Re) Enrollment Contract Confirmation Email Setup
- (Re) Enrollment Contract Enrollment Options Setup
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 auto-pay types are specified, the parent is still asked for payment information even though no payment is required at the time of submission.  To allow the parent to skip auto-pay setup as well, see Skip Auto-pay Action.

Skip Auto-pay Action is an action that you can specify to allow parents to skip providing Auto-pay payment information.  Note:  This is only applicable if you have an Auto-pay Type specified.

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

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.
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.

Auto-pay Type specifies with which auto-pay type to store customer payment information.  PCR Educator does not store credit card or bank account information.  This information must be stored with your payment processor.  Enabling storage of customer payment information may be an additional feature you must purchase from your payment processor.

Deposit Payment Term is the payment term used for the deposit invoice.  Note: This is only applicable if you have selected the “Split Invoice” option for the Submission Type.

Receivable Account is the Accounts Receivable account which is used by invoices and deposits.

Bank Account is the bank account used for deposits.  This is the account in your chart of accounts that corresponds to the bank account your payment processor is depositing the funds into.

Unearned/Deferred Account is the unearned account to use for deposits being applied to future invoices.  This is only applicable when Invoice For Date is specified for a future date - generally the first day of the next fiscal year.  Note:  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 was “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

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!

Auto Post Receipts automatically posts the receipt/deposit after they have been created.  This is only applicable if you are not accumulating deposits.  Note:  If you are using this option, make sure the fiscal year is set up and open in Finance!

You can allow your parents to pay by three different methods:
    - Pay By Credit Card
    - Pay By ECheck
    - Pay By Check This option 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.
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.

Payment Configuration determines which payment processor is used to process Credit Card and ECheck payments.  Note: If no Payment Configuration is selected, then payments are disabled, which means (Re) Enrollment Contracts are submitted without accepting any payments.

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.

Classification should be specified if your school is using classifications in Finance.
The Deposit / Fee Setup are the (Re) Enrollment Contract Settings which determine how deposits payments are handled for the (Re) Enrollment Contract. The deposit and fee options are specified on the Contract > Settings page in the “Deposit / Fee Setup” section.

Convenience fees are an additional fee applied when a credit card is used to make the deposit payment.  The convenience fee is created as a separate invoice issued the day the payment is made.

Convenience Fee Product is the product to use for the convenience fee invoice.  The product has either a fixed amount or a percentage that is used to determine the invoice total.

Convenience Terms is the payment term used for the convenience fee invoice.  The payment term for a convenience fee should be a payment term which is due immediately.  Example: Create a payment term called Due Immediately with Due Percentage 100% and Due Fixed # Days 1 day from the Issued Date.

Convenience Memo is the memo shown on the customer statement for the convenience fee invoice.

Accumulate Deposits determines if a single daily deposit should be accumulated.  For most payment processors, schools have an option of accumulating payments through the course of the day and then receiving one payment from the payment processor at the end of the business day. This approach simplifies bank reconciliation, as you have at most one daily deposit from your payment processor.  To make bank reconciliation easier, you can have all (Re) Enrollment Contract payments applied to a single deposit per day in this same manner for the Finance module.  

Accumulate Description is the description for the deposit.  The actual deposit description format is:  “Accumulate Description [Date] [Method]” where the method is either Credit Card or ECheck.

Accumulate Time is the cutoff time for when the system starts accumulating a new deposit.  Any payments received after this time begin accumulating with the next Accumulate Deposit description.  This time should match the settlement time for your payment processor.
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.

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.

From Email is the sender that is used.  This should be left blank and is present for legacy purposes only.  The template’s “from” email is used instead when this field is left blank.

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.
The (Re) Enrollment Contract Setting Enrollment Options are (Re) Enrollment Contract Settings for inquiries and existing students determining 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 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.

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. 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 received 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.
(Re) Enrollment Contract Profiles separate all students into distinct groups (profiles) allowing a school to customize the appearance and the content of your (Re) Enrollment Contract for students in each group.  To access the (Re) Enrollment Contract Profiles for the (Re) Enrollment Contract, choose the Profiles menu.  A simple (Re) Enrollment Contract might have two (Re) Enrollment Contract Profiles - one for existing students and one for new students.  A more complicated (Re) Enrollment Contract might have over a dozen (Re) Enrollment Contract Profiles depending on the grade level of the student, whether they are receiving financial aid, if they are foreign or local, etc., with each permutation being a different (Re) Enrollment Contract Profile.  Note:  You should have as few (Re) Enrollment Contract Profiles as possible while still accommodating all your students.  There may be (Re) Enrollment Contract Profile Alternatives for you to consider.

Each (Re) Enrollment Contract Profile consists of a name and an associated Student DAT Filter.  When the parent begins a contract for a student, the DAT Filter determines which (Re) Enrollment Contract Profile the student belongs to.  Example:  Here we have a (Re) Enrollment Contract Profile specific for 9th and 10th grade students.  In this case, to qualify for the (Re) Enrollment Contract Profile, the student must have a next year grade level of 9 or 10, and be an Enrolled student.  (Re) Enrollment Contract Profiles will typically involve status and grade level next year, though you might also include Day or Boarding, International, or even custom attributes when determining your profiles.

Name Query Description
9-10 must have student basic with status = Enrolled and student basic with substatus not equal to Not Returning AND must have student basic with grade level ny not equal to AND must have student basic with grade level ny = 9, or 10

Note: Every student who participates in contracts should qualify for exactly one (Re) Enrollment Contract Profile.  The DAT Filters for the (Re) Enrollment Contract Profiles must not overlap.

Note: You might want want to consider creating (Re) Enrollment Contract Profile based on tuition levels since each (Re) Enrollment Contract Profile has a tuition product.  Example:  The tuition amount for lower school might be much different than the high school.  Because the tuition amount is different, the product associated with (Re) Enrollment Contract Control Options will need to be different.  So, you would need a (Re) Enrollment Contract Profile for lower school and high school.
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.

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 Sections are containers which help you to organize the (Re) Enrollment Contract controls. The role of (Re) Enrollment Contract Sections is purely aesthetic and can be compared to use of paragraphs in a long document.  To access (Re) Enrollment Contract Sections for the contract, choose the Sections menu.  Some examples of (Re) Enrollment Contract Sections typically used in contracts are Introduction, Disclosure and Consent, Electronic Enrollment Agreement, Photography Permission, Tuition, Terms and Conditions, Payment Options, Lunch Plan, Transportation Plan, etc.  

Note: All (Re) Enrollment Contract Profiles include the same (Re) Enrollment Contract Sections.  You cannot hide (Re) Enrollment Contract Sections for individual (Re) Enrollment Contract Profiles or individual students.

Note: It is recommended to avoid having a (Re) Enrollment Contract Section dedicated to financial aid in a (Re) Enrollment Contract as such a (Re) Enrollment Contract Section will appear for all students whether they have financial aid or not.
(Re) Enrollment Contract Controls are the individual controls determining the general layout of information and options within a (Re) Enrollment Contract Sections.  To access the controls in the (Re) Enrollment Contract, choose the Controls menu.  Note: (Re) Enrollment Contract Controls appear for all (Re) Enrollment Contract Profiles; however, the content may be different for each (Re) Enrollment Contract Profile.  Example: If you put a textbox and checkbox in a (Re) Enrollment Contract Section, then the text box and checkbox appears in all (Re) Enrollment Contract Profiles for editing.  Note: If a control has no text for a particular (Re) Enrollment Contract Profile, the control does not appear on the individual student’s (Re) Enrollment Contract.

To add a new control:

1. Choose the desired (Re) Enrollment Contract Section to add the (Re) Enrollment Contract Control to.

2. Specify a name for the (Re) Enrollment Contract Control.

3. Choose the type of (Re) Enrollment Contract Control to be added.

4. Click the “Add new control” button.

Once a (Re) Enrollment Contract Control has been added, if the control is a (Re) Enrollment Contract Check Box control or a (Re) Enrollment Contract Signature control, you can make the (Re) Enrollment Contract Control required.  The available (Re) Enrollment Contract Control Options vary depending upon the type of control selected.
 
(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 be 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 an Auto-pay Type has been specified in (Re) Enrollment Contract Settings, 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 merge 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.
The (Re) Enrollment Contract Check Box Control is a (Re) Enrollment Contract Control which is a small interactive box that can be toggled by the user to indicate an affirmative or negative choice. It only has two possible values: checked or unchecked. 

 Note: If the control was made “Required,” then the user will not be able to submit the contract without marking the checkbox as checked.  Note: this control type is typically reserved for various terms, conditions, and consents.

You may choose to associate the (Re) Enrollment Contract Check Box Control control with a product.  If the  (Re) Enrollment Contract Check Box Control is checked, then the product associated with the checked item is included on the (Re) Enrollment Contract invoice.
The (Re) Enrollment Contract Radio Button Control is a (Re) Enrollment Contract Control that allows the user to choose only one of a predefined set of mutually exclusive options.  While there is no “required” (Re) Enrollment Contract Control Option for radio buttons, one choice is always selected.  If you want to make sure that the user is aware that they have to select an (Re) Enrollment Contract Control Option, you can create a required checkbox control above or below the (Re) Enrollment Contract Radio Button Control.  This will prevent the parent from just scrolling through the contract without looking at the radio button control.  Example:  You want to make sure that the parent reviews the available payment plans rather than just scrolling through and clicking submit.  In the example below, the parent must check the “I/We agree” checkbox in order to submit the(Re) Enrollment Contract.  This checkbox is immediately before the payment plan.

I/We agree to the following payment option of our choice (please check this box and select one below):

Ten Monthly Payments
Semi-Annual Payment
Annual Payment

Each radio button (Re) Enrollment Contract Control Option is associated with a different product (or no product) and is included on the (Re) Enrollment Contract invoice based on the product associated with the user’s selection. 
 
The (Re) Enrollment Contract Signature Control is a (Re) Enrollment Contract Control providing a text box which allows the user filling out the (Re) Enrollment Contract to enter their electronic signature.  

Note:  This control should not be used for any other purpose.  The information is not stored anywhere other than the PDF version of the (Re) Enrollment Contract.  You are not able to pull this information from a DAT report.  When a (Re) Enrollment Contract is submitted, the action date corresponds to the submission date.  Actions can be added, changed or deleted by school personnel.
The (Re) Enrollment Contract Text Control is a (Re) Enrollment Contract Control that is used to display text on the(Re) Enrollment Contract. This control has no user input options and is used to present information to the user.

Note:  If you are editing a large amount of text, you may wish to type the text in notepad and later paste the text into the text editor.  This prevents any errors or unsaved text due to the application timing out.

Note: If you are copying text from a word document, you should paste it into notepad first, then copy the plain text from notepad and paste it into the text editor.  This clears all formatting.  Formatting should only be performed in the text editor for consistent (Re) Enrollment Contract formatting presentation.
The (Re) Enrollment Contract Date Stamp Control is a (Re) Enrollment Contract Control which automatically shows the current date. This is used so parents do not have to enter the date for when signing the (Re) Enrollment Contract.  There are no edit for the date stamp.  The formatting of the date is determined by the Culture specified on the (Re) Enrollment Contract Settings page.
The (Re) Enrollment Contract Financial Aid Control is a (Re) Enrollment Contract control which presents all of the student’s financial aid that has been entered in Fin Aid > Awards which will be applied to the (Re) Enrollment Contract.  The financial aid award needs to be for the same year as the contract and must not already be listed as accepted.  If there is no financial aid information for the student, this control is hidden on the student’s (Re) Enrollment Contract.  There are no additional (Re) Enrollment Contract Control Options for the financial aid control.  

Note: The currency is displayed in accordance with the Currency Symbol and Culture specified in the (Re) Enrollment Contract Settings.

Note: If the financial aid award for the student is supposed to be applied to the deposit, then you need to specify the deposit amount in the product associated with the financial aid award.
 
The (Re) Enrollment Contract Payment Options Control is a (Re) Enrollment Contract Control 
that allows the user to choose only one of a predefined set of mutually exclusive payment plans for the (Re) Enrollment Contract.  The payment options appear similar to the (Re) Enrollment Contract Radio Button Control; however, you also specify a Payment Term for each (Re) Enrollment Contract Control Option.  Note: Each (Re) Enrollment Contract Control Option must have a payment term specified.  An error occurs when the (Re) Enrollment Contract tries to create an invoice, and no payment term is selected.

Note:  If you associate products with the payment options, those fees are included on the invoice.  If those products are included on other controls, the fees appear multiple times on the (Re) Enrollment Contract invoice - once for each control where the fee is selected.
The (Re) Enrollment Contract Transportation Control is a (Re) Enrollment Contract Control that allows parents to select up to two stops for the (Re) Enrollment Contract.  This control functions in a similar manner to the (Re) Enrollment Contract Radio Button Control, but is specially designed to sign up the student for the selected bus routes and stops upon (Re) Enrollment Contract submission.

Note:  When adding the control under Controls, you configure whether the parent is picking one stop or two stops.

Note:  If no stop options are appearing, please contact PCR Educator to ensure that the (Re) Enrollment Contract application is configured correctly.
The (Re) Enrollment Contract Transportation Multi Control is a (Re) Enrollment Contract Control showing a checkbox for parents to pick multiple routes with up to 2 stops per route for the (Re) Enrollment Contract.  This control functions in a similar manner to the (Re) Enrollment Contract Check Box Control, but is specially designed to sign the student up for the selected bus routes and stops upon (Re) Enrollment Contract submission.

Note:  When adding the control under Controls, you configure whether the parent is picking one stop or two stops.

Note:  If no stop options are appearing, please contact PCR Educator to ensure your (Re) Enrollment Contract application is configured correctly.
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 Action” removes the Contract Submitted action 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:  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.
(Re) Enrollment Contract Holds are actions applied on a student record which prevent a parent from starting the (Re) Enrollment Contract for the student. The (Re) Enrollment Contract Holds page allows you to specify these hold actions and a custom message is displayed to parents for students having the hold action.

Note: The action added to the student must have the same academic year as the (Re) Enrollment Contract.  If the (Re) Enrollment Contract year is for 2013/2014, then the hold action must be for the 2013/2014 academic year.

Note: It does not matter if the hold action is the more recent action or not.  As long as the student has the action for the academic year of the (Re) Enrollment Contact, their contract cannot be started.  After the hold is resolved, you must delete the hold action.  Once you remove the hold action, the parent has to log out and log back in as the hold status is checked every time the parent logs in.  

Example:  Typical holds might be academic holds or financial holds.  For the hold message, you include a brief general explanation about the nature of the hold, the actions they must take, and who they need to contact in order to have the hold resolved.

Note: If you are using both (Re) Enrollment Contract and (Re) Enrollment Forms and the forms must be filled out first, you can create a hold action for all students who are filling out the forms.  Example: Suppose we have created an action called “Forms Not Submitted.”  You may name the action differently per your requirements.
    1.  Add a “Forms Not Submitted” action to all students who are completing both (Re) Enrollment Forms and (Re) Enrollment Contracts.  Make sure to use the academic year of the (Re) Enrollment Contract for the action’s academic year.
    2.  On the (Re) Enrollment Forms settings page, specify the “Forms Not Submitted” action in the Delete Contract Hold field.  Once the (Re) Enrollment Form is submitted, this action will be deleted if it is present.
    3.  On the (Re) Enrollment Contract Holds page, add the “Forms Not Submitted” action as a hold with instructions and a link to the (Re) Enrollment Forms.
Parents who attempt to complete the (Re) Enrollment Contract first will be directed to complete the (Re) Enrollment Forms.
(Re) Enrollment Contract Overrides is a concept that allows schools to handle exceptions by overriding the fees calculated by the system based on the student’s (Re) Enrollment Contract Profile.  When a parent starts a (Re) Enrollment Contract for a student, the (Re) Enrollment Contract Control Options are applied to that student based on the (Re) Enrollment Contract Profile they belong to.  Once the (Re) Enrollment Contract Control Options are populated, the fees can be customized.

If a student has not yet begun the (Re) Enrollment Contract, they appear in the list of Students without options.  To modify their fee structure, choose the student and click the “Create Contract Options” button.  This creates their (Re) Enrollment Contract Control Options based on the (Re) Enrollment Contract Profile they match - as if the parent has started the (Re) Enrollment Contract for that student.

If a student has already begun the (Re) Enrollment Contract, or once you have created their (Re) Enrollment Contract Control Options, and their (Re) Enrollment Contract is not yet submitted then you can adjust their fees.
    1. Choose the student whose fee you need to adjust.  Note: If the student does not appear in this dropdown, either they have not yet begun the (Re) Enrollment Contract or the (Re) Enrollment Contract may already be submitted.
    2. Locate the fee you wish to change.
    3. Change the fee to the desired amount and click the Save button.  Note:  You can specify a negative fee amount.  Note: The total of all fees should not result in a negative invoice.  Invoices with a negative total cannot be posted.

Once you have changed the fee structure for the student’s (Re) Enrollment Contract, the parent must log back in to see the updated fees in any text on the screen.

Note:  If you change the student record in a manner such that they now qualify for a different profile, you need to clean the student’s (Re) Enrollment Contract Control Options as explained in (Re) Enrollment Contract Cleaning Options for Students.  Now, re-create the student’s (Re) Enrollment Contract Control Options using the Students without options process above, and modify the fees as desired.
(Re) Enrollment Contract Integrity is an evaluation of the state of your (Re) Enrollment Contract.  Prior to going live with your (Re) Enrollment Contract review any message appearing on the Integrity page.  Make sure to address any problems listed prior to going live.
 
The tuition and fees for (Re) Enrollment Contract are entered as Finance > Products > Products.

Tuition is a product usually associated with a (Re) Enrollment Contract Text Control which does not give the user a choice to select an amount.  The total amount of the tuition is specified in the product amount.  The deposit amount is specified in the Deposit menu portion of the same product.  Note:  You can use a product type of Default or Deposit.  For the purpose of the (Re) Enrollment Contract, both product types work the same.

Fees are products associated with (Re) Enrollment Contract Check Box Controls, (Re) Enrollment Contract Radio Button Controls, (Re) Enrollment Contract Transportation Controls, and (Re) Enrollment Contract Transportation Multi Controls.  The user choices are the additional fees included in the total amount on the (Re) Enrollment Contract.  The deposit amount for the (Re) Enrollment Contract is adjusted if the product specifies a deposit amount.  Note: If you want the user to pay the entire amount with the deposit, you have the option to set up the product in the Finance Portal such that the amount of the product is 0, but the deposit amount is the amount you want the user to pay when submitting the (Re) Enrollment Contract.  Typically, you would specify the full amount in the product amount and the deposit amount.

Note: If you have a fee and you want the user to pay a percentage of the fee with the deposit, set up the product in the Finance Portal such that the amount of the product is the total amount and the deposit amount is either the fixed amount you want the user to pay, or the percentage of the total amount that the user is to pay (the deposit amount would be less than or equal to 1 to specify a percentage payment).

The summary page at the end of the (Re) Enrollment Contract lists out the deposit amount for all products that are selected for the (Re) Enrollment Contract.  Financial aid is included as a negative amount in the summary.  If the financial aid product specifies a portion to be applied to deposits, then that portion will be calculated and applied in the Deposit Summary.

The Payment Summary shows the total tuition amount and all of the fees that have been selected. The financial aid award is displayed as a negative amount. The deposit amount is included in the Payment Summary amount if Include Deposit in Payment Summary is selected in (Re) Enrollment Contract Application Setup.
Make sure the header image that is uploaded for the (Re) Enrollment Contract is 926px wide.
For actions in the (Re) Enrollment Contract Application Setup, make sure the action types you created are Student Actions rather than Inquiry Actions.
- Check the academic year for the Financial Aid Award.  The year must match the (Re) Enrollment Contract year.

- Check if the award amount has been accepted.  If the accepted amount is already filled in, the (Re) Enrollment Contract will not use the awarded amount.

- Clean the student’s (Re) Enrollment Contract Options and.  If the contract was started before financial aid was awarded, it will not appear in the contract.
- Check that the (Re) Enrollment Contract Profile has products/fees associated with it.

- Check that there is a payment configuration selected on the (Re) Enrollment Contract Settings page.

- Check that you have specified a Contract Submitted action and Not Enrolling action on the (Re) Enrollment Contract Settings page.
- Check that the student has a grade level next year specified.

- Check that the student qualifies based on the Student Criteria on the (Re) Enrollment Contract Settings page.

- Check the Households Status and Bill To Households on the (Re) Enrollment Contract Settings page.  Make sure the student’s household qualifies.

- If the student is currently in Admissions but not enrolled, check that the admissions record has a Ready For Contract action specified with an appropriate academic year.

- Check that the student qualifies for one of the (Re) Enrollment Contract Profiles.
Make sure such students are excluded by the Student Criteria on the (Re) Enrollment Contract Settings page.
- Make sure all of the payment choices in the (Re) Enrollment Contract Payment Options Control have a payment term associated for the student’s (Re) Enrollment Contract Profile.  An invoice cannot be created without a payment term.

- Contact your payment processor to find out if and why the payment is not going through.
 
Repeat these steps for each control:
1. Cut the text out of the (Re) Enrollment Contract Control in the (Re) Enrollment Contract application.
2. Paste the text into Word (for reference).
3. Paste the text into Notepad.
4. Save the control so that the (Re) Enrollment Contract Control is blank.
5. Copy the text in Notepad.
6. Paste the text into the (Re) Enrollment Contract Control.
7. Make all font style changes in the (Re) Enrollment Contract Control.
8. Save the (Re) Enrollment Contract Control.

The purpose of these steps is to ensure that no additional hidden markup is included due to the text being pasted from Word or another application.  All styling of the text must be made in the (Re) Enrollment Contract Control editor.
 
- This could be caused by having different (Re) Enrollment Contract Control Options for different (Re) Enrollment Contract Profiles.  If all (Re) Enrollment Contract Profiles should be the same, please check that all (Re) Enrollment Contract Profiles are in fact the same.  Consider using the “Copy To Other Profiles” button.

- Clean the (Re) Enrollment Contract Control Options for all students that have ever been used for testing purposes.
This line item information is coming from the Product created in Finance > Products > Products.  Change the description field for the product will change the summary on the (Re) Enrollment Contract.
This email is being generated because your email address is in the Email on Error field in the (Re) Enrollment Contract Application Setup.  The application sends you an email every time there is an error when generating an invoice for a student.

Example: “Student Name (#####) cannot insert the value NULL into column ‘payment_term_id’ table ‘xxxx’; column does not allow nulls.  INSERT fails.”

    - The ‘Student Name’ is the student that the error pertains to.
    - The (#####) is the student’s id.
    - The error message tells you why the invoice was not created.  In this example, the invoice was not created because the was no (Re) Enrollment Contract Control Option selected specifying a payment term.
The need to count your data usage is now a thing of the past at PCR Educator, one of the first student information systems operating in the K-12 educational marketplace.  This shift towards free and UNLIMITED data is the next step in PCR Educator’s evolution toward a truly cloud-based solution. This improvement is a direct response to the ever-changing IT needs of independent schools, public schools, and districts that work with PCR Educator.

“Even though we now offer UNLIMITED data at no additional charge, we will not sacrifice on the download or upload speeds. Unlike other providers, we will always maintain the highest speeds even if a school uses significantly more data,” said Fahad Memon, Vice President of Customer Success and Relations at PCR Educator.  “And keep in mind that we will continue to work hard to protect our schools’ data.  We can proudly say that in over 20 years of doing business, we have never suffered a data breach of any kind.”

For this UNLIMITED plan to take effect, existing PCR Educator Schools and Districts should contact their Customer Service Representative to sign new agreements with updated terms and conditions.  PCR Educator offers three, five and seven year agreements.

Also in PCR Educator news, this week it was announced that the Company will be presenting at the National Association of Independent School (NAIS) in Long Beach, California at the Long Beach Convention & Entertainment Center in booth 582 from February 27th to March 1st.  For more information contact sales@pcreducator.com.
Unless the “all divisions” option is checked, the list of households (Admin > Households, Health  > Households, FinAid > Households, ...) only shows records which belong to the selected division. A household record belongs to the currently selected division if the household has a student which belongs to the currently selected division.  See Students by Division for details on when a student belongs to a division.

Unless the “include all” checkbox is also checked, the system will only show households which have a Student with a status of Enrolled for the currently selected school division.  Note: See Households Include All (Admissions) for how “include all” works in for the Admissions portal.
Unless the “include all” checkbox is checked, the system will only show households with an Inquiry / Applicant for the admissions year in the currently selected school division.
Merge Household Multi-action
The Merge Household multi-action merges two household records resulting in only one household.  You need either Admin Full, Admissions Full, or Development Full roles to perform the multi-action.  To begin the multi-action:
1) Navigate to one of the following screens:
    - Admin > Households.  You need the Admin or Registrar roles to access this page.
    - Admissions > Households.  You need Admissions roles to access this page.
    - Development > Contacts.  You need Development roles to access this page.
    - Fin Aid > Households.  
    - Finance > Customers.  You need FinanceAR roles to access this page.
    - Finance > Vendors.  You need FinanceAP roles to access this page.
    - Health > Households.
2) Select 2 records.  Note: You must select exactly 2 records.  You can only merge 2 records at a time.
3) Choose the “Merge Households” multi-action option.

The “Switch Ids” button allows you to switch which household id you want to keep.  The default behavior is to keep the smaller household id and merge the other record to this id.  You can choose to keep the other id by clicking Switch Ids.

For each field that has a value in both household records, you are able to choose which value to keep.  Note: The parents in one household may be in a different order than parents in the other household.  You should use the Switch Parents Multi-action or the Switch Parent function to swap the order of the parents.

For ancillary records associated with the households, data associated with both households are listed and records are merged into the final household according to your selections.  If there are no selections, all records are merged to the final household.  These records are shown for your convenience so that you can determine if further adjustment may be required after the merge.  Example: There may be multiple relationships for students or inquiries with the same name.  This might mean you have duplicate inquiry records to clean up.

Note:  All records associated with the original households will reference the remaining household after the merge.  Example:  There may be different users for each household record.  Once merged, all users for the removed household are linked to the remaining household instead.
The Switch Parents Multi-action allows you to swap parent 1 and parent 2 for the household.  To begin the multi-action, select households, donor contacts, finance customers, or finance vendor records then choose the “Switch Parents” multi-action option.  You need Admin Full, Admissions Full, Development Full, or Registrar Full roles to perform this multi-action.  

Note: This function switches parent 1 and parent 2 information including contact, employment, and education information.

Note: Switching parents also switches the parent indicators for their users, donations and other records.
The Switch Parents function switches parent 1 and parent 2.   To access this page, navigate to one of:
    - Admin > Households > Details > Split/Switch. You need Admin Full or Registrar Full roles to access these pages.  
    - Admissions > Households > Details > Split/Switch. You need the Admissions Full role to access this page. 
    - Development > Contacts > Details > Split/Switch. You need the Development Full role to access this page.  

This function switches parent 1 and parent 2 information including contact, employment, and education information.  Note: Switching parents also switches the indicators for their users, donations and other records.  Switching parents is useful for the merge household multi-action when you need the parents to appear in a different order.
The Split Parents function separates one household into two households. Each resulting household only has one parent. This feature is useful to record divorces.  To access this page, navigate to one of:
    - Admin > Households > Details > Split/Switch. You need Admin Full or Registrar Full roles to access these pages.  
    - Admissions > Households > Details > Split/Switch. You need the Admissions Full role to access this page. 
    - Development > Contacts > Details > Split/Switch. You need the Development Full role to access this page.  

Split Household creates a new household and migrates the Parent 2 information into Parent 1 of the new household.  Shared fields such as household name and address stay the same.  Records specifically associated with Parent 2 of the original household are changed to Parent 1 of the new household.  Example: Parent 2’s donations and their user are changed to associate with parent 1 of the new household.  Note: Archived reports such as report cards only appear with the original household. The report cards are generated with the household’s address at the time.  Note: All records not explicitly associated with Parent 2 remain with the original household.  You may wish to switch parents to keep address based giving with a particular parent.
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.

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
The Apply Online Submit widget that is typically placed at the very end of your online application governs the rules and processes associated with application behavior when an applicant submits an online application. One of its properties Thank You Email allows administrators to specify what email template to use to generate a confirmation email for the applicant. In addition to email types specified on the saved template, PCR Educator system always sends the email to the user submitting the application. This mechanism is designed to ensure that even if there is a situation where the current user has an email address different from household emails, he/she will still receive a confirmation. To only have one email sent to the user submitting the application, do not select any recipient email types on the template and be sure to use the “One email per student” radio button option when creating / saving the template.
Our office will be closed on Thursday November 22nd in observance of Thanksgiving Holiday. We will resume our normal business hours starting Friday November 23rd.
The Cash Register (POS) is used to process purchases made by existing parents, students, teachers, and guests (collectively referred to as customers). Schools may use Cash Register (POS) as a POS system for their cafeteria, for a school store or for other purposes where products are purchased such as a ticket sales booth. 

The Cash Register (POS) has two possible modes of operation.

Cash Register (POS) - Single Mode Cash Register (POS) - Dual Mode
Description The cashier (operator) provides the customer information and processes the order. Only the operator interacts with the screen. The customer and the cashier (operator) have access to separate screens. The customer or the operator provides the customer information to begin the order. The operator completes the order.
Operator Screen The Operator Screen is a page that is presented to the cash register operator. This page allows the operator to:
- load current customer account information by entering their credentials
- adjust order details, adding new or removing existing items
- review current customer balance information
- process the order

Always Use Household Balance If yes, the system uses Balance Calculation - By Customer, if no then Balance Calculation - By Student.
 
AR Account  determines what AR account to use when creating Invoices.

Auto Post Invoice determines whether transactions are automatically posted after submission. If yes, both invoices and miscellaneous receipts are automatically posted.

Cache Balance For One Day When this is checked, balances are handled in the following manner:
- Lunch balances are precalculated each night at midnight.
- If a student purchases something, their balance is reduced right away. Similarly, if funds are added from the Cash Register (POS) to their account, the available balance is increased right away.
- The only time a balance is not accurate is when the new activity is recorded in the Finance module on the same day. If funds are added by the parent through the parent portal to the lunch balance, the current day balance is updated immediately.

Cash Account determines the Cash account to be debited when a cash payment is received. This can happen if the customer does not have a high enough account balance, or in the case of an anonymous transaction involving a guest.

Cash Payment Method determines the payment method appearing on receipts for Cash transactions.

Classification determines the classification that is used for invoices, deposits, and misc receipts. This is only required if you are using Classifications in Finance.

Customer Memo determines the memo as it appears on new invoices, deposits, and misc receipts.

Deposit Description is an additional description to appear on the deposit for misc receipts. The deposit name appears in the format of [Deposit Description] [Date] [Payment Method] [user] where [Date] [Payment Method] [user] is always provided by the system.

Internal Memo determines the memo as it appears on new invoices, deposits, and misc receipts.

Ledger determines the ledger that is used for invoices, deposits, and receipts. It also checks that all accounts and products are in the correct ledger.

Payment Term determines the payment term for the invoice. Note: You should choose a payment term with the Net Due immediately.

Products Per Page determines the number of products to show at a time. Note: Keep this to a relatively small number to improve screen performance. Especially keep images associated with the product to a small size.

Show Customer Balance determines if the customer’s current balance is shown. For teachers and households, the customer balance is based on the Balance Calculation - By Customer. For students, the balance is based on the Student Purchase Options for the current student. This is additional balance information which does not need to be shown, but may help clarify where the eligible balance is coming from in the case of a student.

Show Customer Eligible determines if the customer’s eligible balance is shown. For teachers and households, the eligible balance is based on the Balance Calculation - By Customer. For students, the balance is based on the Always Use Household Balance setting and the Student Purchase Options for the current student. This would normally always be checked for an Operator screen.

Show Order Discounts determines whether any discounts for the order are shown on the screen. Note: Even if discounts are not shown, they are still be applied to the order total. Note: As a school, you may choose not to show the discounts on the screen to protect the privacy of students who are on a reduced lunch program.

Show Order Price determines whether the price for each individual product line item is shown.

Show Payment Summary determines if the payment summary is shown at the bottom of the order. If this is not checked, only a submit/cancel button is shown. This would normally always be checked for an Operator screen.
Cash Register Operation determines how the control behaves, and should always be set to Single for Single Mode. Cash Register Operation determines how the control behaves, and should always be set to Server for Dual mode.
Client Screen The Client Screen is a page that is presented to customers in line. When customers approach the cash register, they have an option to:
- provide their credentials. Their account automatically prepopulates on the operator’s screen
- review their available balance information
- review the current order as it is being processed
Not applicable to Cash Register (POS) - Single Mode The Cash Register Coordinator is a control which coordinates all the other Cash Register controls on a page. This control is REQUIRED.

Always Use Household Balance If yes, the system uses Balance Calculation - By Customer, if no Balance Calculation - By Student.

Cache Balance For One Day When this is checked, balances are handled in the following manner:
- Lunch balances are precalculated each night at midnight.
- If a student purchases something, their balance is reduced right away. Similarly, if funds are added from the Cash Register (POS) to their account, the available balance is increased right away.
- The only time a balance is not accurate is when the new activity is recorded in the Finance module on the same day. If funds are added by the parent through the parent portal to the lunch balance, the current day balance is updated immediately.

Cash Register Operation determines how the control behaves, and should always be set to “Client” for the customer in Dual mode.

Ledger determines the ledger that is used for invoices, deposits, and receipts. It also checks that all accounts and products are in the correct ledger.

The Cash Register Customer is a control which shows the current customer information. This control is REQUIRED.

Allow Sign In determines if the customer can enter their credentials. It is up to your school if you want to make this option available, or if only the operator may provide the credentials. The sign in options include providing a login name, teacher id, or student id. The login name option will always be available if Allow Sign In is checked.

Login With Student Id determines if providing a student id is an acceptable credential. This setting is only applicable if Allow Sign In is checked.

Login With Teacher Id determines if providing a teacher id is an acceptable credential. This setting is only applicable if Allow Sign In is checked.

Show Customer Balance determines if the customer’s current balance is shown. For teachers and households, the customer balance is based on the Balance Calculation - By Customer. For students, the balance is based on the Student Purchase Options for the current student. This is additional balance information which is does not need to be shown, but may help clarify where the eligible balance is coming from in the case of a student.

Show Customer Eligible determines if the customer’s eligible balance is shown. For teachers and households, the eligible balance is based on the Balance Calculation - By Customer. For students, the balance is based on the Always Use Household Balance setting and the Student Purchase Options for the current student. This would normally always be checked for an Operator screen.

The Cash Register Order is a control which shows the products being purchased. This control is OPTIONAL.

Allow Delete Product determines if a product can be deleted from the order by the customer. Note: This must always be unchecked for Dual mode.

Show Order Discounts determines whether any discounts are shown on screen. Note: Even if discounts are not shown, they are still applied to the order total. Note: As a school, you may choose not to show the discounts on the screen to protect the privacy of students who are on a reduced lunch program.

Show Order Price determines whether the price for each individual product line item is shown.
Please use this article as a supplemental resource for this DAT Webinar: DAT Webinar Training

1. Intro
    a. Tool that enables users to build custom reports by defining specific criteria. These reports can then be exported or used to create charts/graphs and mail merges
    b. Report considerations
        i. What information are you looking to extract? 
        ii. Plan a workflow on what tables you will use and how you will connect them
    c. Most common tables 
        i. Student Information use Student Info table 
        ii. Household Information use Households table 
        iii. Admissions Information use Inquiries table 
        iv. Other common tables
            1. Student Attributes 
            2. Student Actions 
            3. Inquiry Actions 
            4. Inquiry Attributes 
            5. Relations Student/Inquiry/Teacher

2. DAT Query - Step 1
    a. Select an initial table from a group
        i. For example, select Student Info table from the Students group 
                1. If you are not sure which table a particular field resides in, use the search box to find appropriate tables 
        ii. Check all the fields that you would like to include in your report from this table and click Save 
                1. To add additional information from this table, click the “Student Info” link
        iii. Once you have at least one field selected, you can run your report at any time by clicking the “Results” tab to the left 
        iv. You can move back and forth between the tabs on the left 
        v. To link the Student Info table to family information, click + next to Student info and connect it to the Relations Student/Inquiry/Teacher table and hit save 
            1. With Condition 
                a. This will only include data if it matches both tables 
                    i. For example, if you select “With” the results will only show information for students that have a relationship associated with a household 
            2. With or Without Condition 
                a. This will include all data from the first table and show blank values from the second table if there is no matches in the second table 
                    i. For example, if you select “With or Without,” the results will show blank household values for students that do not have a relationship associated with a household

        vi. Next click the + next to the Relations Student/Inquiry/Teacher table and link that to the Households table 
            1. You can now select fields that hold household information such as household address, household phone, parent names etc. and click save 
        vii. Click on Results to see your updated report with both Student and Household Information 
        viii. Let’s take this a step further and only include students that are enrolled in the school 
            1. Click the “Student Info” link 
            2. Under the Conditions, set Status = Enrolled and hit Add to the righthand side and click Save.  Note: For schools that use summer divisions, instead of using “Status” field, they should link the student info table to Statuses by Divisions to ensure that they are extracting enrolled students from Academic or Summer Divisions (whichever is desired) 
        ix. If you click “Results,” you should now see only enrolled students and their household information 
        x. At this point you may have noticed that some students show multiple times because they may have grandparent and other secondary households linked to them 
        xi. Let’s take the report one step further and only include primary households 
            1. Click the “Relations – Student/Inquiry/Teacher” table 
            2. Add a condition “Primary Indicator” = “P” and click “Add” and then “Save” 
        xii. If you click Results, you should now only see information for students and their primary households

3. DAT Fields - Step 2 
    a. Alias – Rename original field to the desired name 
    b. Sort – Sort fields in any order. You can also grab fields and move them up or down. The Sort will start from the top field and in the order (ascending or descending that you specify) 
    c. Aggregate – Count records, Average, and Sum data depending on the field you have selected 
    d. Pivot Aggregate – Convert rows to columns for the purpose of counting, summing, or averaging data 
    e. Display Format – For fields such as dates and amounts, you can specify how you would like to display those fields
    f. All Rows – Shows all rows in the results 
    g. Unique Rows – Shows distinct rows in the results i. For example, if you have two records in your report that are identical, the report will only display one record 
    h. Unique Rows with Counts – Shows distinct rows with a total count per row 
    i. For example, if you have two records in your report that are identical, the report will only display one record but show a count of 2

4. DAT Column Order - Step 3 
    a. Drag and drop fields to rearrange the order of columns in your report

5. DAT Results - Step 4 
    a. Export button will download the data in an excel spreadsheet 
    b. Mail Merge – You can set up a mail merge template and use the data source from the report and associate the template to the report. Once this is done, you can run the mail merge anytime from your report 
        i. To download data source, click the “DataSource” button 
        ii. Create a DAT Mailmerge template
        iii. Once you have the template created, upload it using the “Upload” button

6. DAT Save - Step 6 
    a. Query Name – Enter the report name 
    b. Query Group – Select the category to save this report in 
    c. Description – There is a description box to the right which is automatically populated with the fields that you have selected. You can overwrite it to provide a new description 
    d. Roles – Check the user roles for which this report should be visible 
        i. For example, if you check Admin Full, all users in your system with the Admin Full role will be able to access it 
        ii. If you do not check any roles, only you will be able to access the report 

7. Additional Functionality 
    a. Chart: DAT Chart - Step 5 
        i. Chart tab will be enabled in any report that uses an aggregate field such as “Count,” “Average,” or “Sum” in the Fields tab 
        ii. Select your x axis, y axis and chart type to view your report as a visual reference 
    b. Dashboard: DAT Dashboard Element
        i. You can add any DAT report or chart to your dashboards 
            1. For example, to add a DAT report to the Admin dashboard, click the Admin tab 
            2. In the “New Widget” dropdown, there will be an option to select “Data Analytics Chart” and “Data Analytics Grid” 
                a. To add a report, select Data Analytics Grid and click Add. You will then see an option on the widget to select an existing report 
                b. To add a chart, select Data Analytics Chart and click Add. You will see an option on the widget to select an existing report that 
    c. Pivoting: DAT Fields - Step 2 - Pivoting - Pivot function is used to convert rows to columns for the purpose of counting, summing, averaging, or finding min/max of your data 
        i. For example, you can use this do determine how much each family donated in the last 5 years 
            1. Start with the Donor table and link it to Donation (Giving ) table 
            2. Include donor information such as Contact Name and any desired fields from the Donor table 
            3. From the Donation (Giving) table, select the Donation Amount and Fiscal Year Offset field. Fiscal Year Offset will automatically keep your report up to date each year so that you do not have to manually specify fiscal years every year 
                a. The most important part of using “Pivot” is to add a “multiselect” condition on the field that you are trying to show as columns 
                b. In this example, you can set Fiscal Year Offset > Multi-select > 0, -1, -2, -3, -4. The input 0 refers to the current year, -1 refers to last year etc. 
            4. Next, go to “Fields” tab and set Pivot Aggregate on the Fiscal Year Offset to “Sum (Donation Amount)” and run the report 
            5. This report is a pre-built report called “[Development] Fiscal Year Report” for your reference 
    d. Pre-built Reports: DAT Group
        i. In DAT > PCR (Imported) Group, you can find standard pre-built reports. Feel free to modify them and save them as a new report in another group so they are specific to your school’s needs. We will often update and create new reports in the PCR (Imported) group. To request a standard report that you feel may benefit other schools as well, please email support@pcreducator.com and we can deploy that report to all schools
 
A school may decide to pay vendor invoices with a credit card and then pay the credit card company at the end of each billing cycle.

To record this process in PCR Educator, the following steps are recommended:

1.  Follow the steps of Recording Vendor Invoice to record the purchase.  You can debit an expense account and credit Accounts Payable.  Example: If a school purchases laptops from Apple, the invoice would be associated with Apple vendor.
2.  Follow the steps of Recording Vendor Payment to record the payment of the newly generated invoice with your credit card. .  You can debit Accounts Payable and credit the expense account associated with your credit card.  
3.  Follow the steps of Recording Vendor Invoice to record the new balance from your credit card when you receive the statement. In this case, the vendor is your credit card company.You can debit an expense account and credit Accounts Payable.  
4.  Follow the steps of Recording Vendor Payment to record when you pay the credit card using the funds from your bank account. You can debit Accounts Payable and credit the Cash account.  
5.  Follow the steps of Writing Checks to print a check in case you are paying your bank with a check.
Use the same processes as when Reviewing Existing DAT Filter.
There are several possibilities for why a report card pdf is blank.

- The most common reason a specific student’s report card is blank is because they do not have any Parent households with Send Mail checked.  Report cards are generated with an address to send to a specific household.  If there are no send mail households, the report card will have no data. 

- Are you running the correct report?  Courses have a Report Card Type associated with them. If the wrong type of report is being run, then courses won't show up. And since the student likely has all the same type of courses, the student won't have anything to print. Note: If a particular course is not showing up on the report card, make sure that the Report Card Type is specified for that course.

-  Are you running the report from the wrong division?  Report cards are based on courses, which are division specific. If you run it from the admissions division, you will get no data.

- Does the student have any marks or student comments?  Report cards will only print if there is a student comment or mark.  A course comment alone is not sufficient for a report card to print.  This situation could occur if teachers haven’t entered comments yet, and if the registrar hasn’t used the Calculate Official Marks function to pull the marks (not all schools use the calculate function).  Note: If a particular course isn’t showing up for students, check to ensure that the course has Mark Type Headings associated.
DAT
Data Analytics Tool (DAT) is a comprehensive system for creating on-the-fly filters, exports, dashboards, mail merges, emailing, queries and reports supporting advanced database concepts with left joins, logical conditions, aliasing, aggregates, pivots, predefined reports, parametrization, and flexible security access.
The DAT Query is the core part of our Data Analytics Tool that allows you to create custom data sets.  You can then use these data sets for:

- DAT Dashboard Element 

- DAT Mailmerge

- DAT Record Selection

- DAT Multi-Action

DAT Query items can be categorized and shared with other users based on user roles.

Here is a comprehensive index of the articles for DAT:
DAT Query
--DAT Group
--DAT Dashboard Element
--DAT Chart
--DAT Grid
--DAT Query and DAT Filter Common Mistakes
--DAT Multi-Action
--Accessing DAT Query
--Creating New DAT Query
----DAT Query - Step 1
------DAT Query - Step 1 - Choosing Initial Table
------DAT Query - Step 1 - Adding Conditions
--------DAT Field Condition
----------DAT Operator
----------DAT Functional Operator
--------DAT Parameterized Condition
------DAT Query - Step 1 - Selecting Display Fields
--------DAT Display Field
--------DAT Key Id Field
------DAT Query - Step 1 - Connecting Tables
----DAT Fields - Step 2
------DAT Fields - Step 2 - Uniqueness
------DAT Fields - Step 2 - Customizing Display Fields Appearance
------DAT Fields - Step 2 - Sorting
------DAT Fields - Step 2 - Aggregating
------DAT Fields - Step 2 - Pivoting
------DAT Fields - Step 2 - Adding Calculated Field
----DAT Column Order - Step 3 
----DAT Results - Step 4
------DAT Mailmerge
--------Creating DAT Mailmerge Template
--------Producing DAT Mailmerge Results
----DAT Chart - Step 5
----DAT Save - Step 6
-DAT Diagrams
-DAT - Development Data Structure
--DAT Webinar - Development Level I
-DAT - Finance AR Customer Statement Data Structure
DAT Webinar - Finance
--DAT - Finance AR Data Structure
--DAT - Finance AP Data Structure
-DAT - (Re) Enrollment Data Structure
--DAT Webinar - (Re) Enrollment
-DAT Webinar - Scheduling
--DAT - Scheduling Data Structure
-DAT - Admissions Evaluations Data Structure
-DAT - Admissions Inquiries Data Structure
-DAT - Admissions Inquiry Actions Data Structure
-DAT - Admissions Inquiry Action Types Data Structure
Each DAT Query is associated to a DAT Group. DAT Groups allow you to organize Data Analytics Tool queries into groups.  To access the group page, navigate to DAT > Manage Groups.  You must have the Security Full role to access this page.

To add a new Group, enter the name next to the Save button and click Save.

To delete a Group, click the [X] button next to the group name.  

Note: If you delete a group, the queries associated with the group will no longer be accessible.  

Note: The “PCR (Imported)” Group is created by PCR Educator and has standard pre-built queries. Feel free to modify and save them as a new query in *another* group so that they are specific to your school’s needs. We will often update existing and create new queries in the “PCR (Imported)” group  - all queries saved in this group are removed and replaced during an update. To request a standard query that you feel may benefit other schools as well, please email support@pcreducator.com.
Data Analytics Tool (DAT) provides an option to display DAT Query results on various dashboards throughout the system.  There are two types of dashboard elements which can be used to display a DAT Query output:

- DAT Chart

- DAT Grid
Data Analytics Tool (DAT) provides an option to display DAT Query results on various dashboards throughout the system as a custom chart. DAT Chart is a dashboard element that can be added to any dashboard screen. This dashboard widget allows you to display a DAT Query that has a chart.
Data Analytics Tool (DAT) provides an option to display DAT Query results on various dashboards throughout the system as a custom grid.  DAT Grid is a dashboard element that can be added to any dashboard screen. This dashboard widget allows you to display DAT Query results as a grid.
To access any DAT Query navigate to the Data Analytics Tool (DAT) module.  You will need the DAT Full role to access this page. There are several functions available on this page:

- Creating New DAT Query by clicking on the New button.

- Editing Existing DAT Query by clicking on the Edit button next to the chosen DAT Query.  This will take you to DAT Query - Step 1 for the query.

- Opening an existing DAT Query by clicking on the Open button next to the chosen DAT Query.  This will take you to DAT Results - Step 4 for the query.

- Deleting an existing DAT Query by clicking the Delete button. Note: You must be either the owner of the DAT Query or have the Security Full role to delete a query.

- Searching for a DAT Query 

There are a few DAT Query and DAT Filter Common Mistakes you should know about.
To create a new DAT Query, navigate to Data Analytics Tool (DAT) (DAT -> Queries) and click on the New button. The process of creating Creating New DAT Query consists of the following steps:

1. DAT Query - Step 1

2. DAT Fields - Step 2

3. DAT Column Order - Step 3 

4. DAT Results - Step 4

5. DAT Chart - Step 5

6. DAT Save - Step 6
DAT Query - Step 1 is the first process of creating a DAT Query. This step consists of the following functions:

1. DAT Query - Step 1 - Choosing Initial Table

2. DAT Query - Step 1 - Adding Conditions

3. DAT Query - Step 1 - Selecting Display Fields

4. DAT Query - Step 1 - Connecting Tables

Continue to add tables (step 4) and add fields and conditions (steps 2,3) until you are finished.

Note: Once you have at least one table and at least one display field, you are able to proceed to DAT Results - Step 4.
Choosing the initial data table is a part of DAT Query - Step 1. There are two options for choosing the initial table:

- Click on [+] next to the data category, then click on the chosen data table.

- Use Find Table or Find Field feature on the bottom of the page.

Some tables (such as 1099 items) may require that you specify additional parameters for that table to operate. When you select such a table, the system presents Table Required Parameters.
 
When following DAT Query - Step 1 procedures, you have an option to add conditions to any table in your DAT Query. The option to add conditions is presented:

    - after DAT Query - Step 1 - Choosing Initial Table

    - after DAT Query - Step 1 - Connecting Tables

    - after you navigate to DAT > Queries > Query and click on any chosen table in your DAT Query 


To add conditions to your DAT Query:

1. Specify condition criteria by:
    - Selecting Field to add DAT Field Condition
    - Selecting New Filter to create a brand new DAT Filter to add as a condition.
    - Selecting Saved Filter to use a saved DAT Filter as a condition

2. Click Add to add the condition 

3. Check “Parameterize” checkbox to turn any simple condition into DAT Parameterized Condition if desired

Repeat steps 1, 2, and 3 for each condition.

4. When you add more than one condition for the chosen table, you have an option to change how these conditions interact using parentheses as well as specifying AND or OR logical modifiers using the provided logical conditions box.  If you make any OR conditions, be sure to include parentheses to ensure the order of operations are as desired. Note: The default behavior is to AND all conditions together.

Note: Click the Save button to save conditions and exit the table properties wizard.
DAT 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. If you choose to add a Field condition, follow these steps:

1. Choose the field you want to add the condition for.

2. Choose the desired DAT Operator and value if applicable.  
DAT Operator is a part of DAT Field Condition that governs the relationship between the selected field and user-provided values. Note that the operator options change based on the type (numeric, date, or text) of the chosen field. 

In addition to simple DAT Operators such as: =, <>, >, <, contains, not contains, starts with, ends with, multi-select and range, you also have an option to use DAT Functional Operators.

Note: For those operators which have an option for you to specify values, the system only shows 50 first values in your database, so if you don’t see a value you are looking for, you can type it directly in the value box.
DAT Functional Operator is a version of DAT Operator that uses system-calculated values for conditions as opposed to user-specified values as in the case with simple DAT Operators. When you select one of the DAT Functional Operators, you won’t need to specify the operator values directly, as these are calculated by the system. The list of available DAT Functional Operators may change depending on the chosen table, field and data type. 

    - Academic Year calculates the academic year based on the current School Year in School Info.    

    - Academic Year (Admissions) calculates the academic year based on the Admissions Year in School Info. 

    - Fiscal Year (Finance) calculates the fiscal year based on the fiscal years set up in Finance. 

    - Fiscal Year (Development) calculates the fiscal year based on Security > Maintenance > Application Setup page’s Development Fiscal Date field.

    - School Division calculates the school id to use based on your current school division.  This allows the same DAT Query to be used in multiple divisions, but still only show division specific information.  You would generally only use this for fields involving a school id such as course school id or department school id.

    - Is Blank (Date) checks if no value is specified.

    - The Next (Date) checks if the specified date field’s value occurs in the next minutes / hours / days / months / quarters / years as specified by you. Note: Date comparisons are based on school timezone information if it is specified in the application settings, otherwise server time is used.

    - The Last (Date) checks if the specified date field’s value occurs in the previous minutes / hours / days / months / quarters / years as specified by you. Note: Date comparisons are based on school timezone information if it is specified in the application settings, otherwise server time is used.

    - Today always uses today’s date when you access the query. Note: Date comparisons are based on school timezone information if it is specified in the application settings, otherwise server time is used.

   - Other Field allows you to do a comparison with a field appearing in the current table, or with a previous table further up the join conditions.
 
When you add a simple DAT Field Condition with a single value, you have the option to parameterize the condition.  Parameterizing a condition allows anyone running the query to override the supplied (default) value with a new value. 

Note: Parameterization is very useful for dates. You can set up a generic query based on one date and parameterize it.  When accessing the query later, you can easily just change the date without having to edit any query conditions.
When following DAT Query - Step 1 procedures, you have an option to select DAT Display Fields for any table in your DAT Query. The option to select display fields is presented:
  - after DAT Query - Step 1 - Choosing Initial Table

  - after DAT Query - Step 1 - Connecting Tables

  - after you navigate to DAT > Queries > Query and click on any chosen table in your DAT Query

To select a field, simply check the checkbox next to its name. Then, click the Save button to save selected DAT Display Fields and exit table properties wizard.

Note: it is recommended to include DAT Key Id Fields for each table in your DAT Query unless you are planning to aggregate the data in which case DAT Key Id Fields may need to be excluded.
DAT Display Fields are shown in the results for your DAT Query. 
DAT Key Id Field is a unique record identifier that exists in most DAT Tables.  The following table lists out various DAT Key Id Fields.

Table Field
Students > Student Info Student Id
Admissions > Inquiries Inquiry Id
Teachers > Teachers Teacher Id
Households > Households Household Id
Scheduling > Courses Course Id
Security > Users User Id
Development > Donor Donor Id
Development > Donation Donation Id
Development > Asks Ask Id
Finance > Customers Customer Id
Finance > Vendors Vendor Id
Finance > Customer Orders Order Id
Finance > Customer Invoices Customer Invoice Id
Finance > Customer Receipts Customer Receipt Id
Finance > Customer Misc Receipts Customer Receipt Id
Finance > Deposits Deposit Id
Finance > Purchase Orders Purchase Order Id
Finance > Vendor Invoices Vendor Invoice Id
Finance > Vendor Payments Vendor Payment Id
Finance > Vendor Misc Payments Vendor Payment Id
Finance > Accounts Account Id
Finance > Fixed Assets Fixed Asset Id
Finance > Journal Entries Journal Entry Id
A DAT Query allows you to pull data from multiple tables. The Connecting Tables mechanism allows you to connect (join) different tables in your DAT Query. To connect one of the tables in your DAT Query to a new table, navigate to DAT Query - Step 1 (DAT > Queries > Query).

1. Click the [+] icon next to the table you are connecting to.

2. Choose whether you will connect “with” or “with or without”.
    - If you choose “with”, the newly connected table must have data for the original table’s record to show up.  
    - If you choose “with or without”, the original table’s records will always show; however, the newly connected table might not have any data for a particular record - and those columns are empty.

Example:  Your initial table is students, and you choose to join to actions.  For the actions, you are going to include DAT Field Conditions only for Enrolled actions in 2014/2015.  If you choose “with”, only students who have such an action appear in the result set.  If you choose “with or without”, then all students appear in the result set, but action fields are empty for students who do not have an Enrolled action for 2014/2015.

Note: If you link to a table “with or without”, and additional tables connected to that table will also be linked as “with or without”.

Note: Tables that are connected as “with or without” show as italicized.

Note: It is entirely possible to add the same table multiple times.  Suppose you want to see all your applicants for the 2014/2015 school year.  You also want to see their inquiry action date, apply online date, and copied date.  Many of your inquiry records for the year may or may not have apply online or copied dates.  So, you connect Inquiry Actions to your inquiries three times:   Once for action types of Inquiry for academic year 2014/2015; once for action types of Applicant; once for action types of Copied.  Each of these links would be made with the “with or without” option.
DAT Fields - Step 2
The DAT Fields - Step 2 (DAT > Queries > Fields) is an optional step for creating a DAT Query. The DAT Fields - Step 2 step covers the following features:

- DAT Fields - Step 2 - Customizing Display Fields Appearance

- DAT Fields - Step 2 - Sorting

- DAT Fields - Step 2 - Aggregating

- DAT Fields - Step 2 - Pivoting

- DAT Fields - Step 2 - Uniqueness

- DAT Fields - Step 2 - Adding Calculated Field

Path refers to the table for the field.  Sometimes you might have the field appear multiple times and this path helps you distinguish which field is which.

Field is the name of the field being referenced.
Customizing Display Fields Appearance is a part of the DAT Fields - Step 2 process. For each selected DAT Display Field in a DAT Query, a user has an option to customize:

Alias is the name of the heading / column name as it will appear in the result.  If it is left blank, then the heading is based on the field.

Display Format governs the display format of the chosen field.  The available options depend on the type of the field, and this is most useful for dates and currency.
Sorting is a part of the DAT Fields - Step 2 process. To change the sort order of the data in your DAT Query:

    - Drag and drop display fields to change the order of sorting

    - Indicate Sort direction (Ascending or Descending) for each field
 
There are a few different ways in the DAT Fields - Step 2 process to handle duplicate data in a query.  The options in the drop-down include:

    - All Rows will show all rows which could include duplicate rows.

    - Unique Rows will remove duplicate rows from the results.

    - Unique Rows with Count will remove duplicate rows from the results, but also include a count of how many times that particular row would have appeared.
Aggregation is a part of the DAT Fields - Step 2 process and it allows you to use of one of the aggregate functions as opposed to using the field directly. You can specify an aggregate function for any numeric DAT Display Field. 

Example:  You have selected fields for customer and invoice total.  You can use the sum aggregate to get the invoice totals for customers.  Suppose you now change that to have customer, invoice date, and invoice total.  Now, when you use the sum aggregate on the invoice total, you will get the daily invoice total for customers.  Each additional field you have in your result will further determine how the Aggregate is calculated.

    - Count will give a count of all the values.

    - Distinct Count will give a count of unique values.

    - Average will give the arithmetic mean - defined as Sum / Count

    - Max will find the maximum value.

    - Min will find the minimum value.

    - Sum will add up all the values.
Pivoting is a part of DAT Fields - Step 2 process and it allows converting rows to columns for the purpose of counting, summing, averaging, or finding min/max values for your data.  Only DAT Display Fields that have a Multi-Select condition from the DAT Query - Step 1 - Adding Conditions step are eligible to be a Pivot Aggregate column.  The multi-selected values become new columns on the result and will show the values in the rows according to the aggregate function.  Example:  The 1099 query for merging 1099 MISC in finance has a condition on Box Number for values 1 through 14.  The pivot aggregate function is a Sum on the Box Paid Amount.  The resulting output lists each box number as a column, and the value for each column is the sum of the paid amounts for that box number for each vendor.
 
DAT Column Order - Step 3 (DAT>Queries>Column Order)  allows you to drag and drop the fields into the order you want them to appear in your result.

Note:  Typically you would want the columns you are sorting by first to be the first columns appearing in your result.  However, the order the columns appear in the result, and the order that the data is sorted can be totally different.
DAT Results - Step 4 (DAT > Queries > Results) shows the results of your query and allows you to:

- Export the data

- Override default values for DAT Field Conditions 

- Navigate to an entity dashboard by clicking on a hyperlinked id filed on each row if you have included any DAT Key Id Fields

- Select all records at once by clicking Select All if the query contains any DAT Key Id Fields.

- Use DAT Mailmerge features
DAT Query results can be used to perform a mail merge within the system as a part of DAT Results - Step 4.  Follow these steps to use DAT Mailmerge features:

1. Creating DAT Mailmerge Template

2. Producing DAT Mailmerge Results
To create a DAT Mailmerge Template access DAT Results - Step 4, then:

1. Click the DataSource button to create a header file.

2.  Use the header file to create a Mail Merge template in MS Word and save it with a doc extension.

3. Select your new Mail Merge template by clicking the Select button next to Upload New Template.

4. Click the Upload button to upload the new Template.
 
To mailmerge DAT Query results, access  DAT Results - Step 4, then:

1. If the selected DAT Query does not have an associated mailmerge template, follow Creating DAT Mailmerge Template steps to create one.

2. Click Mailmerge
 
DAT Chart step allows you to see the result of your DAT Query as a chart. The DAT Chart step is only enabled for queries which have aggregated display fields (DAT Fields - Step 2 - Aggregating). 

The Data Group may be any non-aggregate field and will sub-group the data according to the selected field.

Note: Pivot Aggregate fields do not qualify as an Aggregate field for the purposes of making a Chart.
 
This step allows you to save your query so that it can be reused at a later time.

Note: The description box is pre-populated with a description of your query based on the fields and conditions you’ve added.  You may choose to provide a new description.

Note: If you change your DAT Query, the description is re-calculated based on those changes.  You will need to specify your custom description again if desired.

The query roles determine which other users are able to see the query.  Anyone with one of the specified roles is able to run the query.

Note: Only the author of the query may save any changes to the query.  However, anyone with roles to access to the query may make changes and save their own new version of the query.

Note: Consider carefully before making a query available to other user roles.  DAT Display Fields are already restricted in terms of which roles can access them when building a DAT Query; however, if you create a query based on those fields and specify different roles for the query as a whole - anyone with the roles to access the query will be able to see all the data on the query result, including fields they might not normally have access to.

If you are the owner of the query, you will have the option to “Update” the query.  This will save over the current query.

The option to “Save New” which will create a new copy of the query with any changes you have made.
 
A DAT Filter may be initialized two ways:

- Initializing DAT Filter from DAT Query: The filter operates on the currently selected table.

- Initializing DAT Filter from List: The filter operates on the currently selected list of records.
 
To initialize a new filter:

1. Click on the table name that would be used for the new filter.

2. Under “Conditions” pick “New Filter” from the available choices.

3. Click on the orange filter (funnel) icon.

The next step is Adding DAT Filter Condition.
1. Navigate to the list.

2. Click on the orange filter (funnel) icon.

The next step is Adding DAT Filter Condition.
DAT Filter is a recursive concept because it can be created from other filters or consist of other filters. The resulting DAT Filter may consist of multiple DAT Filter conditions where each condition is represented by a filter. Each condition can be added:

- from Creating New DAT Filter on the fly using the New Filter selector next to Add New Filter Item label

- from a previously saved DAT Filter by selecting the name of the filter next to Add New Filter Item label
 
Creating New DAT Filter uses the same concepts as Creating New DAT Query, so to create a new DAT Filter follow these steps:

1. DAT Query - Step 1 - Adding Conditions

2. DAT Query - Step 1 - Connecting Tables

Repeat steps 1 and 2 as many times as needed. Once you finish creating the new DAT Filter, click Add button on the top.
 
Once you are finished Adding DAT Filter Conditions, you have an option to indicate whether each DAT Filter condition will use “Must Have” or “Must Not Have” logic. 

The most common use for “Must Have” or “Must Not Have” are to find students that have or do not have certain actions, attributes, or courses.  Example: You want to find all the students who have submitted a contract for 2014/2015.  When building your filter, search for students that have a “Student Action” with an “Action Description” of Contract Submitted, and an “Academic Year” of 2014/2015.  Add your filter conditions, add your filter, then apply your filter.  Example: You want to find all the students who have NOT submitted a contract for 2014/2015.  When building your filter, search for students that have a “Student Action” with an “Action Description” of Contract Submitted, and an “Academic Year” of 2014/2015.   Add your filter conditions, add your filter, change it to “Must Not Have”, then apply your filter.

When you add more than one filter, you have an option to change how these conditions interact using parentheses as well as AND or OR logical modifiers.  If you make any OR conditions, be sure to include parentheses to ensure the order of operation are as desired.  

Note: The default behavior is to AND all conditions together.
You can access the Manage Filters page by navigating to Maintenance > Filters.  You will need the DAT Full roles to access this page.  The Manage Filters page lists all DAT Filters that you have authored or otherwise have roles to access.  By default, only filters authored by you are listed; however, you can use the drop-down to switch which authors you are looking at.

- Click Edit for Saving DAT Filters.

- Click the [X] image in the last column for Deleting DAT Filters

Note: The Category determines what kind of data the filter would apply to.
If you are the author or if you have the Security Full role, you may delete a DAT Filter.

Note: Be careful about which DAT Filters you delete.  If a DAT filter is used by the website to limit page or control visibility or to determine which email templates are to be sent, these will no longer work once the filter is deleted.  DAT Filters might also be used for triggered notifications or other processes, which will no longer work if the filter is deleted.
When you create a DAT Filter, the system automatically generates a description for the new filter. To review the description of a saved DAT filter:

- navigate to the list of entities where this filter is available
- select the name of the filter from the filter drop-down
- click the orange funnel/filter icon to load the filter popup

The system presents the details and the description of the selected filter. 
 
We are aware that an update that Firefox/IE recently made to their browsers has impacted some functionality in our system. While we are waiting for Firefox/IE to address these issues, we recommend that our clients use the most up-to-date version of Google Chrome to access PCR Educator Software. We appreciate your cooperation.
On the Email Merge screen, if you receive a popup error that reads, "Error while executing filter StripScriptsFilter - TypeError: Cannot read property 'replace' of undefined," please review your Chrome extensions to make sure that Grammarly is disabled.

This link provides information on how to manage Chrome extensions

Grammarly extension has a script/code that accesses text fields on a given webpage. It also attempts to modify the page to provide feedback to a user. This code, which is owned and maintained by Grammarly inserts its own HTML and also sometimes works incorrectly causing pages to crash. PCR Educator has no technical capability to access Grammarly code and to fix it and thus the only solution is to disable Grammarly extension or use "incognito" browser feature.

This is a known problem that affects many web applications:
Grammarly Known Errors
 
The settings for Gradebook Category and Gradebook Assessment weighting can have a very significant impact on how grades are calculated.  Therefore, as soon as there is a single saved Progress or Report Card mark for the course section - in any marking period - the ability to change the course section’s weighting preferences is disabled.
The category weight cannot be changed if there is a Report Card mark or Progress Report mark recorded for any student in any marking period of the associated course section.
Note: If the category is an MYP Category, then the weight is determined by the Mark Type and cannot be changed by the teacher.

If you want to use new weights for the upcoming marking period, you need to create a new category (or set of categories) with the desired weights and make sure the new assessments are created with the new categories.  

Example: Suppose you have two categories, “Tests” is worth 40% of the grade and “Homework” is worth 60% of the grade.  In quarter 2, you decide you want Tests to be worth 50% and Homework to be worth 50%.  To accomplish this, create a category called “Tests Q2” and “Homework Q2” with the appropriate weights.  This way, you are not changing the gradebook category weighting for an existing category; instead, you are creating new gradebook categories with new gradebook category weights.  Make sure that all your gradebook assessments in quarter 2 are using the new categories.
https://www.pcreducator.com/Customer-Portal/40969

PCR Educator Customer Portal provides access to several functions:

1.  It allows your school staff to communicate with other schools in a discussion board.  For example, if an Admissions staff member from your team wants to learn how other schools handle a specific process in our system, this is a good platform to compare notes with other schools. 
2.  It allows your school staff to register to modules that may be of their interest or pertinent to their day to day activities.  They can then participate in a discussion forum for modules for which they are registered.  This will also ensure that if we send notifications about a module for which they are registered, they will be included in our emails.
3.  It allows your school staff to subscribe/unsubscribe from different types of notifications.  For example, they may choose to subscribe to Critical Updates and unsubscribe from Newsletters.
4.  It provides access to help articles and FAQs that can easily be searched for by keywords. A user does not need to log in to access this functionality.

A school administrator can manage their staff accounts through the PCR Educator School Portal.

If you do not yet have access to the PCR Educator Customer Portal, please reach out to support@pcreducator.com for more information.
https://www.pcreducator.com/School-Portal/40598

PCR School Portal allows school administrators to register employees to specific modules, add new staff, and deactivate staff who have left the school or do not wish to use the PCR Educator Customer Portal. 

If you are a school administrator and do not have access to the PCR Educator School Portal, please reach out to support@pcreducator.com for more information.
To delete a student, navigate to Admin > Student > Details > Delete.  You need the Admin Full role to access this page.  

Note: Deleting a student is an unrecoverable action.  Make very sure that you have the correct student before you delete them.

Note: Deleting a student will remove all of the student’s data.  This includes their actions, schedule, attendance, grade history, and user.  Any invoices or receipts associated with the student will lose the student association.

Note: Household records associated with the student will also be deleted if there are no other students associated with the household, there are no financial records associated with the household, and there are no giving or donor attribute records associated with the household.
Since the parent teacher conferences are based on classes that students are signed up for in Term 1, please select Term 1 when you create PTCs. To ensure that families can sign up for PTCs even during the start of Term 2, please go to Admin > Maintenance > Marking Period Info and verify that Parent-Teacher Conference Registration dates in Term 1 are set appropriately. It is ok if parent-teacher conference registration dates in Term 1 overlap the attendance dates in Term 2.
Schools can upload the following pictures:

1. Uploading Applicant Picture
2. Uploading Parent Picture
3. Uploading Staff Picture
4. Uploading Student Picture
Note: The size of any individual photo cannot exceed 2MB.

Note: The only file extensions supported are .jpeg, .png, and .gif.  The photos must be in one of these three formats.
There are two ways to upload student pictures.

1. Uploading Student Picture Individually
2. Uploading Student Picture in Bulk
 
To upload an individual student picture, navigate to Admin > Students > Details > Picture.  You will need Admin Full or Admin Read roles to access this page. Please review Uploading Pictures Requirements prior to following the steps below.

To add or replace the current file:
- Click the “Choose File” button.
- Navigate to the directory with your file.
- Select the file.
- Click the “Open” button.
- Click the “Attach File” button.
To upload multiple student pictures at once, navigate to Admin > Maintenance > Upload Student Pictures.  You will need the Admin Full role to access this page. 

In order to upload the photos in bulk, each photo will need to be named with the id of the student it will be associated with.  Example: John Doe has a student id of 12345.  You have a photo for him named “JohnDoe.png”.  His photo’s file name should be renamed to “12345.png”.

Note: When renaming the files to include the id, do not change the file’s extension.

Please review Uploading Pictures Requirements prior to following the steps below.

To upload the new photos:
- Click on the “Select” button.
- Navigate to the directory with your photos.
- Select all the photos to upload.  If you want to select all the files in the directory, you can press and hold “Ctrl” and then press the “A” button.
- Click “Open”.  The files will then begin to upload.  Wait until they have finished uploading successfully.
- Click the “Upload Selected Files” button.
There are two ways to upload staff pictures.

1. Uploading Staff Picture Individually
2. Uploading Staff Picture in Bulk
 
To upload an individual staff picture, navigate to Admin > Staff > Details > Photo.  You will need Admin Full or Admin Read roles to access this page. Please review Uploading Pictures Requirements prior to following the steps below.

To add or replace the current file:
- Click the “Choose File” button.
- Navigate to the directory with your file.
- Select the file.
- Click the “Open” button.
- Click the “Attach File” button.
 
To upload multiple staff pictures at once, navigate to Admin > Maintenance > Upload Staff Pictures.  You will need the Admin Full role to access this page. 

In order to upload the photos in bulk, each photo will need to be named with the id of the staff it will be associated with.  Example: John Doe has a teacher id of 12345.  You have a photo for him named “JohnDoe.png”.  His photo’s file name should be renamed to “12345.png”.

Note: When renaming the files to include the id, do not change the file’s extension.

Please review Uploading Pictures Requirements prior to following the steps below.

To upload the new photos:
- Click on the “Select” button.
- Navigate to the directory with your photos.
- Select all the photos to upload.  If you want to select all the files in the directory, you can press and hold “Ctrl” and then press the “A” button.
- Click “Open”.  The files will then begin to upload.  Wait until they have finished uploading successfully.
- Click the “Upload Selected Files” button.
There are two ways to upload parent pictures.

1. Uploading Parent Picture Individually
2. Uploading Parent Picture in Bulk
 
To upload an individual parent picture, navigate to Admin > Households > Details > Photos.  You will need Admin Full or Admin Read roles to access this page. Please review Uploading Pictures Requirements prior to following the steps below.

To add or replace the current file:
- Click the “Choose File” button.
- Navigate to the directory with your file.
- Select the file.
- Click the “Open” button.
- Click the “Attach File” button.
 
To upload multiple parent pictures at once, navigate to Admin > Maintenance > Upload Parent Pictures.  You will need the Admin Full role to access this page.

In order to upload the photos in bulk, each photo will need to be named with the id of the parent it will be associated with along with either “-0” for the first parent, or “-1” for the second parent.  Example:  You have photos of Mr. and Mrs. Smith to upload.  Their household id is 67890.  Mrs. Smith is the parent 1 record, and Mr. Smith is the parent 2 record.  Mrs. Smith’s photo would need to be renamed to “67890-0.gif”.  Mr. Smith’s photo would need to be renamed to “67890-1.gif”.

Note: When renaming the files to include the id, do not change the file’s extension.

Please review Uploading Pictures Requirements prior to following the steps below.

To upload the new photos:
- Click on the “Select” button.
- Navigate to the directory with your photos.
- Select all the photos to upload.  If you want to select all the files in the directory, you can press and hold “Ctrl” and then press the “A” button.
- Click “Open”.  The files will then begin to upload.  Wait until they have finished uploading successfully.
- Click the “Upload Selected Files” button.
 
To upload an individual applicant picture, navigate to Admissions > Inquiries/Applicants > Details > Picture.  You will need Admissions Full or Admissions Read roles to access this page. Please review Uploading Pictures Requirements prior to following the steps below.

To add or replace the current file:
- Click the “Choose File” button.
- Navigate to the directory with your file.
- Select the file.
- Click the “Open” button.
- Click the “Attach File” button.

Note: Pictures for applicants should primarily be uploaded by parents through the Apply Online.
Please use the following reports located in Data Analytics Tool (DAT) -> PCR Imported category
prior to preparing 1099 forms and sending them to your vendors. Please note, you will need  FinanceAP Full or FinanceAP Read roles to access them.

- [Finance] 1099 Verification Report – Invoices
- [Finance] 1099 Verification Report - Misc Payments
- [Finance] 1099 Verification Report - Summary

These reports are year-specific, so you need to make sure to pull the correct year. To do so:
- Open a report.
- Click on Query tab on the left.
- Click on ‘1099 Items’ table.
- Specify the correct Tax Year below Table Required Parameters.
- Click Save.
If Parent Teacher Conferences are not showing for parents, please check the following:

- Are the Parent Teacher Conference Registration Dates open in Marking Period Info?  In particular, make sure the years are correct.  Also, don’t forget to click Save!
- Make sure the Parent Teacher Conf checkbox is checked for the Course.
- Have you set up Parent Teacher Conferences for a future date?  Configuring Parent Teacher Conferences is necessary for each Term that Parent Teacher Conferences are held.
- Do the parents have a student enrolled in a course section taught by a teacher eligible for Parent Teacher Conferences?  The course section must have a teacher, the course must be eligible for Parent Teacher Conferences, and the student must be enrolled in the section.
- Are there settings you need to change on the portal?  Please review Configuring Parent Portal for Parent Teacher Conferences
 
For schools responsible for reporting to the British Columbia Ministry of Education, there are a number of fields available which need to be maintained, and a number of imports and exports available.  

1. Export/Import PEN
2. Export 1701
3. Export/Import Trax

Note: Every export will need the school’s Facility Code specified in the CEEB code in School Info.  To see and access many of these fields your school must be a Canada school.

Note: Grade Levels need to be configured to map to your school’s grade levels with a suitable 1701 code.

Note: Please review the 1701 specifications and TRAX specifications for detailed information about the BC Ministry reporting requirements.
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. 

You can access this page by navigating to Admin > Maintenance > Export/Import PEN.  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.  To access this export, navigate to Admin > Maintenance > Export 1701.  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.
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 > Maintenance > Export/Import Trax.  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 integer value of 10, 11, 12, or the student is taking at least one examinable 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.  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 for the Course or as a Student Override for the course, 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 course month.
   
Note: For CRS and XAM exports, the course month is reported  as follows:
    - 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 an override on the student course, that month will be 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.
 

This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

To support reporting of students to the British Columbia Ministry of Education, there are numerous fields available on the Student records.  To access these fields, navigate to Admin > Student > Details, and scroll down to the Canadian heading.  You will need Admin Full, Admin Read, Registrar Full, or Registrar Read to access this screen.

School Fund Code is the fund code for the student in the current year.

Fund Code Next Year is the fund code for the student next year.  When the current school year is close, this will be moved to the School Fund Code

Note: The fields appearing on this screen are important for the BC Ministry Reporting requirements.  Some fields are important for 1701 Specifications, others the TRAX Specifications.  Some are important for both.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

To support reporting of courses to the British Columbia Ministry of Education for our BC schools, there are numerous fields available on the Course records.  To access these fields, navigate to Admin > Course > Details, and scroll down to the Canadian heading.  You will need Admin Full, Admin Read, Registrar Full, or Registrar Read to access this screen.

These fields are also available to be changed for individual student courses in Historical Marks and Student Course Overrides.  The fields appearing on this screen are important for the BC Ministry Reporting requirements.  Some fields are important for 1701 Specifications, others the TRAX Specifications.  Some are important for both.
This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The 1701 specifications are available for download here.

This article is only relevant for Canadian schools for BC Ministry Reporting purposes.

The Trax specifications are available for download here.

The reconciliation of accounts receivable is the process of matching customer balances to the accounts receivable total stated in the general ledger. This matching process is important because it proves that the general ledger figure for receivables is justified.

There are two primary methods of accounts receivable reconciliation:  

1. Reconciling Customer Balance to A/R Aging Report. 
2. Reconciling Customer Balance to General Ledger.

To reconcile accounts receivable account:

- Navigate to Finance > AR > Customers screen.  
- Click the “Balance” column.
- Specify balance parameters.  For more information, see Customer Balance Configuration.
- Click Finish.

At the bottom of the screen, review the total customer balance for your Accounts Receivable account as you can then compare that to the A/R Aging report and/or to the general ledger.
 
- Navigate to Finance > Reports.
- From the list of reports, select A/R Aging or A/R Aging Summary report.  A/R Aging report provides details that make up each customer’s balance whereas A/R Aging Summary report only lists the customer’s balance.
- Enter report parameters and click Request Report.
- Compare the Aging Report balances against the balances on the AR > Customers screen to confirm they match.  If they do not match, review Accounts Receivable Reconciliation - Discrepancy to identify a possible cause for any discrepancies.
- Navigate to Finance > Ledger > Chart of Accounts screen.  This screen shows ledger balance for each account.
- Search for the appropriate Accounts Receivable account.
- At the top of the screen, there is a “Date” field.  Enter the date to match the date you specified in the Customer Balance screen.
- Compare the General Ledger balance against the Customer Balance to confirm they match.  If they do not match, review Accounts Receivable Reconciliation - Discrepancy to identify a possible cause for any discrepancies.

Note:  The General Ledger screen only takes into account posted transactions.  Therefore, if you are reconciling the Customer Balance screen to the General Ledger, do not include unposted transactions in Customer Balance Configuration screen.
In Finance > AR > Customers/Students screens,  there is a section that breaks down the balance by transaction type and account.  By default, the balance is calculated as of today.  However, the school can adjust settings to view customer balances as of a certain date, include unposted transactions, exclude liability accounts etc.  To access balance calculation settings, click the “Balance” column.

If a category in Excluded Account Categories is checked, any transactions within that category are not included in the customer balance.  Example:  If your school has a deferred account set up to hold payments that were paid before the invoice issued date, it is recommended to exclude Liability account category.  This prevents deferred payments to be counted in the customer balance if the “To Date” in balance settings is set prior to the invoice issued date.

Transactions are calculated in the customer balance starting from the date specified in From Date up until the date specified in the To Date field.  If From Date is not specified, the balance calculation takes into account all transactions up until the To Date.

If Include Unposted is checked, transactions that are not posted as of the selected range of dates are taken into account in the balance calculation.  
When reconciliation is conducted, there may be differences between the customer balance and the general ledger balance.  Any of the following reasons can account for these differences:

- There are journal entries posted to the accounts receivable account. In DAT, there is a report called [Finance] AR Reconciliation - Summary, that breaks down transactions by description.  This will help you identify if there are any journal entries associated with your accounts receivable account.
- There are miscellaneous receipts posted to the accounts receivable account.  In DAT, there is a report called [Finance] AR Reconciliation - Summary, that breaks down transactions by description.  This will help you identify if there are any miscellaneous receipts associated with your accounts receivable account.
- There are invoices that credit the accounts receivable account instead of debiting it.  In DAT, there is a report called 
[Finance] AR Reconciliation - Invoices Debiting AR Account that will help you identify such invoices.
- There are receipts/credits that debit the accounts receivable account instead of crediting it.  In DAT, there is a report called [Finance] AR Reconciliation - Receipts/Credits Debiting AR Account that will help you identify such receipts/credits.
- The parameters specified in the Customer Balance Configuration screen do not match those that are specified in the General Ledger screen.  Example:  Unposted transactions may be set to show on Customer Balance - - Configuration screen whereas the General Ledger screen only takes into account posted transactions.

Similarly, there may be differences between the customer balance and the customer aging report.  Any of the following reasons can account for these differences:

- There are invoices that credit the accounts receivable account instead of debiting it.  In DAT, there is a report called 
[Finance] AR Reconciliation - Invoices Debiting AR Account that will help you identify such invoices.
- There are receipts/credits that debit the accounts receivable account instead of crediting it.   In DAT, there is a report called [Finance] AR Reconciliation - Receipts/Credits Debiting AR Account that will help you identify such receipts/credits.
- The parameters specified in the Customer Balance Configuration screen do not match those that are specified in the Aging Report.  Example:  Unposted transactions may be set to show on Customer Balance Configuration screen whereas the A/R Aging Report may be configured to show posted transactions only.
Below are different scenarios related to balance calculation. 

Scenario I:  Smith Family has two posted invoices of $500 each issued on 7/1/2018.  They make a payment of $1000 on 7/15/2018 which was posted the same day.  

i) What is the customer balance as of 7/5/2018?

The customer balance as of 7/5/2018 is $1000 since the invoices are posted prior to 7/5/2018 and receipts are posted after 7/5/2018.

ii) What is the customer balance as of 7/16/2018?

The customer balance as of 7/16/2018 is $0 since the customer paid off their invoices prior to 7/16/2018.

Scenario II:  John Able is an enrolled student at the school.  His parents are divorced and will each pay half of John’s tuition.  John goes to a fancy school so his total tuition amount is $40,000.  An invoice of $20,000 is billed to his father and another invoice is billed to his mother.  His father has paid $15,000 of the invoice as of today and his mother has paid $10,000 of the invoice as of today.

i) What is the father’s balance as of today?

The father’s balance as of today is $5,000 since he has paid $15,000 of the invoice.

ii)  What is the mother’s balance as of today?

The mother’s balance as of today is $10,000 since she has paid $10,000 of the invoice.

iii) What is John’s (student) balance as of today?

John’s student balance as of today is $15,000 since both of his parents have paid $25,000 out of his total invoice of $40,000.

Scenario III: Beckham Family has decided to pay tuition for the student Rick Nile, who is connected to the Nile Family.  Since Rick does not go to as fancy of a school as John, his family is billed $10,000 for tuition.  The invoice is posted and is issued on 7/1/2018.  Beckham Family pays the invoice on 7/15/2018 but their receipt is not posted until 7/20/2018.  The payment is then bounced on 7/25/2018 so the school has to void the receipt on that day.

i) What is the Nile Family’s posted customer balance as of 7/5/2018?

Nile Family’s posted customer balance as of 7/5/2018 is $10,000 since the invoice is not paid at that time.

ii) What is Beckham Family’s customer balance as of 7/17/2018 if unposted transactions are included?

Beckham Family’s customer balance as of 7/17/2018 is $0 since their receipt has paid off another customer’s invoice.

iii) What is Rick’s student balance as of as of 7/17/2018 if unposted transactions are included?

Rick’s student balance as of 7/17/2018 is $0 since his invoice has been paid off by Beckham Family’s receipt.

iii) What is Nile Family’s posted customer balance as of 7/20/2018?

Nile Family’s posted customer balance as of 7/20/2018 is $0 since their invoice has been paid off by Beckham Family’s receipt.

iiii) What is Nile Family’s posted customer balance as of 7/29/18?

Nile Family’s posted customer balance as of 7/29/18 is $10,000 since Beckham Family’s payment bounced on 7/25/2018.
 
There are two ways to calculate balances in PCR Educator system:

1. Balance Calculation - By Student 
2. Balance Calculation - By Customer

Finance > AR always allows schools to review balances by student or by household, however, it is important that a school chooses one approach and maintains consistent interface to parents when it comes to calculating balances for Point of Sales (including Cafeteria), low balance automated notifications, online statements and payment options.

Customer balances are calculated based on customer invoices, customer receipts, and customer credits.  Student balances are calculated based on invoices, receipts, and credits that are associated with the student record.  Other types of transactions such as miscellaneous receipts are not taken into account.  

The Finance > AR > Customers screen shows customer balances for each customer and a total balance separated by transaction type and account at the bottom of the screen.  Similarly, the Finance > AR > Students screen shows student balances for each student and total balance separated by transaction type and account at the bottom of the screen.  The balance calculation takes into account settings described in Customer Balance Configuration.


Type Include Unposted Calculation Method
Invoice No This section is calculated based on transactions associated with customer/student invoices. In the As of [Date] column, all credit transactions are summed up and subtracted from all debit transactions where the invoice issued date falls within the specified As of [Date]. In the After [Date] column, all credit transactions are summed up and subtracted from all debit transactions where the invoice issued date falls after the date specified in After [Date] column. Note: Invoices should only have debit transactions to the accounts receivable account unless they are voided.

Invoice Yes This section is calculated based on the total amount of all invoices associated with the customer/student. As of [Date] includes total amount from invoices not posted as of the issued date specified in this field. After [Date] includes total amount from unposted invoices that are issued after the date specified in this field.

Receipt/Credit No This section is calculated based on transactions associated with customer/student receipts or credits. Each receipt/credit has a debit and a credit transaction. The accounts receivable account is debited on a receipt/credit and the transaction is reversed (credited) if the receipt/credit is voided. For any receipt/credit that is voided, the amount that is debited is summed up and added to the sum of the credited amounts from posted receipts/credits. Example: Let’s say that a customer has a posted receipt of $500 and a voided receipt of $200 as of [Date]. The total amount in As of [Date] column for posted receipts will show ($300).

Receipt/Credit Yes  This section is calculated based on transactions associated with customer/student receipts or credits. As of [Date] includes totals from receipts/credits not posted prior to the date specified in this field. After [Date] includes totals from unposted receipts/credits that are dated after the date specified in this field. Note: If a customer pays an invoice for another customer, the receipt amount is counted only in the customer balance of the person whose invoice is paid. Example: Let’s say that a student’s grandmother pays $500 against an open invoice of $1000 billed to the student’s parent. The parent will now have a balance of $500 whereas the grandmother will have a zero balance even though she has a receipt of $500 associated with her record.
If parents and students are not able to see class schedule, 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 in the current term. 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.
Mark Types Headings organize Mark Types into groups for Report Cards, Progress Reports, and Interim Reports.

Subject is the heading as it appears on the portals and on reports.

Note can be used to help you identify the heading and how it is used. 
Example: You might have multiple headings of the subject “Grades”, but with different grading requirements at different grade levels, or course subjects.  You want the heading to say Grades on the report card but need to differentiate them when associating them with courses.  You can add a more detailed description for your own convenience in this field.

Use the up and down arrows to the left of the existing headings to control the order that they should appear - both on the teacher portal and on reports.

Headings can only be deleted if they have no mark types attached.

Note: Mark Types Headings must be added to course before teachers can enter grades.  There are multiple ways for configuring course mark type headings.
 
To create a new Mark Type Heading, you need the Registrar Full or Registrar Read role to access the page.

To configure Mark Type Headings:
- Navigate to Admin > Maintenance > Mark Type Headings.
- Choose whether the heading is Report Card, Progress Report, or Interim Report.
- If the heading is for a Middle Years Program of an IB school and each Mark Type is a category in the course, check Is MYP.
- Click the Add New Button.
 
Mark Types determine what grades are available to appear on the Report Cards, Progress Reports, or Interims. Mark Types are organized by Mark Type Headings.

Topic is what appears on the reports for the name of the grade.

Notes is additional information about the grade.  Certain report cards may make use of the Notes field, but it is usually only for internal use.

Score Entry Type determines what sort of values may be entered.  

Grade Type determines  what this type of score means.  The available options for the Grade Type changes depending on whether you choose Report Card, Progress Report, or Interim:

    - Grade Type - Report Card
    - Grade Type - Progress Report
    - Grade Type - Interim 

For each mark type that you set up, you also need to specify Mark Type Marking Period details. 
These are the grade type options available for Progress Report Mark Types.

Progress Grade is like a Course Work grade, except it is only calculated for grades up until the Faculty Progress Report Entry begin date.  Required for Progress Reports.

Progress Effort designates an effort grade for progress reports.  This Grade Type is not required.

Progress Other is for any other grades or skills you might want on the progress reports.  This Grade Type is not required.

Other is another option for any grades or skills you might want on the progress reports.  This Grade Type is not required.
These are the grade type options available for Interim Mark Types.

Other is the only choice. This Grade Type is not required.

Note: Many schools do not have interim grades.  Instead, they only have an interim comment, and if teachers want to provide a grade, they include it in the comment.
Mark Type Marking Period details provide means to record a configuration specific to each marking period. 

MP is the marking period.  Check off which marking period the mark type is applicable to.  For Semester based schools, Exam, Term, and Final Exam grades are only valid in marking periods 2 and 4, and  Final grades are only valid in marking period 4.

Weight is the weight for the mark type in that marking period.  

Calculation Type determines how the grade is calculated.  The options available are different for different Grade Type.  Every grade that is used as the basis for calculating another grade has a Reported Mark and an Average.  The Reported Mark may be a letter or a number, while the Average is always a number.  Depending on the Calculation Type involved, grades may be calculated on this Average or based on the average as it currently exists in the grade book.

    - Teacher Entered/Not Calculated means that nothing is calculated and the teacher must enter the grade.  

    - Current Gradebook means that the average is calculated for the current grade book grade.  

    - Average of Course Work and Exams calculates the grade based on the Average specified for the corresponding reported mark.  

    - Current Gradebook and Exams calculates the grade based on the current gradebook average and the exam average.  

    - Average of Terms and Final Exams calculates based on the reported averages.  

    - Current Gradebook and Final Exams calculates the grade based on the current gradebook average and exam average.  

    - Category MYP calculates an MYP grade for a category of the same name.  Courses with such a mark type are forced to have a category of the same name, with weight and assessment possible points matching the weight for the Mark Type.  

    - Reported Category MYP calculates the grade for the course according to the MYP Conversion Chart from the MYP categories.  

BC Trax Type determines if and how the grade is reported for to the British Columbia Ministry of Education.

BC Trax Month specifies what month is reported to the BC Ministry for the BC Trax Type.

Note: The BC Trax Month should be provided at most once across all of a course’s mark types.  This month determines the session reported.  If multiple months are specified, then the session will randomly selected from the months on the associated mark types.
To access mark types, navigate to Admin > Maintenance > Mark Types.  You need Registrar Full or Registrar Read roles to access this page.

To create a new mark type:
- Choose whether it is for Report Card, Progress, or Interim.  
- Choose the Mark Type Heading it will appear under.  
- Choose the Score Entry Type it will use.
- Click “Add New”.

Use the up and down arrows above each mark type to change the order that they should appear.

Once any grades have been entered for a mark type, you will no longer be able to delete the mark type.
Score Entry Types describe what options are available for entering reported grades or evaluations.

Name is the name of the score entry type. This name is not visible to teachers, it’s used for identifying score entry types when associating them with mark types.

Method determines how the score is entered or otherwise selected.

All Divisions designates a score entry type as available as an Action evaluation only.

Notes are any notes used to help explain or differentiate a score entry type.  Since there are usually many MYP entry types for each MYP course, all the criteria for the same course should include the course name in the notes.

Once a Score Entry Type is created, please specify possible Score Entry Type Values.
To add a new Score Entry Type, you will need Admin Full or Registrar Full roles.
- Navigate to Admin > Maintenance > Score Entry Types.
- Specify the Name.
- Specify the Method of entry.
- If this is for an Action Evaluation, check the All Divisions check box.
- Add a Note if desired.
- Click Add New Type.

Once the new Score Entry Type has been added:  
- Click Details on the Score Entry Type.
- Go to Values.
- Click Add New, and add the appropriate Score Entry Type Values.
- Click Save.
 
Score Entry Type Values determine which values are permitted for the score entry type.

Letter is a single option available in the radio button or dropdown. You will need to add each letter option that would appear in the radio button or drop down.
    - Single Value is the letter value as it will appear on reports.
    - Numeric Value is the minimum average for a student to receive this letter value.
    - MYP Comment is the comment which would be shown for an MYP letter option.

Number Range specifies the acceptable range and precision for a number to be entered.  This would only be added one time for any Score Entry Type.  
    - Min Value is the lowest value that can be entered.
    - Max Value is the highest value that can be entered.
    - # Decimals is the total number of decimals that can be entered.

Freeform: Anything may be written.

Note: You can have multiple Letter values and a Number Range for a single score entry type at the same time.  In this case, the primary grade would be a number grade while the letter grades would be variations on excused scores such as NG, P, F, EX.

Note: The maximum length of text permitted for a grade is 10 characters.  This would include any numbers typed in for a number grade and FreeForm text entry.
 
There are two ways to associate mark type headings to courses.
1. Associating Mark Type Heading to Courses Individually
2. Associating Mark Type Heading to Courses in Bulk
 
Mark type headings for a course are managed on the page Admin > Courses > Details > Mark Types.  You need the Registrar Read or Registrar Full roles to access this page.

To associate a mark type heading to a course:
- Check the checkbox next to the mark type heading to be added to the course.
- Click the right arrow button to add the mark type heading.

To remove a mark type heading from a course:
- Click the delete [X] button.

Note: If the course already has any mark entered for a mark type associated with that heading, you will not be able to remove the heading.

Note: The action of adding or removing an MYP mark type heading from a course will result in grade book category changes.
To remove a mark type heading from multiple courses, navigate to Admin > Courses.  You need Registrar Full to access this page and multi-action.

- Select the courses to associate the mark type heading to.
- Pick the “Add Mark Type” option from the multi-action drop down at the top or bottom of the grid.
- Check the boxes next to the headings you wish to associate with the course.
- Click the “Associate” button.
When a school calculates balances by student, the balance displayed on the student’s dashboard, POS screen, online statements and payments only reflects activity for the selected student and not his/her siblings. 

Example: if a student is part of blended family and the balance is tracked by student, then any household associated with that student can add “lunch” money to the student account and see the current student’s balance for cafeteria. At the same time, each student associated with these households will not share the same balance. This also means that the lunch money will need to be loaded individually for each student. This is a great option for schools with many blended households.
When  school calculates balances by customer, the balance displayed on a POS screen for student, online statements and payments reflects all activity for the selected customer regardless of the associated student (if any).

Example: if there are several students in a family and the balance is tracked by customer, then whenever any of the siblings access POS, they will all share the same billing household customer balance. Similarly, if a school established Max Unpaid Balance in Student Purchase Option, then this option will take into account the customer balance. This option allows parents to load lunch money once for the whole family as opposed to loading it for each student individually. However, since the balance is tracked by customer, other households connected to the same students will not have access to either seeing the balance or loading the money onto the account. 

Note: consider a situation when the balance is tracked by customer and a school creates an invoice for Smith Family for their daughter Amy’s fieldtrip. In this case, Smith family is marked as Amy’s billing household and Amy’s name is referenced on the invoice. Amy’s grandparents Jack and Karie Forest can still send a check to the school to cover her field trip and the system will allow the user to accept the receipt from a non-billing household. However, since the original invoice is not associated with Forest household and online statement and payments are configured to be shown by customer, Jack and Karie will not see Smith Family’s balance.  
Historical Marks are all the grades that appear on transcripts from prior years.

Academic Year is the year the grades are applicable to.  Note that most transcripts will sort the courses first by Academic Year then by Department’s Report Order then by Course Name.
If you wish to designate a historical mark as a summer course, keep this sort order in mind.  An example would be 2010/Sum which would put the class in a section after 2010/2011 year but before the 2011/2012 year.

Course Name is the standard name of the course.

Transcript Course Name is an alternate name for the course which may be shown on transcripts, depending on the transcript settings.  The default is to show the Course Name.

Type-Level is used for prerequisite logic, containing the type and level of the course.

School Name is the name of the school where the course was taken.  This field will normally be blank unless the course was taken at an external school.

Grade Level is the grade level of the student at the time the course was taken.

Number of Terms is the number of semesters or trimesters the course met for.

Credits Per Term is how many credits are earned for each semester of the course.

GPA Weight is the grade point average weighting.

Class Rank Type is used for including courses in specialized class ranks.

Example: where Class Rank Type might be used - you can designate all AP courses as AP, and run a Class Rank.  Some schools have a separate GPA for just their academic courses or some other variation of a custom GPA.

Department is the department the course belongs to.

Staff First Name is the first name of the primary teacher who taught the course.

Staff Last Name is the last name of the primary teacher who taught the course.

Attribute 1 is a field to store arbitrary information.

Attribute 2 is a field to store arbitrary information.

Attribute 3 is a field to store arbitrary information.

Include In GPA determines whether or not the course is included in GPA calculations.

External indicates whether the course was taken at the school or taken elsewhere.

Marks option will change depending on if your school is set up as Semester or Trimester school.  The Mark Type article will explain in greater detail what these marks mean.

TRAX are fields specifically used to comply with British Columbia Canada reporting requirements.  Most schools will not see these fields.  Please refer to the BC Ministry of Education TRAX documentation for details.

Trax Exam % is the grade of the exam provided by the BC Ministry

Trax School % the final grade assigned by the school.  The Trax School % does not include the Trax Exam % in its average, and the grade is based only on the course work performed at the school.  For an Examinable Course, the BC Ministry will provide both the Trax Exam % and Final Mark.

Examinable Course indicates if the course is an examinable course
.
Electronic Exam indicates if the exam was taken electronically
.
Month refers to the Exam month for examinable courses.

Code is the course code for this course.

Level is the course level for this course.

Related Code is the related course code for this course.

Related Level is the related course code for this course.

Type refers to the Course Type of Challenge, Equivalency or none.

Grad Req indicates whether a course meets the requirements for Fine Arts, Applied Skills, or Both.

Special Case indicates whether there is a provincial exam special case.

To Write Exam Grade 12, 2004 Grad Program only for optional written exams.


Note:  Transcripts generally only show grades of Semester/Trimester, Final, or both.  The other marks are retained for historical purposes.
To ensure historical marks will be reported correctly, current year schedule courses must be configured correctly.  The settings for the course are accessed via Admin > Courses > Courses > Details. You will need the Registrar Full role access the Registrar portion of the courses’ information.

For particular course grades to migrate to historical marks or appear on transcripts, make sure that Include On Transcript is checked.  If your school has alternate names for the course which appear on the transcript, specify the Transcript Course Name.  If the course is to be included in GPA calculations, make sure that the Credits Per Term, and Include In GPA are specified.  If the course is to have a weighted GPA, then specify the appropriate GPA Weight.  If the course is part of a special type of GPA calculation, you may also need to specify the Class Rank type.

The other important consideration for grades to appear on transcripts correctly is to make sure that the course has appropriate Mark Types associated.

Note:  Most schools don’t have a special Class Rank type which would calculate on a transcript.

Note: If a class is not set to Include On Transcript, then it will not be moved to historical marks when closing the school year.
There are several methods for updating historical marks for students.

1. Updating Historical Mark for a Single Student
2. Migrating Single Student Current Year Marks to History
3. Importing Student Historical Marks in Bulk
4. Updating Student Historical Marks in Bulk
To manage an individual student’s historical marks, navigate to Admin > Student > Details > Historical Marks.  You will need Marks Full or Marks Read roles to access this screen.  

- If the course and year is not already present, in the upper right corner of the screen select the appropriate year and click New.

Note
: If the desired year is not available in the drop-down, add a new record with any year and you will be able to modify the year on a new record.

- If the course and year are already present, then press the Edit button next to the course name to modify the grades or other data.  

- Don’t forget to Save!
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: 
- his/hermarks will move to history 
- the current year grading and comment data will be removed
- daily attendance will be summarized
- attendance records will be removed
A school can mass import historical marks by navigating to Admin > Import > Historical Marks.   You need the Import role to access this page. 
A school can mass update existing historical marks by navigating to Security > Update > Historical Marks.  You need the Security Full role to access this page.  

Note: The easiest way to use the update historical marks is to create a DAT report that includes Hist Student Mark Id, and other fields you want to update.  Export the data, make sure the column names match the Update column name and run the Update.
There are a number of ways for Updating Historical Marks.

If the course was taken last year, and you were expecting it to migrate to history as part of the close of school year, please ensure that the course is set to Include On Transcript.
Parent Teacher Conference records allow schools to track short meetings or conferences between parents and teachers to discuss a child's progress at school and find solutions to academic or behavioral problems. Each teacher will have many open time slots available for the parents to sign up for from Parent Portal.  

Date is the date of the Parent Teacher Conference time slot.

Start is the start time of the time slot.

End is the end time of the time slot.

Teacher is the teacher the time slot is for.  

Household is the household signed up for the time slot. When new time slots are created, they are not associated with any households or students.

Student is the student signed up for the time slot.  Initially, no student should be specified.

Room is the room that the Parent Teacher Conference will be meeting in.  Optional.

Note: Parent Teacher Conferences are separated by school division and Term.
To manage already created parent teacher conference time slots
- Navigate to Admin > Maintenance > Parent Teacher Conferences. You will need the  Admin Full role to access this page.
- Click the Schedule link to edit a specific time slot.
- To delete time slots, check the slots to be deleted and use the multi-action Delete.

Room is the room the conference would be held in.

Student is the student signed up for the slot.

Household is the household signed up for the slot.

Note: Reasons you might edit a time slot would be to change the room or unschedule/reschedule a parent for a time slot outside of the open dates.  Mostly, parents should sign up for their desired time slots through the Parent Portal.
 
Signups for a Parent Teacher Conference are made by the parent.  The parent will first pick the desired Teacher, then the Date, then the Time on that day.  The teachers appearing in the dropdown will be based on the currently selected student.  The dates will be limited to only days that the teacher has an open time slot.  Only open time slots will be shown.

To add the control for parent teacher conferences to a page, you would find it under Updatable > Parent Teacher Conf.  The settings specific to this control include:

Limit Signups
- None means there is no limit per Course Section or per Teacher
- Once Per Student Per Course Section means that the parent may meet with the same teacher multiple times.  Useful if the time is needed to discuss course subject matter for each course.
- Once Per Student Per Teacher means that even if the student has multiple classes with the same teacher, the parents can still only sign up for that teacher once.

Max Signups Per Household limits the total number of signups by the household across all their students. 

Example: if the household has 5 students, and the max signups per household is 2, they will be able to sign up for at most 2 conferences.  If the setting is empty, there is no limit.

Max Signups Per Student limits the household signups based on how many students they have.  If the setting is empty, there is no limit.

Read Only is used if you just want parents to be able to see their signups without making changes.  You would use this to make a reporting only page.  If the current date is outside of the open date ranges for parent teacher conferences in Configuring Marking Period Info, then the control will automatically be read-only.

Show All Students when checked will show parent teacher conference sign-ups for all a household’s students.  If unchecked, only the currently selected student’s signups will show up.

Limit Signups, Max Signups Per Household, Max Signups Per Student all work together when limiting signups.

Households will not be able to sign up for conflicting times.

Note: For signups, Parent Teacher Conferences use the time zone specified in the CMS application settings.  If no timezone is specified the local server time is used.

Note: Parent Teacher Conferences only display slots for primary teachers for each course section for the selected student. 

Note: Parent teacher conferences are specific to the teacher, not the course section.  This means that individual teachers have their own parent teacher conference schedules.  Secondary teachers won’t see the primary teacher’s schedule.
Note, all start dates take effect as of midnight of that day. All end dates include through the end of the day, turning off at 11:59 pm. Also note the system uses your school's time zone specified in Security>Maintenance>Application Setup. If the time zone is not specified, the system uses the server time.
Soft Credits are a means to recognize another donor for playing an important role in the actual donation received.

Contact - The other donor receiving credit for the donation
Amount - The amount the other donor will be soft credited for
 
Adding a soft credit to donations is performed under Development > Donation > Details > Soft Credit.  To access this page, you will need Development Full or Development Read roles.  To edit soft credits, you will need the Development Full role.

Note: You can add multiple donors receiving soft credit, and the amount to be soft credited is entirely up to the discretion of the development office.  

Note: Soft Credits will not impact the actual giving dollar amounts or statistics, or affect Finance reconciliation with Development.
Marking Period Info records control visibility and access for a variety of Term and Quarter specific functions.  You can access this page under Admin > Maintenance > Marking Period Info.  To access this page, you will need Archiving Full, or Archiving Read roles.  The Term will be designated as either Semester or Trimester depending on how the School Info is set up and can be different for each school division. 

Period Name is the name of the marking period.  In the case of a Trimester school, there will be one marking period per Trimester.  In the case of a Semester school, there will be two marking periods per term (Quarters).

Attendance Dates refers to the date range when classes are actually in session. 

Faculty Report Card Entry controls when teachers are able to enter Report Card marks and comments for the marking period.

Faculty Progress Report Entry controls when teachers are able to enter Progress Report marks and comments for the marking period.

Faculty Gradebook Open controls when teachers can enter grades for the marking period.

Student Self Entry controls when students may enter Self Comments on the Student Portal.

Parent-Teacher Conference Registration
 dates controls when parents may sign up for Parent Teacher Conference on the Parent Portal.

Student Activity Registration dates control when students may sign up for a Student Activity Course.

Notes:

A Semester school can opt to not use certain marking periods if they only want one marking period per Term.  If a school chooses to do this, they should use marking periods 2 and 4 in order for the grades to operate properly in grade book, report cards, and transcripts.

Generally, Faculty Gradebook Open may extend somewhat past the end of the Attendance Dates as teacher work on finalizing Report Card grades.  It should not extend past the Faculty Report Card Entry dates.

All start dates take effect as of midnight of that day.  All end dates include through the end of the day, turning off at 11:59 pm.  Also note that this is server time (except for Parent-Teacher Conference Registration).  If your database is housed on an East Coast server, these cut-on/off times will be Eastern time.
 
Unless “all divisions” option is checked, the list of student (Admin>Students, Admissions>Students, Development>Students, or Scheduling>Students ...) only shows records which belong to the selected division. A student record belongs to the currently selected division if:

-   The user is looking at the student records from any location other than Scheduling>Students or the user selected current year scheduling and the student:
       -   is enrolled in any course from the currently selected division
       OR
       -   has any course selections for the currently selected division, 
       OR
       -   belongs to a course waitlist in the currently selected division
       OR
       -   has a grade level associated with the currently selected division.

OR

-   The user is looking at the student records from Scheduling>Students, the user selected next year scheduling, and the student:
       -   has next year grade level that is associated with the currently selected division
       OR
       -   has course selections for next year for the currently selected division
       OR
       -   belongs to a course waitlist for next year in the currently selected division
       OR
       -   has a next year grade level associated with the currently selected division.


Unless “include all” checkbox is also checked, the system will only show students if

-   The user is looking at the student records from any location other than Scheduling>Students  or the user selected current year scheduling and the student has a status of Enrolled in the currently selected division.

OR

-   The user is looking at the student records from Scheduling>Students, the user selected next year scheduling, and the student has next year status of Enrolled in the currently selected division.
 
Forms centers around updating information and consenting to various requirements of the school. In the end a Forms Submitted action is generated with any PDFs being associated with that action. So, aside from deleting the action (which also removed the PDFs generated), there should be nothing more to reset.
The Finance Manager can record development activity into the General Ledger through journal entries. For more information, see Recording Development Activity in Finance through Journal Entries.

To access reconciliation reports, a user must have GL Full role.

To reconcile development activity with the finance ledger, go to DAT and select the PCR (Imported) group. Open the report called [Finance] Donation Reconciliation Report. This report will provide donation information, transaction date (posted to the ledger), journal entry information, and account information of each transaction.

To review a list of all transactions that have been posted by the Development Office but have not yet been posted as journal entries by the Finance Office, go to DAT, select the PCR (Imported) group and review the report called [Finance] Unposted Development Transactions.

Through the combination of the two reports, the finance office should be able to tie out all posted donations by the Development Office.
Our offices will be closed on Monday, September 3rd 2018 in observance of Labor Day. We will resume normal hours on Tuesday, September 4th 2018.
Unless “all divisions” option is checked, the list of staff and teacher records (Admin>Staff or Scheduling ->Staff) only shows records which belong to the selected division.

A staff record belongs to the currently selected division if one of the criteria applies:

- The staff record is connected to a user account which is associated with the currently selected division. 
OR
- The staff is marked as a primary or secondary teacher for at least one course section for the current year.
OR 
- The staff is marked as a primary or secondary teacher for at least one course section for the next scheduling year, the user selected next year scheduling and the user is looking at the staff records from Scheduling ->Staff.

Example: if a user selects “Next Year Schedule” on the home page, then only teachers who teach any course sections in next year schedule will show up on the list of staff records (Scheduling ->Staff) unless they are associated with user accounts connected to the currently selected division.
 
Each teacher can delete his or her assessments by navigating to the list of assessments in the Teacher Portal, selecting all assessments in bulk and using a multi-action “Delete Assessments" option.
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.
Budget Managers are users in a school who have access to specific General Ledger Accounts for managing purposes. Budget Managers can:

- See any activity in the general ledger related to their accounts;
- Review and approve purchase orders related to their accounts;
- Submit budget requests for their accounts;
- Review budget reports related to their accounts;
To associate an account, a user must have FinanceBudget Full role.For a user to have access to Budget Manager features, a user must have FinanceAccountMgr Read or FinanceAccountMgr Full roles. Only FinanceAccountMgr Full role allows edits (approving purchase orders or submitting budget requests).

There are several ways to assign budget managers to finance accounts:

- Assigning Budget Managers to Finance Accounts Individually
- Assigning Budget Managers to Finance Accounts in Bulk

Assigning Budget Managers to Finance Accounts Individually

- Navigate to Finance>Ledger>Chart of Accounts> Account Details>Budget Managers
- Select any user with a role of FinanceAccountMgr Full or FinanceAccountMgr Read and click Add.

The newly assigned budget manager will be listed below.

Assigning Budget Managers to Finance Accounts in Bulk

- Navigate to Finance>Ledger>Chart of Accounts>
- Multi-select accounts
- Use multi-action Add Managers
- Select any user with a role of FinanceAccountMgr Full or FinanceAccountMgr Read and click Add.
When a long term substitute takes over a course section, they will need control over the gradebook from the previous teacher as well as the ability to add new gradebook assessments over the course of the year.

The process of merging gradebook categories allows the new teacher to copy gradebook categories that the original teacher was using in their gradebook.

In the Teacher Portal, navigate to the Gradebook Preferences page to view the “Category Merge” widget. Please note that each school has the flexibility to rename this page and add it to the Teacher Portal according to their preferences.
In the Original Category dropdown, select the name of a gradebook category that the previous teacher had created.
In the Merge To dropdown, select a gradebook category that the new teacher has created and click the merge button to merge the two gradebook categories. Otherwise, select Copy Original Category and click the merge button to associate the original gradebook category to the new teacher.
To record extra credit on a specific gradebook assessment, simply enter more points than the possible number of points allotted for the gradebook assessment. You will receive a popup message as a warning that the number of points you are entering exceed the total possible points. Press “Ok” to save the grade.

Alternatively, if extra credit does not belong to any particular gradebook assessment, you can create a new gradebook assessment and set the possible points amount to zero. Adding any grade above a zero to this type of gradebook assessment will provide students with extra credit.

Note: Extra credit will be calculated based on your gradebook set up. For instance, same number of extra credit points in a higher weighted gradebook category will impact the overall grade more than a lower weighted gradebook category.
Gradebook Assessment Types are used to label different gradebook assessments that are entered by the teacher in the CMS Teacher Portal. With gradebook assessment types, you can specify the maximum number of gradebook assessments that a student can have in a specific period with that gradebook assessment type. Example: A school may restrict each student to have a maximum of 1 test or project on any given day.
- Go to Security > Maintenance > Gradebook Assessment Types.

- Enter the Name of the gradebook assessment type. This will be the gradebook assessment type name that the teachers will be selecting from when entering a gradebook assessment.

- In Assessments per Student, enter the number of gradebook assessments a student could have in a day.

- Enter the Interval in Days. This will not allow a student to have another gradebook assessment of the same type within that number of days. This will prohibit a student from having two tests in two days.

Note: A school is required to have at least one gradebook assessment type but Assessments per Student and Interval in Days fields are not required if your school does not have a limit on how many gradebook assessments a student can have within a specific period.
A gradebook category is used to group gradebook assessments. i.e., tests, homework, quizzes, projects, etc. Gradebook categories may be weighted and must be entered before you add gradebook assessments.
An gradebook assessment is referred to as any graded or non-graded item that the teacher assigns to a class; i.e., a single homework, report, reading assignment or test. Example: A gradebook category may be called “Test,” while a gradebook assessment may be called “Test Ch 1” or “Test Ch 2.”

Each gradebook category may have many gradebook assessments and teachers can input gradebook assessments throughout any open marking period.

Description refers to the gradebook assessment name and is displayed on the Student and Parent Portal as well as the Teacher Portal.
Short Description (10 character limit) in an abbreviated gradebook assessment name and is displayed in the gradebook.
Possible Points refers to the total number of points a gradebook assessment is graded on.
Start Date refers to when the gradebook assessment is assigned to students or when students should start working on the gradebook assessment.
Due Date refers to the last day to complete the gradebook assessment. A gradebook assessment can have the same start and due date.
Visible Date determines when the gradebook assessment will show online to students and parents. Example: if you want to show a gradebook assessment on the calendar only a week before the gradebook assessment start date, you can set the visible date to one week before the start date.
If Show in Gradebook option is selected, the gradebook assessment will be visible in the gradebook for teachers to enter grades. Note: If a gradebook assessment such as an assigned reading project will not be graded, the Show in Gradebook option can be unchecked.
If Enable Dropbox is selected, students will be able to submit gradebook assessments electronically.
Each teacher needs to set up gradebook categories in the CMS Teacher Portal in order for the them to enter gradebook assessments to show on the calendar and in the gradebook.

Recording Gradebook Category

To create gradebook categories:
- Navigate to the Gradebook Preferences page in your Teacher Portal. Please note that each school has the flexibility to rename this page and add it to the - Teacher Portal according to their preferences.
- In the Add New Category section, select the division you want to add the gradebook category to from the Division dropdown and Enter the gradebook category name.
- Click “Add.” The gradebook category should now be added to this page.
- Click “Edit” on the bottom right corner of the gradebook category.
- Use checkboxes to select all of the course sections that the gradebook category applies to.
- In the Weight column, you can specify the gradebook category weighting for each section.
- Use the Excl. Drop column to make the gradebook category ineligible for lowest grade calculation. For more information, see Configuring Gradebook Settings.
- Click the Update button in the bottom right corner of the gradebook category to save the changes you have made.

Notes:

- Gradebook categories and gradebook category weighting must be set up for the entire school year.
- You may not change gradebook category weight once an assessment linked to that category has a grade.
- Although you may not modify a gradebook category weighting that you used in a previous period if it has assessment grades, you can Add a new gradebook category with a new gradebook category name. For example Tests Q2 may be a gradebook category specifically for quarter 2. A new gradebook category may then be weighted differently from similar gradebook categories in previous marking periods. This way, you are not changing the gradebook category weighting, you are creating new gradebook categories with new gradebook category weights.
- You cannot move an existing gradebook assessment to a different or new gradebook category.

Recording Gradebook Assessment

- On the Assessments screen, click “New.”
- Enter gradebook assessment details.
- If there is any additional information you would like to enter about the gradebook assessments, you can record that information in the multi-line text box.
- This information will be available to students and parents.
- Select the classes that you would like to apply this gradebook assessment to by using the checkboxes to the left of the course name.
- With each selected course, you can enter additional information:
*Points: Populate this if you’d like to override points for a specific section.
*Start: Populate this if you’d like to override start date for a specific section.
*Due: Populate this if you’d like to override due date for a specific section.
*Visible: Populate this if you’d like to override visible date for a specific section.
- Click “Save.”
In your Teacher Portal, go to Gradebook Settings/Preferences page. This may be located under the “Class” heading or somewhere else depending on your school’s set up.

- Check Category Weight if certain gradebook categories will have more impact on the gradebook average than others. For example, If gradebook assessments within the Test gradebook category will have more impact on the gradebook than gradebook assessments within the Homework gradebook category, you will check the Category Weight option.

- Check Assessment Weight if certain gradebook assessments within a specific category will be have more impact on the gradebook than others.

- Check Hide Gradebook option if you do not wish to share your gradebook grades in the Parent/Student Portals.

- A teacher can specify Lowest Grade Calculation if she wishes to drop a gradebook assessment score. The gradebook will automatically highlight the lowest grade based on the lowest grade calculation that is set.

Note: The lowest grade will only be calculated based on gradebook categories that do not have the “Excl Drop” option checked.

Note: The system will NOT automatically drop the lowest grade, it is up to the teacher to exclude grades at the end of the term.
The gradebook provides functionality for teachers to see each student, different gradebook categories, all previous grades, and how the current grade affects the gradebook category average and the overall gradebook average to date.

The gradebook also has columns for primary reported marks (quarter, exam, term, and final) to show how gradebook assessment scores affect grades that will be transferred to report cards. For more information on setting up reported marks, refer to Configuring Mark Types.

Group By Category option in the dropdown is used to list gradebook assessments by gradebook category.

Group By Date option will list gradebook assessments in order by their due dates.

The header of the gradebook control has icons that are used for various displays and to export the gradebook.

Sort Ascending icon sorts each column in an ascending order. Student name columns are sorted in alphabetical order by last name whereas gradebook assessment and reported marks columns are sorted in numerical order from lowest to highest value.

Sort Descending icon sorts each column in a descending order. Student name columns are sorted in reverse alphabetical order by last name whereas gradebook assessment and reported marks columns are sorted in numerical order from highest to lowest value.

Switch X and Y Axis icon provides teachers the option to show student names in columns and gradebook assessment names in rows and vice versa.

Export icon extracts the gradebook into an excel spreadsheet.

Refresh icon recalculates all gradebook grades.

Open in New Window opens the gradebook on an empty page (without top or left navigation menu). This function provides more real estate for the gradebook and reduces the amount of scrolling in order for teachers to view the entire gradebook.

The Replace functionality can be accessed by clicking on any gradebook assessment column. This option allows teachers to find/replace grades for any gradebook assessment. This feature is convenient if teachers want to use a default grade for their gradebook assessments.

The Save and Recalculate functionality for reported marks can be accessed by clicking on a reported mark column. “Save All” button will finalize grades that will show on the report card and “Clear All” will recalculate grades if additional gradebook assessment scores are added after the teacher has finalized reported marks.

Note: When “Save All” option is used, reported marks will be saved and additional gradebook assessment scores will NOT affect saved grades unless the teacher recalculates reported marks by pressing “Clear All” button and then resaving the grades.
- Navigate to the gradebook page. This may be located under the “Class” heading or somewhere else depending on your school’s set up.
- If gradebook categories have been configured, gradebook assessments have been created, and gradebook entry dates are open, you should be able to view and record gradebook grades for each student.
- To add a gradebook assessment grade, click onto one of the cells that correspond to the correct student and gradebook assessment. The student row and gradebook assessment column will be highlighted and you should be able to enter a numerical grade.
- To enter a comment for a specific grade, right click on the cell. A pop-up box should show up which will allow you to enter a comment.
- Grades are automatically saved when you move the cursor to another cell.
- Verify that grades are calculated based on your gradebook category/assessment weights.

Notes:

- By default, each cell will contain two asterisks. The gradebook will not include this gradebook assessment in the calculated marks for any student with the two asterisks. Any gradebook assessments that are marked with **, will show up in the “Missing Grades” widget in the Teacher Portal if the gradebook assessment due dates have passed.
- The values that can be entered into the gradebook include:
* Numbers – The total number of points the student received on a gradebook assessment. If the student received no credit for a gradebook assessment, make sure you enter 0 (zero) for the gradebook assessment.
* EX – This can be used to mark that a gradebook assessment is excused. This will not be calculated into the student’s grade and will not appear as a missing grade for the student.
* IP – This can be used to mark that a gradebook assessment is in progress. This will not be calculated into the student’s grade.
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
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 Contact 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 Contact Attributes to contacts. 

1. Navigate to Contact Details (Development>Contacts>Dashboard>Contact Details>Attributes) 
2. Select Contact Attribute Category 
3. Select Contact 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.
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 ha