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The Parent/Student Attendance Entry CMS Widget is a CMS Widget that allows a parent or student to report attendance ahead of time.  The Parent/Student Attendance Entry CMS Widget is available under the Students category.  Please review Adding CMS Widget for more information.  Example: If a student has a doctor’s appointment, the parent can record it ahead of time through this widget. 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

To Time Text changes the label for the To Time entry box.  If left blank, the default value is “To.”
To migrate a single student’s current year marks to history, navigate to Admin > Student > Details > Move To History.  You will need Marks Full roles to access this screen.  

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

  - Click Add.

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

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

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

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

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

  1. Click the “Content” link on the top-left of the page.
  2. Click the “Add Widget” tab on the right of the page.
  3. Select the appropriate CMS Container. Note: The selected container will be highlighted on the page to indicate where the CMS Widget is being added.
  4. Select the CMS Widget Category by clicking on the plus icon.
  5. Click on the appropriate CMS Widget to add it to the page.
  6. Specify the properties and click Save.  Note: See CMS Widget - Standard Properties for more information.
 
The widget is shared by includes links to pages that the control is associated with.

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

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

Filter determines if the CMS widget will be visible based on the filter conditions.   If the current user qualifies for the filter, then the CMS Widget will show. Note: by default when no filters are specified, all widgets are visible.
 
One of the following roles are required to access the query: Development Full, Development Read.

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

There are three basics accounts needed in the Finance portal: 

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

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

A Deposit/Bank Account, which is used to record all payments to the school. The category for this account can be liability or asset and the account type is Bank Account.
Please begin by following Importing New Records.

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

Notes: Parent1_Email and Parent1_Email_Type are repeated 2 more times (for a total of 3 potential email addresses).
All fields for Parent1 are repeated for Parent2.
Parent1_Phone1 and Parent1_Phone1_Type are repeated 3 more times (for a total of 4 potential phone numbers)
Emergency_Phone1 and Emergency_Phone1_Type are repeated 2 more times per contact (for a total of 3 potential phone numbers). All Emergency information is repeated 5 additional times (for a total of 6 contacts).
The Descriptor_address fields are repeated 9 more times (for a total of 10 different addresses)
Ever find yourself a little lost in the DAT? What if I told you there was an easy way to find what you’re looking for, and better yet, that we have a video showing you exactly how to do it? 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Website Full role is required to make this change. 

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

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

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

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

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

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

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

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

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

Recognize That All Alumni Are Not The Same

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

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

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

Remain True To Your School’s Brand

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

Stay Relevant

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

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

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

Use automation to keep alumni engaged

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

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

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

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

Organize giving events

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

Gamify fundraising

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

Empower storytellers

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

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

Implement P2P Fundraising for Recent Grads

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

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

Make it personal

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

Give them a concrete goal

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

Link it to Social Media

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

Give Alumni a Designated Place On Your Website


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

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

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

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

Build a Lifelong Relationship


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

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

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

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

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

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

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

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

Follow (Re) Enrollment Contract Signature Setup.

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

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

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

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

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

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

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

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

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

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

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

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


Classification determines the classification used for customer receipts.

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

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

Deposit Description determines the description which appears on the deposit.

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

Deposit Classification determines the classification used on the deposit.

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

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

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

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

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

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

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

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

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

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

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


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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Reasons Why Retention is Important

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

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

Retention is Crucial to Hit Enrollment Goals

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

Retention = Financial Sustainability 

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

Attrition Takes a Toll on Your Community 

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


Steps to Improve Student Retention

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

Find Out Why Students are Leaving

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

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

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

Truly Understand Your Families 

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

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

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

Faculty Workshops

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

Staff Enrollment Update Newsletters

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

Community Service Days

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

New Student Lunches

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

Special Financial Aid Funds and Financial Aid Nights 

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

Parent Ambassador Programs

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

State of School Event or Letter

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


In Conclusion

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

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

To find unallocated AR Receipts/Credits:

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

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

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

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

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

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

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

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

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

Example:

Original template:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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


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

Deposit Summary
Deposit Total $2000.00
Deposit Total $2000.00


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


Payment Summary
Tuition $20000.00
Total $20000.00

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

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

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

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

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

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

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

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

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

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

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

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

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


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

AR Credit


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

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

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

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

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

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

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

Note: If an Action’s status or substatus is modified or if an Action is associated with a new School Division, it may take up to 24 hours to reflect the change that the Action may result in.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

What is GA4?

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

How Will This Benefit Your School? 

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

Create a new GA4 property:

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

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

 

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

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

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

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

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

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

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

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

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

This process will:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

There are six ways to update Stored Payment Info:

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

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

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

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

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

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

What is Peer-to-Peer Fundraising?


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

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

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


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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Include in GPA Courses Only will run the GPA for only courses marked as Include in GPA.  If this setting is unchecked, the GPA will calculate for all courses.  By default, this should be checked.

Min Grade Level is the lowest grade level which is used for the GPA calculation. Example: if the min grade level is set to 11, then marks for grade levels 10 and lower are not used for GPA calculation.

Max Grade Level is the highest grade level which is used for the GPA calculation. Example: if the max grade level is set to 10, then marks for grade levels 11 and higher are not used for GPA calculation.

Min Student Grade Level is the minimum grade level that the student must have in order for the GPA to calculate.  Example: You might decide to only have the GPA calculate for seniors, but you still want the GPA to calculate for their 9th grade courses forward.  In this case, the Min Grade Level would be 9, the Max Grade Level would be 12, and the Min Student Grade Level would be 12.

Projected Type will use any available term grades in the GPA Calculation if there is no final grade yet.  Note: This setting is only applicable if the Term of Final (or Coursework) setting is specified as Final.  If there is only a semester 1 grade, then it will be used.  If there is a semester 1 and semester 2 grade, then both will be used.  

Term of Final (or Coursework) indicates if the GPA should be calculated based on Term grades, Final grades.  This setting is only applicable for Year and Cumulative style GPA Calculations.

Weighted GPA indicates whether the GPA should be weighted or not.

Note: Transcripts will use the specified settings by default.  In the case where the transcript shows both weighted and unweighted GPAs, the transcript will toggle the setting itself for both weighting types.
The class rank calculates the GPA for all selected students.  To run the class rank, navigate to a Student list and use the “Class Rank” multi-action.  You need Registrar Read, Registrar Full, Marks Read, or Marks Full roles to access this multi-action.  Choose the GPA Type that you want to run a class rank for.  This will load the default GPA Settings for the GPA.  Note: Any changes you make here will not change the default GPA Settings.  NoteSchool Year is only applicable for Term, Year, and Cumulative GPAs.

Note: When you run the GPA, the results will be sorted according to the highest GPA and shows both the GPA Point and Credit total used for the result.  Clicking the GPA link for the student will show the Class Rank Details for how that GPA was calculated.
The class rank details feature shows how the GPA is calculated for selected students. To run the class rank detail, navigate to a Student list and use the “Class Rank Detail” multi-action.  You need Registrar Read, Registrar Full, Marks Read, or Marks Full roles to access this multi-action.  Use this screen to diagnose why a GPA might be incorrect.  

Each course is calculated as follows:
Points = GPA Points from the Grade Conversion Chart * Credits Per Term * # of Terms
Credits = Credits Per Term * # of Terms

Verify for each row that:
1. All courses that should appear in the GPA actually show up. Note: The most common reason why a GPA is incorrect is when a course is not marked as Include in GPA.  This typically happens when a new course is created for the year, and the Include in GPA checkbox was not checked.  Alternatively, you might have too many courses showing up, and you’ll want to determine why.
2. Verify the Credits per Term is correct.  Note: If this is incorrect, make sure it is correctly specified on the course or historical record.
3. Verify the Terms are correct.  Note:  In the case of a Year or Cumulative GPA that is based on Term grades, you will see 1 row for each Term grade.
4. Verify that the GPA Weight is correct.  Note: If this is not correct, make sure Weighted GPA is checked if you intended to run a weighted GPA.  Next, confirm that weighting is correctly specified on the course or historical record.
5. Verify that the GPA Points are correct per the equation above.  Note: If this is incorrect, confirm that you have the correct number of points specified for the grade in the Grade Conversion Chart.
If the search is for Contains, Starts With, Ends With, or Like then some wildcards are supported:
Wildcard Description Example
% Matches 0 or more characters John% matches John, Johnson, Johnathan.
_ Matches any single character A__a matches Alma, Alva, Anna
[abc] Matches any character in the list [adl][aen]na matches Anna, Dana, Lena
[a-c] Matches any character in the range. Note: 0 is considered to come after the number 9. To get a range of 0-5 you would use [01-5]. [a-cy-z]% matches everything that starts with A, B, C, X, Y, or Z.

Wild cards can be mixed and matched:

[4-7]-1% matches anything that starts with 4, 5, 6, or 7 followed by a hyphen and 1 then any number of characters.  Depending on your account number setup, this type of search might find all Revenue and Expense accounts for your upper school.

[q-twzf-h]___ matches a 4 letter word that starts with F, G, H, Q, R, S, T, W, or Z.  Notice how you can have a mix of ranges and single characters within the same brackets.

When might you use wild cards?  
- Accounting can use wildcards to match all accounts.  Example: If you have a 6 digit account number, _3_5__  would find all accounts where the second digit is 3 and the 4th digit is 5.
- Searching for names where you don’t know the correct spelling.  Example:  You don’t know if the name is spelled Johnson, Jahnson, Jonson, Jonnson, or some other obscure spelling.  But you do know that it starts with a J and ends with son:  J%son
 
There are two ways to apply financial aid awards for a student:

- Applying Financial Aid Awards to Customer Invoices as Line Items
- Applying Financial Aid Awards as Customer Credits

Note: Tuition financial aid should be applied as a customer invoice line item as this will decrease each payment in the customer invoice’s payment schedule.
In order to apply financial aid awards to a customer invoice the customer invoice must not be posted and the financial aid award must have the accepted amount specified and not already be associated with another customer invoice.  To apply financial aid awards, navigate to the Finance > AR > Customer Invoice > Details page and click the “Include Fin Aid” button above the Total column.  Note: The button will only appear if there are available financial aid awards to apply.  Note: If the customer invoice is from the (Re) Enrollment Contract, you may want to have the parent resubmit the (Re) Enrollment Contract with the financial aid award instead of applying it manually.  If you apply the financial aid award after the (Re) Enrollment Contract has been submitted, then it will not appear in the (Re) Enrollment Contract PDF.  To allow parents to resubmit with the financial aid award make sure the contract has a (Re) Enrollment Contract Financial Aid Control and then you can (Re) Enrollment Contract Cleaning Control Options for Students.
To apply financial aid awards as a customer credit on customer invoices, navigate to Fin Aid > Awards, select the financial aid awards to turn into customer credits, and use the “Aid to Credits” multi-action.  These customer credits can be applied to customer invoices.  Note: The available amount to turn into a customer credit is the difference of the award amount and any unvoided customer invoice line items or customer credits already created.
PCR Educator now supports Google Tag Manager across all its portals and websites, including online inquiry, application, donation forms and event sign-up forms.

Google Tag Manager is a beneficial tool that makes tracking advanced data a breeze. Google Tags can be used for a wide variety of purposes, including scroll tracking, conducting surveys, monitoring form submissions, remarketing, generating heat maps or tracking how people arrive at your website. 

Google Tag Manager enables the speedy implementation and testing of new tags with no coding required. When used in conjunction with Google Analytics, Tag Manager can significantly improve your website’s traffic and conversions.
In response to user feedback, PCR Educator has added the ability to easily copy fixed assets. We hope this change enables simpler, faster data entry for all users.
PCR Educator’s (Re) Enrollment Contract Checklist provides a quick summary of items to review before going live with (Re) Enrollment Contract Application.

Finance/Financial Aid Portal

- Ensure products have the correct amounts: Finance > Maintenance > Products
- Create fiscal year: Finance > Maintenance > Fiscal Years
- Add Financial Aid Awards 
- Configure (Re) Enrollment Contract Holds- Advance students to next Grade Level

(Re) Enrollment Contract Application

(Re) Enrollment Contract Settings

- Configure Student Criteria DAT Filter. This determines the students that are eligible for the (Re) Enrollment Contract.
- Associate a Submit Contract Action and Not Enrolling Action (Skip Payment Action is optional)
- Make sure Allow Resubmit button is not checked
- A/R Account must be specified 
- If collecting payments, Payment Configuration must be specified.  See Configuring Payment Configuration for more information.
- Uncheck Test Mode
- Specify Invoice Attribute.  Note: Each (Re) Enrollment Contract application should use a unique invoice attribute.

(Re) Enrollment Contract Profile

- Make sure all of your profiles are associated with DAT Filter. This determines which students fall into which (Re) Enrollment Contract Profile.

Statistics

- Review Enrolled Students Un-Accounted For list and confirm these students are not returning
- Ensure Students Match Multiple Profiles =0
- Confirm No Parent Login for Student Contract =0
- Confirm Profiles Missing Payment Terms =0
- Confirm Profile Control Missing Payment Terms =0
- If you were testing with real students, make sure to Clean Options, Clean PDF, and Clean Submit Action

(Re) Enrollment Contract Section

- Make sure all of your section titles are correct

(Re) Enrollment Contract Control Options

- Verify that of the content/text is correct in each (Re) Enrollment Contract Profile of your contract
- Ensure that products are properly associated with (Re) Enrollment Contract Controls
- Make sure the correct payment terms are associated to the (Re) Enrollment Contract Payment Options Control

Testing Contract

- Check to make sure (Re) Enrollment Contract Holds are working properly for a test student
- Make sure Financial Aid Awards are appearing properly on the (Re) Enrollment Contract
- Test Payments to make sure they are going through
- Test each (Re) Enrollment Contract Profile as a parent
  a. Opening the (Re) Enrollment Contract
  b. Submitting the (Re) Enrollment Contract
  c. Viewing the (Re) Enrollment Contract
  d. Viewing the (Re) Enrollment Contract pdf in the Finance Portal
  e. Signing/ Merging/Publishing the (Re) Enrollment Contract to the Parent Portal 
  f. Viewing (Re) Enrollment Contract PDF in the Parent Portal
  g. Recording a payment in the Finance Portal

(Re) Enrollment Contract Integrity

- Review (Re) Enrollment Contract Integrity screen to address any remaining issues
 
Did you know that you can opt into receiving automated email alerts for all PCR Educator software updates? Here’s how:

   1. Go to https://www.pcreducator.com/ 
   2. Click on the Customer Portal link in the page header
   3. Log in with your account credentials
   4. On the right side, under Email Notifications Preferences, click the checkbox next to Announcements
   5. Click Save

And that’s it! 
 
In response to our users' requests, we are adding two new fields Grade NY and Grade # NY to Finance>Contracts>Student Contracts.
 
Staff Tiles Directory is getting a facelift. Please review its new appearance by setting Directory Type to List. You will have 30 days to try the new design and let us know if you may have any questions about it. After 30 days, the system will only use the new look. 
Users now have the ability to charge convenience fees for eCheck payments made toward enrollment and re-enrollment contracts. Fees may be set at a custom dollar or percentage amount determined by the user.
We have added the email field to the inquiries/applicants list. As always, you can use the gear icon in the top right corner to adjust the visibility of the fields. 
We have added Item Note search field to CMS Purchase Orders where your staff and assistants can search their POs using this field.
In response to our customers’ feedback, we have eliminated the need to activate customers. With the newest release, by default, the system will automatically show all records that have a balance or who have a billing connection to an enrolled student. To show all records, check “include all”.
In response to our customers’ feedback, Valid Roles property is being deprecated in the upcoming release. This change will facilitate a more robust password reset process for all users using our CMS portals including but not limited to application online, summer programs, faculty and staff portals, student portal, alumni portal, online store, and parent portal.
PCR Educator’s latest update brings changes to the Day/Boarding indicator found on the Boarding Info page of a student’s profile. Users will now have the option to set a student’s Day/Boarding status to Virtual

We recognize that many schools are on fully-online or hybrid learning schedules, and we hope that this new addition makes the attendance process easier for teachers and administration. 
 
PCR Educator is releasing a new AI preview feature that leverages the power of machine learning to analyze your data and your website, recommending meaningful improvements to increase engagement and drive results. By closely examining your data, our AI is able to make predictions without being explicitly programmed to, revealing trends and patterns you would be unable to recognize otherwise. This new feature has been shown to identify potential donors, predict applicants who will thrive, or catch mistakes on your website.
In response to the feedback we received from many of you, we have re-organized the menu items related to Account Manager tasks by moving them from the Budgeting submenu to the Finance main menu.  We hope that this change will improve navigation in the Finance module and as always, we appreciate your input!
Phase one of our infrastructure upgrades concluded smoothly just before the start of the New Year. As more schools shift to hybrid or fully online learning curriculums, the need for more robust hardware grows. In order to meet the demands of our increasing user base, we have expanded upon our partnership with Microsoft, allowing for faster, safer service.

This initial upgrade phase focused on security upgrades to our cloud hosting platform and significant hardware updates to our server space. Here are just a few of the new features available to users after this upgrade:

    - Advanced data encryption to keep valuable material safe.

    - Daily vulnerability assessments ensure all security measures are in working order.

    - State-of-the-art equipment to handle the heavy load of fully online learning experiences.

The second phase of upgrades is well underway. These upgrades will allow for audit access and the ability to monitor sensitive data, an advanced threat detection system and enhanced geo-replication.
 
Our office will be closed on Friday December 25th in observance of Christmas. We will resume our normal business hours starting Monday December 28th.
Our office will be closed on Friday January 1st in observance of New Year's Day. We will resume our normal business hours starting Monday January 4th.
Important Update: PCR Educator plans for important infrastructure updates to be implemented on December 25th at 12 am ET. The system may be inaccessible for up to 2 minutes. These updates will result in improved performance and security.
Maryland-based PCR Educator prepares a multimillion-dollar expansion of its high-tech data centers architecture, the company disclosed Tuesday.

The first phase of the project will include an upgrade to its virtual cloud-hosting platform later this year—and an expansion of PCR Educator’s partnership with Microsoft. PCR Educator operates one of the state’s largest commercial data centers in Maryland, which hosts, monitors, and manages information technology infrastructure for hundreds of educational institutions.

“We would expect to complete the final phase of the upgrades in early 2021,” said Thomas deBettencourt.

The demand for such upgrades is growing with the increased number of schools operating PCR Educator School Management System.

 “While the project may appear costly on the surface, we feel that these upgrades are necessary to ensure that our clients’ data is subjected to the highest security and information technology standards.”

PCR Educator’s plan to upgrade its infrastructure was announced just days after its competitors suffered from a cyberattack impacting multiple educational organizations. The week of Thanksgiving, the Baltimore County Public Schools system was shut down by a ransomware attack that hit all its network systems. “The cyberattack brought classes to a halt for a few days for the 115,000 students attending classes entirely online due to the coronavirus pandemic.” (Baltimore Sun) Earlier this year, one of PCR Educator’s main competitors Blackbaud Inc, which provides software for schools, experienced a similar security breach that resulted in multiple lawsuits from its clients. (BBC News)
 
We have added a new copy function for Finance > AP > Invoice details to allow users to easily copy an existing AP Invoice.
 
We have added a new column Homeroom/Advisor to Daily Attendance, Period Attendance, and Check-In/Out lists to facilitate a more efficient process of contacting homeroom teachers when taking and verifying attendance.
 
Action Categories that have no active actions associated with them will now be automatically hidden. When managing actions, please ensure to use "Include Inactive" to show categories with no actions or no active actions.
 
In an effort to optimize the performance of our applications, the system will automatically cache the number of unreviewed changes for households/contact and the number of duplicates for up to 60 minutes. 
Prior to printing 1099 forms, please start by Verifying 1099s.

Note: Only those vendors who meet the qualifications established by IRS are included on 1099 forms. In particular, the sum of all payments to the vendor for the selected year should meet the minimum established by the IRS. The system only sums up those payments which are marked as 1099 items. For Misc Payments, navigate to Finance > AP > Misc. Payments > Misc. Payment Details > Details to mark 1099. For payments, navigate to the associated invoices to mark 1099 items Finance > AP >Invoices > Vendor Invoice Details > 1099 Items.

Use the following reports located in Data Analytics Tool (DAT) -> PCR Imported category to print 1099 forms.  Please note, you will need FinanceAP Full or FinanceAP Read roles to access them.

[Finance] 1099 MISC - No Lines
[Finance] 1099 MISC - With Lines Note: This version should not be sent to the IRS.  Please use official IRS documents.
[Finance] 1099 NEC - No Lines 
Note: These reports are for 2020 and later due to changes to the IRS forms.  For forms prior to 2020, please use the report [Finance] 1099 - No Lines (Pre-2020).

- Open the desired report.
- Navigate to the Results tab on the left.
- Click the “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 MISC - No Lines
[Finance] 1096 NEC - No Lines

Note: The reports have the same layout, the only difference is whether the report conditions are for Non-Employee Compensation (NEC), or everything else that isn’t NEC.
Note: These reports are for 2020 and later due to changes to the IRS forms.  For forms prior to 2020, please use the report [Finance] 1096 - No Lines (Pre-2020).

- Open the desired report.
- Navigate to Results tab on the left.
- Click the “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.
 

In 2020 the IRS changed how Non Employee Compensation is reported as well as the meaning  of the other boxes.  The following changes are available in our system:

New DAT reports are added to the “(PCR) Imported” category:
[Finance] 1096 MISC - No Lines
[Finance] 1099 MISC - With Lines  Note: This version should not be sent to the IRS.  Please use official IRS documents.
[Finance] 1096 NEC - No Lines
[Finance] 1099 MISC - No Lines
[Finance] 1099 NEC - No Lines 

The previous versions of the reports have been renamed with the postfix “(Pre-2020)”.  Example: [Finance] 1099 - No Lines (Pre-2020), [Finance] 1096 - No Lines (Pre-2020)

The box numbers have been changed.
Box 9 is “Crop Insurance Proceeds”  Note:  This was formerly box 10.
Box 10 is “Gross Proceeds Paid to an Attorney”  Note:  This was previously recorded in box 14.  
Box 11 is “Fish Purchased for Resale” and is not expected to be used.
Box 12 is “Section 409a Deferrals”
Box 14 is “Nonqualified deferred compensation”
Note: Invoices and Misc Payments made for tax years prior to 2020 will no longer show the description.  Only the box number will be shown.

Continue to record Non Employee Compensation in Box 7.  This will appear in Box 1 on the 1099 NEC.  For the 2020 tax year records, any information previously recorded in one of the boxes listed above must be recorded in the correct new box instead.  Example:  If you recorded “Gross Proceeds Paid to an Attorney” in box 14, please make sure to move that data to Box 10.
The (Re) Enrollment Contract Admissions Enrolling for Contract Setup are (Re) Enrollment Contract Settings for inquiries and existing students to determine how actions are applied when starting and completing the (Re) Enrollment Contract.  The enrollment options are specified on the Contract > Settings page.

Admissions: Enrolling for Contract contains the contract settings controlling which inquiries are ready to fill out a (Re) Enrollment Contract.  In order to submit a (Re) Enrollment Contract, there must be an Admin > Student record.  Note: The applicant record must have a status of “Applicant” as well as the Ready for Contract Action in order to qualify for Pre-Enrollment.

    - Ready for Contract Action is an action on an inquiry record indicating that they are eligible to transition to the student side and the parent may complete a (Re) Enrollment Contract.  Admissions would apply this action to the inquiry record.  It is recommended that you have a dedicated “Ready for Contract” action to use for inquiries instead of relying on “Application Submitted” or another action used for a different purpose. Only inquiries which have the Ready for Contract Action specified for the xxx year will appear in the contract.

    - Pre-Enrolled for Contract is the Enrollment Profile determining the set of actions which are applied to the new student records who are enrolled from admissions based on the Ready for Contract Action.  This Enrollment Profile also determines that actions received by the original inquiry records.  Example:  You have a “Pre-Enroll Student for Contract” profile with an action to set the inquiry record’s status to Enrolled and the student’s status to Pre-Enrolled.  The profile is set to Copy Inquiry Data to Student and would be applicable to all divisions except a summer division.  When a parent with a suitable inquiry logs in, the inquiry gets enrolled as a student with the Pre-Enrolled action, and the admissions record receives an action indicating that they have been Enrolled.  Note: Inquiries eligible to be pre-enrolled are automatically created as students as soon as the parent logs into the (Re) Enrollment Contract.  Note:  The newly created student must qualify for the (Re) Enrollment Contract’s Student Criteria for parents to start their (Re) Enrollment Contract.  Make sure the criteria allows for students with a pre-enrolled status, if applicable.

(Re) Enrollment Contract Statics provides details about potential issues with your (Re) Enrollment Contract Profile setup.

Enrolled Students Un-Accounted For shows a list of all Enrolled students who are not matching any of your existing (Re) Enrollment Contract Profiles.  Since all students need to be accounted for, the only students appearing in this list should be current seniors who are graduating.

Students Match Multiple Profiles shows students who qualify for multiple (Re) Enrollment Contract Profiles.  This number should be zero.

No Parent Login for Student Contract is a list of students who have any parents that do not have a login setup.  Such students’ parents are not able to start a (Re) Enrollment Contract.   You should create a login for those parents, and inform them of their username and password.  Note: If the number is not zero and the parents have logins, check to make sure that Households Status and Bill To Households options are correctly set in the (Re) Enrollment Contract Application Setup.

Profiles Missing Payment Terms is a list of (Re) Enrollment Contract Profiles which do not have any payment term options set for them.  Such (Re) Enrollment Contract Profiles result in an error when trying to create an invoice for students in that (Re) Enrollment Contract Profile.  This number should be zero if you are using (Re) Enrollment Contracts to create invoices or process deposit payments.

Profile Control Missing Payment Terms indicates that the (Re) Enrollment Contract Payment Options Control on the (Re) Enrollment Contract Profile has (Re) Enrollment Contract Control Options with no payment term specified.  Such (Re) Enrollment Contract Profiles result in an error when trying to create an invoice for any students when the parent chooses the (Re) Enrollment Contract Control Option with no payment term.  This number should be zero if you are using (Re) Enrollment Contract to create invoices or process deposit payments
(Re) Enrollment Contract Settings are settings which determine much of the (Re) Enrollment Contract behavior.  The (Re) Enrollment Contract Settings should be reviewed each year to make sure everything is configured as desired.  Each year, you will receive a new copy of the (Re) Enrollment Contract which you can update for the upcoming contract year.

Header Banner is the banner appearing on the (Re) Enrollment Contract.  The banner should be 926 pixels wide.

Student Criteria determines which students are eligible for parents to choose and complete a (Re) Enrollment Contract with.  This is based on a student DAT Filter which you create in Admin > Students.  Note: The DAT Filter condition is stored independently with the criteria.  This means that if you change or delete the original DAT Filter accessed through the Admin portal, the existing criteria for the (Re) Enrollment Contract are not impacted.  If you wish to modify the criteria, first create the new student DAT Filter .  Next, edit the criteria and choose the DAT Filter to use.  Note: Make sure that the criteria allow parents to start (Re) Enrollment Contracts for pre-enrolled students per the (Re) Enrollment Contract Enrollment Options Setup.

The following (Re) Enrollment Contract Settings are covered in separate articles:
- (Re) Enrollment Contract Application Setup
- (Re) Enrollment Contract Invoice / Payment Setup
- (Re) Enrollment Contract Admissions Enrolling for Contract Setup
- (Re) Enrollment Contract Confirmation Email Setup
- (Re) Enrollment Contract Enrollment Options Setup
The various Invoice and Payment options for the (Re) Enrollment Contract Settings are specified on the Contract > Settings page in the “Invoice / Payment Setup” section.

Submission Type determines whether the (Re) Enrollment Contract creates one or two invoices.  The reason you will typically choose one option over the other usually depends on how you want the payment term to work.  Will the payment term include the initial deposit, or not?  If not, then you would use the split invoice option.
    - Split Invoice creates an invoice for the deposit amount and a second invoice for the rest of the tuition and fees to be paid.  If you are using the Auto Post Invoice option, only the first (deposit) invoice is posted.  Note:  If you are specifying an Invoice For Date, both the deposit invoice and the contract invoice are issued on that date.  Note: With a split invoice, it is easier to handle a non-refundable deposit.  If the student decides not to attend, you can simply void the second invoice, and the deposit still pays the first invoice.
    - Single Invoice with Payment creates a single invoice for the entire tuition amount, including the deposit amount.  The deposit is just a payment against this invoice, so when the deposit is made, it partially pays the invoice.  Note: The payment term for the invoice should have the first payment be for the deposit amount due immediately.  Note: The invoice fiscal year is determined by the Invoice For Date setting which is typically set for the first day of your next fiscal year so that all revenue is reported for the next year.

Receivable Account is the Accounts Receivable account which is used by invoices and deposits.
 
Auto Post Invoices automatically posts the invoice after is has been created.  If you are using the “Split Invoice” option for Submission Type, only the deposit invoice is posted.  Note: If you are using Auto Post Invoices, particularly with a future Invoice For Date, make sure the fiscal year for that date is set up and open in Finance!

Pay by Check does not require a payment at the time of (Re) Enrollment Contract submission.  Instead, the parent agrees to mail a check or otherwise pay at a later time.
Echeck Payment Configuration allows parents to pay by Echeck using Automated Payment Processing.
CC Payment Configuration allows parents to pay by Credit Card using Automated Payment Processing.
Note: Automated Payment Processing includes information regarding the General Ledger accounts, Deposit, Unearned/Deferred, Convenience Fee, and other information.  To record Stored Payment Info for customer payments, specify the desired type for the Stored Payment Type in the Automated Payment Processing (Finance).
Note:  Different payment processors may accept only certain credit cards, or may/may not support ECheck payments.  The payment processor may also let you choose which credit cards or payment methods you accept.  Please contact your payment processor for support.

Test Mode is used to run the selected Payment Configuration in test mode.  This allows you to test the (Re) Enrollment Contract without actually accumulating charges.  Note:  Make sure to turn this off before you go live with the (Re) Enrollment Contract!  Note: Invoices and deposits will still be recorded in Finance.

Invoice For Date allows you to specify a specific date that the invoice is issued.  If this date is not specified, the current date is used for the issued date.  Typically you specify this date for the start of the next fiscal year.  The reason to do this is so that all revenue on the invoice is reported in the next fiscal year.  Note:  This setting is used in conjunction with the Unearned/Deferred Account to ensure that Accounts Receivable is not underreported between the initial deposit date and this Invoice For DateNote:  Make sure the fiscal year for the Invoice For Date is set up in Finance, or invoices cannot be created.

Invoice Customer Memo is the customer memo as it appears on the invoice.  This memo shows on the customer statements and is used to clarify what the invoice is for.  Example: “Contract 2010/2011”

Invoice Attribute is an attribute to associate with the (Re) Enrollment Contract invoices.  Note: (Re) Enrollment Contract invoices are identified in Finance > Contracts > Student Contracts by matching the Invoice Attribute for the (Re) Enrollment Contract to invoices with that same attribute.  Note:  You should have a new attribute each year for (Re) Enrollment Contract invoices.  If you reuse the attributes year to year, the software will not be able to properly distinguish which invoices are for which (Re) Enrollment Contract, and the totals in Finance > Contracts > Student Contracts will include invoices from multiple (Re) Enrollment Contract years.  Note: Additional Invoice Attributes are added by navigating to Finance > Maintenance > Customer Invoice Attributes.
The (Re) Enrollment Contract Confirmation Email Setup is a part of (Re) Enrollment Contract Settings which determines which email templates are used when parents submit a (Re) Enrollment Contract. The confirmation email options are specified on the Contract > Settings page in the “Confirmation Email Setup” section.
 
Email Domain is the institution's email suffix.  It should include the @ symbol. Example: @myinstitution.edu  Note:  An SPF Record must be registered with your domain before you can specify an Email Domain in the (Re) Enrollment Contract.

Template (Customer Receipt) is the email template used for the deposit payment made by the parent.  This is only sent if a deposit is required and a payment is made at the time of the (Re) Enrollment Contract’s submission.

Template (Student) is the email template used for a thank you message confirming that the (Re) Enrollment Contract is submitted.  If the Households Status is set to Primary, you should use a template with the “One email per student” option.  For any other Households Status or Bill To Households options, you would need to use the “One email per student/household combination” option to ensure that the parent user receives an email.
The (Re) Enrollment Contract Setting Enrollment Options are (Re) Enrollment Contract Settings for new and existing students to determine how actions are applied when starting and completing the (Re) Enrollment Contract.  The enrollment options are specified on the Contract > Settings page.

Enrollment Profile Options section allows you to specify which Enrollment Profile the system automatically applies when the student who matches the selected Status and Substatus submits the (Re) Enrollment Contract. 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.
To create a new (Re) Enrollment Contract Profile for the (Re) Enrollment Contract, click the New link button in the grid.  Provide a Description and Filter, then click save.  Note: The available DAT Filters are based on student DAT Filters with the All Divisions checkbox checked.  Note: The DAT Filter conditions are stored independently with the (Re) Enrollment Contract Profile.  This means that if you change or delete the DAT Filter, the existing (Re) Enrollment Contract Profile is not impacted.  If you wish to modify how the (Re) Enrollment Contract Profile works, first create a new DAT Filter in Admin > Students.  Next, edit the (Re) Enrollment Contract Profile in the (Re) Enrollment Contract and choose the DAT Filter to use.

Note: If you delete a (Re) Enrollment Contract Profile, all the content for that (Re) Enrollment Contract Profile is deleted.  Please be careful when deleting (Re) Enrollment Contract Profiles.  You can always create a new (Re) Enrollment Contract Profile, use the “Copy to Other Profiles” button, and later delete the (Re) Enrollment Contract Profile you do not want.

Note: Each (Re) Enrollment Contract Profile has a Students statistic which tells you which students qualify for this (Re) Enrollment Contract Profile.

Note: Review the (Re) Enrollment Contract Statistics for any issues that may result from your current profile setup.
 
(Re) Enrollment Contract Control Options are the various settings specific to each (Re) Enrollment Contract Control.  Note: These (Re) Enrollment Contract Control Options can have different values for each (Re) Enrollment Contract Profile.  Note: Each (Re) Enrollment Contract Control has an html edit box to provide a custom description which appears on the (Re) Enrollment Contract and the (Re) Enrollment Contract PDF.

Default To determines whether the (Re) Enrollment Contract Control Option should be selected by default or not.  This applies to  (Re) Enrollment Contract Check Box controls, (Re) Enrollment Contract Radio Button controls, (Re) Enrollment Contract Transportation Controls, (Re) Enrollment Contract Transportation Multi Controls and (Re) Enrollment Contract Payment Options Controls.  Note: When multiple choices are available on a control, only one choice should be selected by default.  If you do not choose a default for (Re) Enrollment Contract Radio Button controls, then the first choice is automatically selected.

Product is included on the (Re) Enrollment Contract invoice if the control is selected by the parent.  Note:  If you include a product for a non-selectable control such as a Text control, that product is always included on the invoice.  The tuition product will usually be specified on a text control.  Note:  Specifying a product is optional.  You can leave the product blank for (Re) Enrollment Contract Control Options that do not involve fees.  Note: The deposit portion of a product does not appear in the (Re) Enrollment Contract text, but does appear on the summary page prior to submitting the (Re) Enrollment Contract.

Payment Method Option has options for None, Check, Credit Card, and Echeck.  (Re) Enrollment Contract Settings Invoice / Payment Setup has the master list for which choices a user may pay with.  If over the course of submitting the (Re) Enrollment Contract, all of the user’s (Re) Enrollment Contract Control Options have a Payment Method Option of None, then the user is provided a choice from the master list of payment options on how they wish to pay.  If one of their (Re) Enrollment Contract Control Options specifies a specific payment method, then the user is directed to that payment method when submitting the (Re) Enrollment Contract.  Note: The payment method of Check means “Pay later by check.”  Note: If no deposit amount is due at the time of (Re) Enrollment Contract submission, they are not required to pay during submission. Note: If a Stored Payment Type has been specified in Automated Payment Processing (Finance), even if there is no deposit due, the user is still asked to provide payment information if Credit Card or ECheck were selected.

Payment Term determines the payment term to use for the (Re) Enrollment Contract invoice.  Note: This (Re) Enrollment Contract Setting is only applicable for the (Re) Enrollment Contract Payment Options control.

Title appears in the DAT and Finance > Contracts > Student Contracts - Option Selected as a means to search for selected (Re) Enrollment Contract Control Options without dealing with complicated html markup and spacing.  You should provide a simple title to use in place of the detailed description.   Note: This setting is only applicable for (Re) Enrollment Contract Radio Button controls,(Re) Enrollment Contract Check Box controls, (Re) Enrollment Contracts Transportation Controls, and (Re) Enrollment Contract Transportation Multi Controls.

The “Add Fee” button adds a [[Fee][ field into the text editor.  This shows the amount that is associated with the selected product when a parent is viewing the (Re) Enrollment Contract.  If the product amount is changed in Finance, the amount is also changed in the (Re) Enrollment Contract.  The [[Fee]] field works much like an email 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.
Cleaning (Re) Enrollment Contract Control Options for Students on a (Re) Enrollment Contract is primarily used for testing purposes.  To access the cleaning options, navigate to the Contract > Profiles page.  Whenever a student starts a (Re) Enrollment Contract, all the (Re) Enrollment Contract Profile’s (Re) Enrollment Contract Control Options for that student are copied to their (Re) Enrollment Contract.  If you make changes to the (Re) Enrollment Contract Profile, or to the student such that they qualify for a different (Re) Enrollment Contract Profile, the (Re) Enrollment Contract Control Options for that student need to be removed (cleaned).  After cleaning, when the (Re) Enrollment Contract is started for the student, the new updated (Re) Enrollment Contract Profile Control Options will be copied.

To clean the (Re) Enrollment Contract Control Options you must provide the student’s id.

The “Clean Options” button clears the current (Re) Enrollment Contract Control Options from the student’s (Re) Enrollment Contract.

The “Clean PDF” removes the PDF file for a submitted (Re) Enrollment Contract.  PDFs for a (Re) Enrollment Contract are not overwritten unless the Allow Resubmit (Re) Enrollment Contract Setting is specified.

The “Clean Submit/Sign/UnEnrolling Action” removes the Contract actions from the student.  This also has the effect of removing the PDF as the PDF is tied to the action.  (Re) Enrollment Contracts cannot be resubmitted if the student already has a Contract Submitted action unless the Allow Resubmit (Re) Enrollment Contract Setting is specified.

Note:  Cleaning these (Re) Enrollment Contract Control Options from a student resets their (Re) Enrollment Contract state as unsubmitted; however, any invoices or payments that were created are still present.  Note: If there are already any non-voided contract invoices and no new payments are submitted, then no new invoices will be created.  This means new financial aid is not applied.  Either void the original invoices, or apply the financial aid awards manually.  

Note:  Previously accepted financial aid is not cleared on this page.  If the student has financial aid which is supposed to be applied to the (Re) Enrollment Contract, make sure the award is not already Accepted from a previous submission.

Apply Selected Profile applies the actions associated with the selected Enrollment Profile to the student whose id is specified in the textbox.  This is used to assist you in testing the various (Re) Enrollment Contract Profiles, and should only be used on a test student for the purpose of testing.
Pre-authorization charge is a temporary hold placed by a merchant on the customer’s credit card or debit card to validate payment information.  In PCR Educator, a Pre-authorization charge of approximately $10-$12 is assessed when a person saves their credit or debit card in Stored Payment Info to use with Finance - Auto-Pay or Automated Payment Processing (Development) for Donations.  The charge is voided within a few business days.  

Note: Follow this article to find out about 3 Tips for Increasing Sustaining (Recurring) Donations.

Note: To set up Stored Payment Type, see Configuring Stored Payment Type article.

Note: Auto-Pay Results (Finance) can be accessed through the Finance Portal.  Auto-Pay Configuration (Finance) provides more details about configuring Automated Payment Processing.
 
The Internal Revenue Service reintroduced Form 1099-NEC to report payments for services of $600 or more during 2020 to independent contractors and freelancers. In the past, such payments were reported on Form 1099-MISC along with other types of income (prizes, awards, etc). Copy A of the 1099-NEC form is due to the IRS by February 1, 2021, for year 2020, with the “B” copies deadline to the actual contractor-recipients also being February 1, 2021. Please note that as a result of this change, you need to double-check how 1099 items are allocated.

You will find the following in the DAT - PCR Imported category.

These are queries for generating IRS forms prior to 2020:
[Finance] 1096 - No Lines (Pre-2020)
[Finance] 1096 - With Lines (Pre-2020)
[Finance] 1099 - No Lines (Pre-2020)
[Finance] 1099 - With Lines (Pre-2020)

These are new queries and printable forms for 2020:
[Finance] 1096 MISC - No Lines
[Finance] 1099 MISC - With Lines
[Finance] 1096 NEC - No Lines
[Finance] 1099 MISC - No Lines
[Finance] 1099 NEC - No Lines

Our office will be closed on Thursday November 26th in observance of Thanksgiving Holiday. We will resume our normal business hours starting Friday November 27th.
With the next release, the “Attendance” option in Admin > Students > Multi-Action screen will be renamed to “Record Attendance”.
Starting November 9th, 2020 the Attendance Roster PDF report will be replaced by [ADM] Class List DAT query. The new query provides more flexibility in terms of restricting data and has an option to add additional fields to the report. We appreciate your cooperation.
Have you noticed the “Email/Call Support” link in the administrative portal? 

When you need support, simply click on it, describe the problem and hit send! This will automatically generate a ticket and ensure that your questions are addressed efficiently.
 
You can even do this before you call the support line so we have all the info we need to help you!
 
This article is an index with timestamps for the topics covered in the following video:
Attendance Management

1. Intro
    a. There are different methods of managing attendance
        i. Lower Schools usually take daily attendance for homeroom
        ii. High Schools usually take period attendance and admins use that to mark daily attendance.  Period attendance records are used as a tool to determine how daily attendance should be marked for each student.
        iii. In this video, we will cover the second scenario
            1. The Staff Portal should be configured to take period attendance only.  
2. Marking Attendance for the Future
    a. Administrators can mark attendance in the future (ex: if someone will be on vacation or a group going on a field trip)
    b. Select students > multi-action > Attendance and enter attendance (both daily and period) for the future
3. Staff Perspective (Period 1)
    a. When staff log in, they will be able to see attendance entered by the administrator and not be able to modify it
    b. We will mark a couple of students as absent
4. Administrative Perspective (After Period 1)
    a. Admin runs Standard Query: [Admin] Period Attendance Not Taken and notifies staff to take attendance who have not taken it yet. 
    b. Admin reviews period attendance after period 1 and reaches out to parents to see if students will be absent for the entire day or come in late
    c. Admin then marks the daily attendance accordingly
5. Staff Perspective (Period 2)
    a. When a staff member goes in to take period attendance, they will see students that are absent for the day. If there are other students who are also absent or tardy, the staff member will mark them as such
6. Administrative Perspective (After Period 2)
    a. Admin runs Standard Query: [Admin] Period Attendance Not Taken and notifies staff to take attendance who have not taken it yet. 
    b. Admin reviews period attendance after period 2 and identifies if there are any other students who are absent.  If so, the admin looks to figure out why and marks daily attendance accordingly
7. Administrative Perspective (End of the Day)
    a. At the end of the day, the admin ensures that all students with period attendance records should have a corresponding daily attendance record

Note: if you have teachers who are not able to take attendance, check out Teachers Not Able to Take Attendance

Note: To take attendance, Marking Period Info and Daily Rotation need to be set up. You may configure Attendance Types and Attendance Points and Discipline Points as needed.

Note: follow these resources for building and customizing DAT Queries and DAT Filters:
 --- DAT Webinar - Attendance
 --- DAT - Attendance Data Structure  
 --- Standard Query: [Admin] Daily Attendance
 --- Standard Query: [Admin] Orphaned Period Attendance
 --- Standard Query: [Admin] Present and Absent for a Day
 --- Standard Query: [Admin] Attendance Details
 --- Standard Query: [Admin] Period Attendance Not Taken
 
Since fully adopting PCR Educator School Management System, St. George’s School has earned impressive admissions results, including:
• A nearly 62% reduction in paperwork in the first year
• An additional 92% paperwork reduction in the second year
• 28% increase in applications
• A highly accelerated committee review process
The diagram describes relationship with the main development tables. 
Please remember to update the academic years for your Inquiry/Apply Online application.

To make this change, please click here for more information.
Our offices will be closed on Monday, September 7th in observance of Labor Day. We will resume normal hours on Tuesday, September 8th.
In preparation for the upcoming school year, we looking for schools to try out our Student Management System Integration with Google Classroom.
PCR Educator has expanded touchless transaction options for its School POS, Store, and Cafeteria System. Students and staff can easily scan their ID Cards or ID to charge their accounts while getting their items in line.
Close of the School Year Wizard is now available! Please keep in mind that you can send notifications to next year families and give them access to the Parent Portal (including next year's schedules) prior to closing the school year. Moreover, please plan ahead and reserve several business days just in case you may need support from PCR Educator in closing the school year. As previously announced, the wizard will delete all notifications for non-current inquiries/applicants and all notifications generated during previous academic years for students.

The wizard will not delete:

- any Financial or Development notifications
- any notifications attached to actions

Note: The close of the school year wizard will not be available if your school exceeds the purchased database storage amount. Please contact support@pcreducator.com to help you address this.
This query returns Parent-Teacher Conference registrations in the selected School Division. This query also has the option to produce a mail merge report. Click the “Mail Merge” button on the Results screen to generate a Parent-Teacher Conferences By Household report.

The School Id is set as a DAT Parametrized Condition.
Contact us today to connect with our scheduling pros who have scheduled US Airways flights and participated in other high-profile projects. Let PCR Educator help you navigate the rapidly changing dynamics of scheduling students into classes. 
This query returns a list of the enrolled students’ attendance records for a given School Division and attendance date. The School Id (School Division) and Occurrence Date are set as DAT Parameterized Conditions.

The DAT also has a mail merge option that supplies the results listed alphabetically by student name with the attendance type, time and explanation.

Note: A blank space in the results for Attendance Description denotes the student was present.
This query returns a list of students and their Evaluation results.
This query returns the total number of enrolled students in each grade level based on the School Year.

The School Year is set as a DAT Parameterized Condition and accepts the value of 0 for current year or 1 for next year.
This query returns a list of staff who are parents of currently enrolled students in any School Division.
Watch this cool video featuring our Forms. This app allows your parents to easily update their data on the go, upload required files, and ensure that all their information is up-to-date. Our system will automatically remind them about any missing forms to ensure that their students are ready for the new year: Annual Forms
This query returns inquiries/applicants for the current Admissions Year with their household information.
Our offices will be closed on Friday, July 3rd in observance of Independence Day. We will resume normal hours on Monday, July 6th.
PCR Educator is assisting schools in launching Daily Health Check-in procedures which can be used by students, parents, and staff. The form is designed to work on any device and can be used as a check-in station at a school's entrance or as a self-serving app that is available for parents on their devices. The form is fully customizable and allows for collecting any data.
This query returns demographic information for inquiries/applicants in the current Admissions Year.
This query returns a list of inquiries/applicants who have Evaluators assigned to them for the selected Academic Year.

The Academic Year is a DAT Parameterized Condition.
This query returns a list of inquiries/applicants who do not have Evaluators assigned to them for the selected Academic Year.

The Academic Year is a DAT Parameterized Condition.
This query returns a number of inquiries/applicants who have a specified action in the selected Academic year or forward. The results are broken down by Grade Level (the Action was received in) and Gender.

The Academic Year is a DAT Parameterized Condition.
This query returns the number of inquiries/applicants who have the specified Action in the selected Academic Year or forward.

The Academic Year is a DAT Parameterized Condition.
PCR Educator School CRM now has a new exciting feature that allows administrators to easily upload documents for each discipline record and share them with staff, parents, or students. 
This query returns a list of inquiries/applicants and their Evaluation results in the specified Academic Year or forward.

The Academic Year is a DAT Parameterized Condition.
This query returns a total number of inquiries/applicants by Status and Substatus in the current Admissions Year.
PCR Educator is planning to release Google Classroom integration, which helps students and teachers organize assignments, boost collaboration, and foster better communication while reaping the benefits on our integrated School CRM system.
This query returns a total number of inquiries/applicants based on Gender and Applying for Grade in the current Admissions year.
To enter AR Invoice, you should have FinanceAR Full role. There are multiple ways how AR Invoices are entered in the system:

- Entering AR Invoice - Individually
- Entering AR Invoice - in Bulk
- Importing AR Invoice
- Generating AR Invoice Automatically
To enter AR Invoice, you should have FinanceAR Full role.

To enter an AR Invoice:

- Navigate to Finance > Customers or to Finance > Students  
- Locate the desired customer or student account by using the search or DAT Filter function
- Click on Invoice hyperlink of the selected account
- Enter Invoice Information and click Save

Note: You can also access this process directly from a customer dashboard or student dashboard and clicking on “New Invoice” button.
To enter AR Invoices in bulk, you should have FinanceAR Full role.

To enter an AR Invoice:

- Navigate to Finance > Students  
- Select the desired students accounts by using the search or DAT Filter function and using the checkbox for each record or using ‘Select All’ checkbox to select all filtered students
- Use multi-action Invoices
- Enter Invoice Information and click Save

Note: If any of the students have qualifying Financial Aid Award with available funds, the system will list them allowing you to include these awards as AR Invoice Line Items on newly created invoices.
PCR Educator system features a variety of processes which automatically generate AR Invoices based on predefined conditions. These are some of the products and services which generate AR Invoices automatically:

- (Re) Enrollment Contract (specifically (Re) Enrollment Contract Invoice / Payment Setup)
- Summer Camp and Summer School
- Online Store
- Point of Sale (POS), Lunch and Cafeteria 
- After School, Extended Day and Before School 
To generate finance charges you will need FinanceAR Full role. 

Note: While the Finance Charges feature can be used for any types of finance charges, late fees is one of the common applications of this functionality. 

Note: The process and timing of late fee invoice creation will be driven by your school’s procedures and legal agreements, but in general, it involves the following steps: 

Note: before starting the process of generating late fees, navigate to Finance > AR > Receipts to ensure that you don’t have any unallocated AR Receipts. Example: consider a family who overpaid. Even if you allocate their receipt to all invoices, there is still an overpayment. You may decide to keep this overpayment as opposed to refunding it. In that case, a portion of the AR Receipt is unallocated. Later, when you create a new invoice, you are given an option to allocate any unused funds, but depending on the exact process used you may still end up with a portion of an AR Receipt being unallocated to this new invoice. Thus, make sure to allocate all applicable AR Receipts before charging late fees. 

- Navigate to Finance > AR > Invoices. Note: all overdue invoices are highlighted 
- Apply ‘Invoice is overdue’ search criteria to find all overdue invoices. Note: you can use DAT Filter if you want to exclude some invoices based on your specific requirements. Note: adjust the selection process if finance charges are not specific to overdue invoices.
- Select all desired invoices.
- Use multi-action Finance Charges.
- Specify rate type (percentage or flat rate) and rate.
- Fill out the details of the Finance Charge Invoice and click ‘Apply Defaults.’
- The system lists all invoices which will be generated. Note: you can arbitrarily override charges for each invoice in case there are any exceptions.
- Click Submit
- The system generates all new invoices
This query returns the number of inquiries/applicants per Household Zip Code in the current Admissions year.
One of the most powerful tools in the Content Management System (CMS) is the option to control what content and features are made accessible to different groups of users.  For instance, if you add information to the Parent Portal that only pertains to high school families, you can make that content visible only to high school families and hide it from other users.

There are several ways to restrict access to CMS pages, CMS Widgets, and their corresponding features:

1. Restricting CMS Page by DAT Filter
2. Restricting CMS Widget by DAT Filter
3. Restricting CMS Page by Role
4. Restricting CMS Page through CMS Sitemap
5. Restricting CMS Page by Unpublishing 
6. Restricting CMS Widget by Navigation Property
7. Restricting Content by Content Type

Note: To restrict access to forms, follow Restricting CMS Page by Unpublishing and Restricting CMS Widget by Navigation Property.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.

Note: A DAT Filter is applied to a CMS Page or a CMS Widget through CMS DAT Filter Application.
In CMS Portals, CMS Pages can be made visible or hidden based on a DAT Filter.  This method is particularly useful for restricting content to users that meet multifaceted criteria. To restrict CMS Page by DAT Filter:

- Follow Creating New DAT Filter instructions in the Administrative Module.
- Navigate to the desired CMS Page in the CMS Portal and click the “Content” link.
- Open the “Filter” tab on the right-side of the page, select the “Page” radio button, pick the DAT Filter, and click Save.  This CMS Page will now only be accessible to users that fit the DAT Filter criteria.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.

Note: A DAT Filter is applied to a CMS Page or a CMS Widget through CMS DAT Filter Application
In CMS Portals, CMS Widgets can be made visible or hidden based on a DAT Filter.  This method is particularly useful if you want to restrict content to users that meet multifaceted criteria. 

- Follow Creating New DAT Filter instructions in the Administrative Module.
- Navigate to the desired CMS Page in the CMS Portal and click the “Content” link.
- Click on the gear icon on the CMS Widget, select the DAT Filter from the “Filter” dropdown and click Save.  This CMS Widget will now only be visible to users that fit the DAT Filter criteria.

Note: A DAT Filter is applied to a CMS Page or a CMS Widget through CMS DAT Filter Application

Note: If the gear icon on a CMS Widget is not visible, it means that the CMS Widget is locked.  Please reach out to PCR Educator Support for further help.
In CMS Portals, CMS Pages can be made visible or hidden based on any custom role(s) or role(s) defined in Roles Dictionary through two methods:

1. Restricting CMS Page by Role - Individually. 
2. Restricting CMS Page by Role - in Bulk.  

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
To assign role(s) to an individual CMS Page:

- Navigate to the desired CMS Page in the CMS Portal and click the “Content” link.
- Open the “Roles” tab on the right-side of the CMS Page, select the “Page” radio button, pick the role(s) that users need to access the CMS Page, and click Save.  Note: If you select the “Master Page” radio button, then the current CMS Page will automatically be restricted based on the role(s) assigned to the CMS Master Page.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.

Note:
CMS Pages can be made visible or hidden based on any custom role(s) or role(s) defined in Roles Dictionary.
 
In CMS Portals, CMS Pages can be made visible or hidden based on a role(s). 

To assign role(s) in bulk:

- In your CMS Portal, navigate to Admin > Pages.
- Select desired CMS Pages.
- Select “Assign Roles” from the multi-action menu and click “Go.”
- Select a role and click “Assign.”

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.

Note: CMS Pages can be made visible or hidden based on any custom role(s) or role(s) defined in Roles Dictionary.
This method can be used if you want to completely remove a CMS Page from a menu.

- In your CMS Portal, navigate to Admin > Site Maps.
- Go to Details of the appropriate CMS Sitemap.
- Click on the hyperlink of the page that you want to remove.
- Click delete.

Note: Removing a page from the CMS Sitemap does not delete the page from the system.  You can always add it back by clicking “+” on the CMS Sitemap and selecting the CMS Page.

Note: If the CMS Page is not removable from the CMS Sitemap because it does not have a hyperlink that you can click on, it means that the CMS Sitemap node has the setting “Dynamic Data Source” enabled.  This setting automatically creates a menu item on the CMS Sitemap from corresponding dashboard CMS Widgets.  

To remove the CMS Page that is dynamically added by a CMS Widget , you can either:
- Navigate to properties of the corresponding CMS Widget and remove the CMS Page link from the “Navigate URL” field.
- Disable the “Dynamic Data Source” setting,which will remove all CMS Pages connected through the Dynamic Data Source.

Note: Removing a CMS Page from the CMS Sitemap does not prevent  users from accessing it if they have a direct link to the CMS Page.  You can prevent users from accessing a CMS Page  by using the Unpublishing CMS Page method.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
A CMS Page should be unpublished if it is not currently being used but may be used in the future.  An unpublished CMS Page can only be accessed by administrators with Website Full role.  There are two ways to unpublish a CMS Page:

1. Restricting CMS Page by Unpublishing - Individually. 
2. Restricting CMS Page by Unpublishing - in Bulk.  

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
To unpublish an individual CMS Page:

- Navigate to the desired CMS Page in the CMS Portal and click on the “Content” link.
- Open the “Details” tab on the right-side of the CMS Page, uncheck the “Published” box and click Save.

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
To unpublish CMS Pages in bulk:

- In your CMS Portal, navigate to Admin > Pages.
- Select CMS Pages that you would like to unpublish.
- Select “Publish / Unpublish” from the multi-action menu and click “Go.”
- Click “Unpublish Selected Pages.”

Note:  The combination of CMS Page roles, filters, published status along with the current user’s authentication status affects CMS Sitemap Page Visibility.
There are certain CMS Widgets in the CMS Portal that provide access to a set of other CMS Pages.  For example, the “Applications” CMS Widget provides access to application CMS Pages and the “Student/Inquiry Selection” CMS Widget provides access to Forms and registration CMS Pages.

To configure these CMS Widgets:

- Navigate to the CMS Page with the appropriate CMS Widget and click the “Content” link.
- Click on the gear icon on the CMS Widget and specify the desired CMS Page to redirect the user.
 
Content delivered by various CMS Widgets such as news, calendar, image galleries, and discussion boards can be restricted by Content Type.

To restrict content based on Content Type:

- Configure Content Type and Content Type Category.
- Navigate to the CMS Page with an applicable CMS Widget such as the CMS Widget - Calendar and click the “Content” link.  
- Click the gear icon on the CMS Widget and specify the appropriate Content Types or Content Type Categories.  Then click Save.

Note: On CMS Widget - Content Editor (typically used for class pages), select the “Current Content Type” property to automatically show content specific to the selected content type.
 
In the CMS Portal, a DAT Filter is applied to a CMS Page or a CMS Widget based on the selected entity.  The DAT Filter verifies whether the currently selected household, student, inquiry, etc. matches DAT Filter conditions; this can be done both directly or indirectly.  

Example: If a user logs in to the Parent Portal, the DAT Filter indirectly reads the household information associated with the currently logged in user; and if the household matches the household entity DAT Filter conditions, then the logged in user can access the CMS Page or a CMS Widget that the DAT Filter is applied to.  

Example:
If a user switches between students in the Parent Portal, the DAT Filter directly reads the student information based on the selected student record; and if the student record matches the student entity DAT Filter conditions, then the logged in user can access the CMS Page or a CMS Widget that the DAT Filter is applied to.

Example: If we apply a student entity DAT Filter with a condition of grades 9-12 (high school students) to a CMS Widget - Students with Households Directory, the DAT Filter will NOT restrict what students show up in the directory.  Instead, it will display the directory only if the students that fit the DAT Filter conditions are selected. 
This query returns course information and report card student and course comments entered by staff. A report card student comment must exist for the query to produce results but if a course comment does not exist, the “Course Comments” column will be empty. This query also has an option to produce a Mail Merge document.

The School Id and Marking Period fields use the DAT Parameterized Condition.
Products are items or services being purchased from vendors or sold to customers.  To configure products, navigate to Finance - Maintenance - Products.  You need Contract Full, Contract Read, Finance Full, or Finance Read to access this page.   Note: Products are ledger specific, but the names need to be unique across all ledgers.  If the same product appears in multiple ledgers, name them accordingly.  Example: The General Ledger has a product called “Credit Card Convenience Fee”.  The Summer ledger has a product called “Credit Card Convenience Fee - Summer”.

Name is the name for the product.

Category is the category for the product.

Active indicates if the product will appear as an option on invoices.

This product is sold to customers allows the product to be specified on AR invoices.

This product is purchased from vendors allows the product to be specified on AP invoice.
Description is a short description of the product.

Price is the default purchase or sales price for the product.

Is NSLP is used to designate that the product is for the National School Lunch Program. Note: This field is used by the “Lunch Counts by Date” and “Lunch Totals by Product Category” Finance dashboard widgets.

Revenue/Expense Account is the default account to specify on the invoice when the product is selected.  Note: You can choose accounts besides revenue or expense.  Typically the accounts would be revenue or expense.

Product Type determines how the product is used.
  • Default is used for most products.
  • Deposit is originally used for (Re) Enrollment Contract deposits.  Note: There is no functional difference between Default and Deposit.  Both allow specifying a Deposit amount in the left menu.  The Deposit option is retained for backwards compatibility only.  Use Default instead.
  • Discount is for Summer Camp and POS purchases.
  • Donation is for specifying online donations.
  • Fee (Fixed Amount) is used for fee products where a fixed amount is applied.  Example: ECheck convenience fees are usually a fixed amount.  Note: Permissible values for fees may be subject to state or local regulations.
  • Fee (Percentage) is used for fee products where a percentage is applied.  Example: Credit Card convenience fees are usually a percentage. Note: Permissible rates for fees may be subject to state or local regulations. Example: late fees are usually a percentage.
This query returns Contact information for Contacts who have donated $0-$499 in their lifetime.
Note: This list will include Contacts who have never donated as well.
Family Actions, Contact Actions, and Customer Actions are excellent features that allow schools to keep track of their interactions with a contact. Such actions may include scheduling a call, generating an automated email, creating personalized touchpoints, or simply recording activity on a family/customer level.

In addition to scheduling or completing an activity, Family Actions, Contact Actions, and Customer Actions feature an advanced customer relationship management tool that allows associating a customer with a predefined track of actions where each follow-up depends on the outcome of the previous step.

For instance, if you have a family that is interested in volunteering, you may predefine a decision tree that features such actions as Volunteering Inquiry, Volunteering Inquiry Confirmation Email, Volunteering Call, Volunteering Interview, Volunteering Assignment. In this case, Volunteering Inquiry Confirmation Email will be automatically emailed to the family once they complete your Volunteering Inquiry form.
This query returns Contact information for Contacts who have donated $500-$1000 in their lifetime.
This query returns a list of all next year course sections for the specified division and a count of enrolled students by grade level.  Returned fields include the course name, course id, section, and grade levels -1 to 12.  Note:  Term is not included in the results.  To include a break down for each semester, include the Student Courses’ Semester field on the Query step.  Note: To change the query to work with the current year instead, change the school year condition as well as all references to the next grade level.

The School Id is set as a DAT Parameterized Condition.
PCR Educator Online Application can be configured to automatically record your school’s application fees as Misc Receipts. This option eliminates the need to migrate the transactions between Admissions and Finance. It also guarantees that all application fees are reflected in the general ledger and appear for reconciliation.

To enable this feature, navigate to your Online Application submission page and specify Deposit Description, Ledger, Misc Receipt Credit Account, Misc Receipt Debit Account.
In addition to providing options for our schools to automatically charge credit card processing fees, we have added an option to automatically charge processing fees with eCheck (Electronic Check) transactions. Just like with credit card convenience fees, the new eCheck convenience fee feature is optional and allows each school to establish how this fee is calculated, whether it is represented as a fixed amount or as a percentage of the transaction.
This query returns Contact information for Contacts who have donated $1001-$5000 in their lifetime.
This query returns Contact information for Contacts who have donated $5000 or more in their lifetime.
This query returns the total number of enrolled students and grade level capacities in each School Division based on the School Year.

The School Year is set as a DAT Parameterized Condition and accepts the value of 0 for current year or 1 for next year.
This DAT Query returns information on contacts that donated last year but have not donated this year.
Point of Sales (POS) allows for the purchase of products from a specific ledger.  Each Point of Sale (POS) uses  a separate Cash Register (POS) for a specific ledger.  There are various Purchase Options for existing students and staff based on an available balance with any difference made up with cash. Purchases may be made anonymously with cash payments.  Note: Anonymous purchases are recorded as Miscellaneous Receipts.  Purchases by students and staff are recorded as Accounts Receivable Invoices and Receipts.  All transactions are recorded according to the specified Ledger.  Example: Lunch Choices are recorded in a Lunch/Cafeteria ledger.  Note: a school may have several Cash Register (POS) stations within a ledger. For instance, three separate locations for school stores. However, separate types of Point of Sales (POS) stations generally belong to different ledgers. For example, a school may have a separate ledger for Lunch and for Online Store. The main criterion for deciding about separating a ledger involves balance considerations as statements and balance calculations are performed on per ledger basis.

To configure a Point of Sales (POS) each of the following must be configured.

1. Creating Ledger for the Point of Sales (POS)
     a. Accounts applicable to the new Ledger need to be associated from the General Ledger. Note: This usually consists of Cash, Accounts Receivable, Net Asset, and one or more Revenue accounts for Products being sold.
2. Configuring Product Category in the new Ledger.
3. Configuring Product (POS) in the new Ledger.
4. Configuring Users with the CashRegister Full role.
5. Configuring Lunch Choices if the POS if for the cafeteria
6. Configuring Cash Register (POS)
7. Configuring Lunch Discounts

A lunch choice is a selectable option consisting of one or more products. When the student arrives for lunch, the Cash Register (POS) will automatically load the products associated with the student’s lunch choice.  Teachers may also have lunch choices recorded and loaded in the same manner.  See Specifying Lunch Choices (CMS) for options to record lunch choices.

Description is the name of the Lunch Choice option.

Enabled determines if the option is available for selection.

Product is the one or more products associated with the lunch choice.

Note:  It is possible to automatically apply discounts to lunch purchases.  Set up a student attribute for each discount level.  Then set up a separate discount product for each eligible attribute.
To configure Lunch Choices navigate to Finance > Maintenance > Lunch Choices Setup.  You need Finance Full or Finance Read roles to access the Finance Portal and Admin Full to see the menu option.  Also consider exactly how users will be Specifying Lunch Choice (CMS).
Lunch Choices for students may be specified in several ways:

1. The teacher may record the lunch choice while taking attendance.  The parent may specify the lunch choice in the Parent Portal.  Note: Parent selection is not configured by default.

To enable Lunch Choices when taking attendance, show the Lunch Choices column on the attendance widget.  Note: This option is usually only used for Homeroom attendance.


2. Teachers may record the lunch choice from the teacher portal outside of the attendance widget. To enable Lunch Choices separate from attendance, add the Course - Class Lunch Choices control.  The control allows for recording the student lunch choice and teacher lunch choice.


3. To enable parents to make Lunch Choices for their students, add the Students - Student Lunch Choice control.  

Lunch Choice Start Time
is the earliest parents may make a lunch choice selection for today.

Lunch Choice End Time is the latest parents may make lunch choices for today.  Note: Set this time early enough so that the cafeteria can prepare meals for the day.

Max Days To Pre Schedule is how many days into the future that parents may make a lunch choice selection for their student.
The Cash Register (POS) consists of 2-4 pages depending on the selected approach. Once the desired option is selected, your project manager configures the system to operate as requested.
Product Categories organize different products.  To configure product categories, navigate to Finance > Maintenance > Product Categories.  You need Contract Full, Contract Read, Finance Full, or Finance Read to access this page.  Example: The Products of 10th Grade Tuition, 11th Grade Tuition, and 12th Grade Tuition would be placed in a Product Category called Tuition.

Product Category Name is the name of the product category.

Description is a long description of the product category.

Default Revenue Account is a default revenue account for products sold to customers. Note: The individual products in the product category may have a different account specified.  Note: This field is not required.

Default Expense Account is the expense account for products purchased from vendors.  Note: The individual products in the product category may have a different account specified.  Note: This field is not required.

Note: Aside from the Online Store, less is more when configuring Product Categories.  Their use is primarily as an organizational tool.  In the case of the Online Store, Product Category Attributes are used to group merchandise into departments.  Example: Apparel, School Supplies, Gifts, Text Books, etc.
Our offices will be closed on Monday, May 25th in observance of Memorial Day. We will resume normal hours on Tuesday, May 26th.
 
The Status by Division table tracks the student status by each division for both the current year and the next year.  When linking to this table, specify the school names and school year that are important for your DAT Filter or DAT Query.  Note: By default, the software adds a condition for your current school division.  Note: The DAT - Basic Student Data Structure shows how the tables in this article are combined.  Avoid DAT Query And DAT Filter Common Mistakes when including this table.
Field Description
Name This is the name of the school division.
School Id This is the school id for the school division. Note: If Name is specified, then the School Id does not need to be specified.
School Year Str This is a more readable version of School Year
School Year 0 corresponds to the current year and 1 corresponds to the next year. Note: If School Year Str is specified, then the School Year does not need to be specified.
Status The status of the student for the School Id/Name and School Year
Substatus The substatus of the student for the School Id/Name and School Year

Example:  You want to exclude Summer School only students as an option on the (Re) Enrollment Forms.  To accomplish this, you will want to restrict your filter to students whose current grade is less than the highest grade level and whose status is Enrolled for next year in your non-summer divisions.  Note: Use the current grade level because the next grade level usually also matches the current grade level for graduating students:  A student who is grade 12 this year may also have grade 12 listed for next year.  Note: Use the next year’s status because new students who complete a contract are Enrolled for next year.  Note:  Some students may participate in both the summer and the main divisions.  Therefore, the status for the summer division is irrelevant.  The student must be enrolled for the main divisions.

Construct the new DAT Filter as follows:
  1. Start by Creating New DAT Query
  2. Select Student Info for the initial table. DAT Query - Step 1 - Choosing Initial Table
  3. DAT Query - Step 1 - Adding Conditions to limit the grade levels to non-graduating grade levels in the current year.  This is achieved using the Grade Level Code or Grade Level Num field.
  4. Next DAT Query - Step 1 - Connecting Tables to link Student Info to Status By Division.
  5. DAT Query - Step 1 - Adding Conditions for Status = Enrolled, School Year Str = Next Year, and School Name of your non-Summer divisions.  Note:  If available, specifying an Admissions division is usually sufficient.
To connect students to households use the connecting table Relations - Student / Inquiry / Teacher.  Note:  This table is also used to connect Inquiries to Households and Teachers to Households.  Note: The DAT - Basic Student Data Structure shows how the tables mentioned in this article are combined.  Avoid DAT Query And DAT Filter Common Mistakes when including to these tables.

Field Description
Bill To Yes No This indicates if the connected household is the Billing household for the record. “Y” indicates that the household is the Billing household. “N” indicates the household is not a Billing household. Note: A record can only have one Billing household.
Primary Indicator This indicates if the household is the Primary household for the record. “P” indicates that the associated household is the primary household. “N” indicates that the household is a Non-primary household. Note: A record can only have one Primary household.
Relationship This differentiates households as either Parent, Grandparent, or Self. Note: For a relationship of Parent, refer to the Parent1 Type and Parent2 Type for the nature of the relationship. Note: Self is used to indicate a domestic household for an international student. Note: Teacher records always have the relationship of Parent for their household.

Example:  You want to get a list of all students and their grandparents.
  1. Start by Creating New DAT Query
  2. Select Student Info for the DAT Query - Step 1 - Choosing Initial Table
  3. Link Student Info to Relations - Student / Inquiry / Household by DAT Query - Step 1 - Connecting Tables
    • Since we want Grandparents, DAT Query - Step 1 - Adding Condition for Relationship of Grandparent.
  4. Link Relations - Student / Inquiry / Household to Households.
Student Actions play an important role in the Status/Substatus Calculation - Student as well as tracking if (Re) Enrollment Contracts and (Re) Enrollment Forms have been submitted. When linking to this table, specify the academic year for your DAT Filter or DAT Query. Note: You can use DAT Functional Operators to make your filter more generic and reusable. Note: The DAT - Basic Student Data Structure shows how the tables mentioned in this article are combined. Avoid DAT Query And DAT Filter Common Mistakes when including this table.

Field Description
Academic Year This indicates which year the action pertains to. A student may have the same action for multiple years. Example: Students are expected to submit (Re) Enrollment Forms each year.
Action Date This is the date the action takes effect. Some actions are future dated because the student’s status is to change on a specific date. Example: Graduated actions for seniors are added to student records early to include the graduated date on the Transcripts. They are also future dated so that the student remains enrolled through the rest of the school session.
Action Description This is the name of the action.


Example:  DAT Filter for students that have not submitted (Re) Enrollment Forms.

  1. Start by Creating New DAT Query.  Note: If you are on a student list like Admin - Students, you can skip to step 3 start a DAT Filter.
  2. Select Student Info for the initial table. DAT Query - Step 1 - Choosing Initial Table
    • To restrict students to enrolled students see the article for DAT - Common Student Tables: Statuses
  3. Start a new DAT Filter
  4. Link Student Info to Student Actions.  DAT Query - Step 1 - Connecting Tables
  5. Add a DAT Query - Step 1 - Adding Condition for Academic Year = 20202021
  6. Add a DAT Query - Step 1 - Adding Condition for Actions Description = Forms Submitted.  Note: The specific name of your forms submitted action may vary from this example.
  7. Save your filter conditions and Add your filter.
  8. Change your filter to Must Not Have.
This diagram describes the relationship between students and the most commonly linked tables.
This query provides a list of teachers, including the classes and periods for which they have not taken period attendance on a given date. The rotation date is set as a DAT Parameterized Condition. 
This query returns counts on each status of Student Report Card Comments for the selected Division and Marking Period.
This query returns counts on each status of Student Report Card Comments for the selected Division and Marking Period by department.
This query provides a list of the total number of enrolled students and the grade level capacities in each division/school per grade level based on the school year.

The school year is set as a DAT Parameterized Condition and accepts the value of 0 for current year or 1 for next year. 
There are two reasons why assessments can still be editable for some teachers and not others: 
  1. The teacher’s user has the Marks Full role, which grants them the ability to change assessments and marks outside of the date ranges set in the Marking Period Info.

  2. The teachers are teaching course sections in different divisions with marking periods that have different date ranges set in the  Marking Period Info.
For a campaign/fund to be available for a donation to allocate to, the Donation Date must be greater than or equal to the Start Date and less than (not equal to) the End date of the campaign.

Example: if you want to allocate a donation that has a Donation Date of 6/30/2019 to a particular campaign, the campaign must have a Start Date less than or equal to 6/30/2019 and an End Date that is Greater Than 6/30/2019. 
 
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.

- Generally, it is not recommended to attempt creating filters when the relevant data is not present as the process of constructing conditions may be challenging. In particular, since the system automatically presents available options using the data in the database, the functionality of specifying conditions is limited.

- It is not recommended to place a DAT Query as a DAT Dashboard Element if it is expected to return more than 20 records because it may affect performance and take up a large amount of real estate on your dashboard. 

- 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.
You need Admin Full and Security Full roles to complete this process.

1. Navigate to Admin > Households > Details > Parent 1/Parent 2 (or Development > Contacts > Details > Contact Primary/Secondary for a donor record) and enter the deceased date.
2. Clear associated phones and emails.
3. Update addressee and salutation information in Household Details/Contact Address page.
4. If applicable, navigate to Security > Users > Details > Delete to delete the user account.

Note: If the spouse of the deceased contact remarries, you can use the Split Parents functionality to split the household so that the deceased person has their own household; then add the new spouse to the same household as the remarried contact.

Note: If you are splitting a donor record, make sure to update giving records so that they are associated with the correct donor.
The “read date” field generally indicates the date and time when an email has been opened by the recipient. The read date is not a guaranteed approach and it is not recommended for looking at the absolute number of read messages, but it could be used for statistical purposes to compare time trends, population groups, and other criteria in identifying the best approaches to sending out emails.
Learn how to create electronic assignments using PCR Educator Student Information System: https://youtu.be/pTbFc16ORPw.
Follow this video to see how parents and students can submit electronic assignments: https://youtu.be/A1GG1dzFcNU.
Follow this video to see how teachers can grade assignments submitted electronically: https://youtu.be/GEj2oFj5oYM.
As timely and efficient communication with students, staff and families become essential, we have expanded our Text and Voice functions allowing administrators to easily initiate text and voice messages directly from students. Use "Text and Voice" multi-action to access the new feature.
Bethesda, Maryland – In the coming weeks, many Americans will be affected either directly or indirectly by COVID-19 and PCR Educator is dedicated to serving its customers in providing a cloud-based system for schools. Students, parents, and staff depend upon reliable access to the school management system in nearly every aspect of their educational experience and PCR Educator is committed to ensuring our customers maintain uninterrupted access to these important features which allow schools to continue their operations in a remote environment. To ease the strain in this challenging time, beginning Monday, March 16, PCR Educator commits to the following for 90 days:
  • PCR Educator will offer free Student Information System and Communication Platform for 90 days to schools that do not already have a PCR Educator subscription and at any service level. To enroll inquire at https://www.pcreducator.com/Request-Information---Free-Student-Information-System/57374.
  • PCR Educator will partner with school districts and schools to ensure local communities are aware of these tools to help students learn remotely.
  • PCR Educator will provide new communications tools to its customers complimentary.
As the country works collaboratively to contain this pandemic, cloud-based school management systems will be increasingly essential to ensuring that students across the country are able to learn remotely, that teachers can continue to educate, and that parents stay connected and engaged with the schools. 

PCR Educator will ensure that its customers will continue to receive reliable access to such essential tools as Online Assignment Submission, Online Report Card delivery, Online Re-Enrollment and Enrollment, Online Admissions, Online Payments, Online Donations, Attendance Online, and Online Course Selection. PCR Educator will continue to closely monitor this dynamic situation and is well-prepared to continue delivering reliable connectivity. PCR Educator has extensive business and workforce continuity plans in place that will be adjusted as needed to best serve all our customers and employees.
 
Q: How can we use PCR Educator to survey parents about possible online instructions?
A: The easiest way to collect responses to surveys is by adding survey questions directly to your parent portal. You can create a new page for these questions and then email all parents using our bulk email feature to invite everyone to participate. We recommend using student or household attributes to record the responses. 
Q: How can we use PCR Educator for COPPA forms to collect parental consent if our school is shut down due to coronavirus?
A: The simplest way to collect parental consent is by using our forms application that allows parents to provide their signature and also automatically generates a PDF a version of the form that the school can keep for its records. 
Q: What tools does PCR Educator provide which can help our school to continue its operations if we need to switch to remote operations due to the novel coronavirus?
A: PCR Educator system is designed to facilitate efficient school operations entirely online. All you need is internet access to use our system. These are some core features which can be especially useful:
-         Online Forum feature for students, parents, and teachers designed to facilitate discussions within a class environment
-         Online Assignment Submission
-         Online Assignment Calendar for tracking classwork and homework
-         Online Report Card delivery
-         Online Re-Enrollment and Enrollment
-         Online Applicant Review System
-         Online Report Card Comments and Marks ReviewSystem
-         Online Payments-         Online Invoicing-       Online Gradebook
-         Online Inquiry and Application
-         Online Teacher Recommendations
-         Online Donations
-         Attendance Online
-         Online Course Selection
Q: Can we create forms with custom fields that are not a part of our database?
A: Yes, PCR Educator system provides custom fields functionality that allows schools to easily track any information and use in custom forms, queries, and dashboards.
Q: Does PCR Educator support the evergreen (Re) Enrollment Contracts?
A: Yes, our (Re) Enrollment Contract application can easily be configured to support schools that operate on the evergreen basis. Some of the relevant features include the ability to allow parents to communicate to the school if their children are not reenrolling and an option for auto-billing that collects the tuition payments automatically.
Q: Many times, we need to run DAT Query for specific children who do not have a common denominator.  Is there a way to build a DAT Query that would pull from the selected students? 
A: Absolutely! If you include DAT Key Id Field such as student id using your example with students, then you can use DAT Multi-Action to apply that query to the list of the selected records. This approach also works with courses, staff, donations and households.
Our west coast data center will be undergoing scheduled maintenance between 7 am ET on February 22nd (Saturday) to 7 am ET on February 23rd (Sunday). There may be minor interruptions in service within that period. We appreciate your cooperation.
Navigate to Notifications > Notifications to review individual emails, text messages and voice calls that are generated through PCR Educator. Notice, there is an Error column that is helpful for analyzing unsuccessful notifications. Note: When an email is successfully sent but is not delivered by the recipient server, it typically bounces back to the sender. In that case, the Error column is not populated.  Note: Email categorized as spam does not populate the Error column and the sender does not receive a bounced back email.

Note:  The most common error is “No emails to send to.”  To resolve this error, review Why does my notification job have no recipients?
The PCR Educator Finance system uses one of the customers selected Payment Gateways to process check and credit card payments electronically. Typically a Payment Gateway company deposits several receipts at once at a preselected time every day. You can specify the same time on the PCR Educator side as well so that the PCR Educator Finance system would also accumulate all receipts received within a day to the same deposit. However, at times your Payment Gateway company may postpone depositing some receipts which may create a discrepancy between the deposit recorded in PCR Educator Finance system and in your Payment Gateway.

Note: the system creates separate deposits for echecks and credit cards.

Below is the suggested process outlining the steps involved in reconciling deposits with payment gateway:

  1. On the PCR Educator side, make sure that the settlement time matches the selected settlement time for deposits in your Payment Gateway.
  2. Make sure to configure your (Re) Enrollment Contract and other applications that process payments not to post deposits automatically. 
  3. When a deposit appears in your payment gateway, locate the deposit in the PCR Educator Finance system by navigating to Finance>AR>Deposits and clicking on the Details. The system shows a list of all receipts which are included in the selected deposit. 
  4. Confirm that the list of receipts matches in both systems. In case when PCR Educator Finance system has receipts that are not shown on the Payment Gateway side, reassociate the erroneous receipts with a deposit in the future. Note: you can click on the receipt Id to navigate to the receipt dashboard. From there, click on Receipt Info heading to repoint the receipt to a new deposit.
  5. Once deposits match in both systems, check the deposited checkbox on the deposit details. The deposited indicator identifies that the receipts were deposited. Note: if you do not check the deposited indicator, the system will automatically check it for you when you post your deposit.
  6. You may now post your deposit. 
There are two main ways to track contact relationships:

1. Implied Relationship is automatically calculated by the development module based on a contact’s connections to students, inquiries or staff. Typically these relations are entered at the point of admissions or hiring and automatically show in development module. 

2. Contact-to-Contact Relationship tracks relationships between contacts such as business/owner, business/employee, child/parent. You have an option to select Contact Address, Contact Primary, or Contact Secondary for each side of the relationship. Example: 
Name Address / Primary / Secondary Relationship Inverse Name Inverse Address / Primary / Secondary Inverse Relationship Note
Alvarez Family Address Parent John Alvarez Primary Child John is a son of Mary and Alex Alvarez who are recorded as Alvarez Family. John is recorded as a primary contact of another Alvarez Family contact.
Mary Alvarez Secondary Owner IZ Corp Address Business Mary Alvarez is a secondary contact in Alvarez Family contact. She owns IZ Corp.
Alex Alvarez Primary Sibling Fe Jillian Primary Sibling Alex and Fe are siblings. Alex is the primary contact of Alvarez Family and Fe is the primary contact of Jillian Family.
Contact Financial Information tracks various financial information related to the contact. Example: Real Estate, Securities, Private Company Worth, Annual Income, Annual Income Business, Business Holdings.
Contact Awards refer to records of achievement associated with the selected contact. 
Contact Address represents a mailing address of a contact. Each contact must have exactly one primary address and exactly one billing address. However, contact may have multiple addresses.
Contact is a constituency record that serves as a development extension of each household record in the database. A contact is a family consisting of one or two individuals, an organization or business. 

Published Name is the internal identifier for a constituency record. This name is the primary displayed name used in development. Example: Schwartz Family, Microsoft Corporation. Note: The “Name” search field on the contacts list searches across both contact first and last names, Published Name, and household name. Note: when Published Name is not specified, the system automatically shows the household name unless you are accessing a DAT Query or DAT Filter.

Send Mail (Development) alerts the system to automatically exclude contacts from all development mailings when this field is not checked.

Solicitor to Contact identifies a separate contact that is marked as a solicitor to the selected contact.

Contact Attributes and Contact Types are used to assign custom labels to contacts and to identify their roles and relations to the school.

Contact Address identifies the contact as a whole as opposed to Contact Primary and Contact Secondary records which refer to individual persons (typically spouses) within the contact.

Contact Relationships track contact relationships with students, inquiries, staff, and other contacts.

Contact Addresses are used to record different addresses associated with the contact.

Contact Awards are used to record awards, achievements and other honors that you may want to track on a contact level.

Donations are used to record gifts, pledges, matching pledges for the selected contact.

Contact Financial Information allows for tracking financial information about the selected contact.

Outside Donations allows for tracking information about the contact’s gifts and pledges to other organizations.

Stored Payment Info keeps payment information that a contact saved in your system. For instance, if a contact signs up for a recurring gift online, their payment information is saved in the system to allow for automated withdrawals on the selected due dates.

Note: You should set up policies and procedures guide specifying how users at your organization enter data, maintain records, and perform various functions related to your Raiser’s Edge database. By documenting your rules and guidelines for data entry, you help ensure the consistency of your data. Consistent data entry is crucial to the accuracy and validity of your reports, summaries, and queries.
Copying and pasting text from Word or other text editors may cause some formatting issues due to these programs’ built-in translation of text HTML. It is recommended that you enter text directly into a text editor or clean the text first by pasting it into Notepad. The table below shows which HTML elements are supported by the different content editors implemented by PCR Educator. Note: All HTML markup is removed when constructing PDFs.  For PDFs generated from the CMS, the font style is determined by the PDF Label Style control setting. If the text appears in the Title control setting then the title text renders as bold.

Style/Element Report Comments Emails Website Content
bolding
x
x
x
italicizing
x
x
x
underlining
x
x
x
a
x
x
b
x
x
br
x
x
div
x
x
font
x
x
h1
x
x
h2
x
x
h3
x
x
h4
x
x
h5
x
x
h6
x
x
head
x
x
hr
x
x
img
x
x
label
x
x
li
x
x
ol
x
x
p
x
x
span
x
x
strong
x
x
table
x
x
td
x
x
th
x
x
tr
x
x
u
x
x
ul
x
x
All other HTML Formats and Elements
x
Merging Duplicate Inquiries is a feature that allows administrators to identify two inquiry records and merge them into one record. Since the system automatically prevents duplicates, this situation is rare. When entering inquiry information on the Inquiry Online page, a duplicate check is performed. The inquiry first name, last name, and birth date are used to match records already entered in Admissions. 

Follow these steps to merge two inquiry records into one:
- Go to Admissions > Inquiries/Applicants.

- Select the two duplicate inquiry records that you want to merge. Note: If there are more than two entries that need to be merged, the process will need to be completed two entries at a time. Note: The system shows the number of potential inquiries in the upper right corner. When you click on it, the system shows these potential duplicates.

- Go to multi-action Merge Inquiries. 

- The system displays information for both inquiries side by side.

- Identify the information that you want to keep.

- Click the Merge Inquiries button. Note: Once the two records are merged, the original records no longer exist.

Once the merge process is completed, the system presents the merged inquiry record. 
1. Follow Application Setup to ensure the administrative portal is connected to the public inquiry page. 
2. Go to Admissions > Inquiries/Applicants. 
3. Select "New" on the right side of the page.
4. The Inquiry Online page opens. 
5. Fill out the inquiry information on this page.
6. Submit the inquiry. 
7. Upon submit, the Actions checked in the properties are added to the Inquiry. These actions are marked with the user that submitted the inquiry.
8. Upon submit,  if an email was added to the submit action, the email will go to the parent email that you have entered for them.

Note: Entering an Inquiry in this manner  will create the inquiry the same as if the parent had done so. The parent can then continue the process.
PCR Educator’s Finance Module recognizes revenue based on the customer invoice issued date. When a customer invoice is posted, transactions are created in the General Ledger with a transaction date that matches the issued date of the invoice. As a result, if an invoice is issued on July 1st and has scheduled due dates that span across the fiscal year, the revenue will still be recognized on July 1st.

If you may wish to recognize revenue based on the payment plan’s due date, you can generate new invoices that are issued on each due date of the payment plan.
User
Unauthenticated Authenticated & Qualifies Authenticated & Unqualified
Page Un-published Hides Hides Hides
Published Shows Shows Shows
Roles Authenticate URL Present Shows Shows Hides
No Authenticate URL Hides Shows Hides
Filters Authenticate URL Present Shows Shows Hides
No Authenticate URL Hides Shows Hides


Note: If there is any situation which would result in the page being hidden for the user, then the page menu item will be hidden.  Example: The page is published (Shows), the user qualifies based on roles (Shows), but does not qualify based on filters (Hides).  The page menu item will be hidden.

Note: When in Content Edit mode, all pages in the site maps are visible regardless of roles, filters, or if the page is published.

Note: Pages may inherit roles from the master page.  Filters are not inherited from the master page.

Note: A page is public if the page is Published and has no Roles or Filters specified.  While such a page will show with an Unathenticated URL specified, the best practice is to leave the Unauthenticated URL blank for public pages.
This query returns information of all parent households tied to graduated students.
When a recommendation is requested, the system generates a unique link that ties a specific applicant to a specific recommendation type and a specific teacher.  The teacher then has that unique link sent to them, and when they click on it, it loads the recommendation page with all the information.  If you see a blank page as an administrator, please click the “Content” link on the top-left corner of the page; you will then be able to view and edit all controls on your recommendation form.  You will need the “Website Full” role to access the form in Content mode.

This query returns Parent-Teacher Conference registrations in the selected division/school id. The results (sorted by student names) include student information, household information, and conference dates/times. 

The School Id is set as a DAT Parameterized Condition.
The following training videos are created from the teacher perspective.

General Navigation discusses how to navigate around the Teacher Portal and configure your Dashboards.

Period Attendance and Discipline shows how to record period attendance and discipline.  Note: Period attendance is taken for a specific course section.  Daily attendance is configured separately and is usually used by Elementary schools or schools which only take attendance during Homerooms.  Note:  To track who has taken attendance, period attendance must be recorded.  The attendance control can be configured to show one type of attendance and record both types.

Email Parents and Students shows how to use the email merge function to contact parents and students. Note: The options for teachers may vary by school configuration. Example:  Some schools allow the teacher to pick which household/parent emails to send to.  Others may pre-select specific emails only and not provide an option for teachers.
This query provides a list of all period attendance entries for students who are no longer in a given course section. It returns the student name, the period attendance entry date, and course information.
1. Go to  Admissions > Inquiries/Applicants 
2. Locate the first Inquiry from the Household
3. Click “Details” for that Inquiry to enter the Inquiry details page. 
4. Select the Application Form from the left side menu. 
5. Selecting the Application Form tab brings up the applicant profile page on the portal for that student. Or you can choose a user (if more than one is connected to the inquiry) and select “Go”. 
6. On the applicant profile page, select the “New Inquiry” option from the Inquiry selector.
7. A new inquiry page opens. Fill this page out as you would a normal inquiry entry.
This query returns all saved Interim marks for the current school year along with student and course information.
This query provides a list for currently enrolled students in a selected division with grandparent household information including names, addresses, emails, and phone numbers.

The School Id is set as a DAT Parametrized Condition.
In the next release, the multi-action options of “Add to Homeroom” and “Add to Advisor” in Admin/Scheduling > Students will be deprecated. Instead, please use the “Sections (Add)” option to enroll students in advisory and homeroom classes. To designate a course as advisory or homeroom, go to Scheduling > Courses > Course Details and check off the “Is Homeroom” or “Is Advisory” box.
This query provides a list of currently enrolled students in the selected division along with parent household information including addresses, names, emails, and phone numbers.


 The School Division Id is set as a DAT Parameterized Condition. 
Our Inquiry/Student Actions File Upload widget which is frequently used in Apply Online and in Parent Portal for uploading various documents, files, and portfolio pieces is getting a facelift! The small and subtle change is designed to streamline your parents’ experience when it comes to the upload process. After the release, this widget will automatically upload files when a user clicks the Save (or Next) button eliminating the need to click the upload button. Set the ‘Required’ property if these files must be submitted or leave it blank for optional submissions.
This query provides a list of all the students who were dropped from each course and when these students were dropped. 

The School Id is set as a DAT Parameterized Condition. 
This query returns daily attendance records based on the School ID and Occurrence Date. The School Id signifies the division associated with these records whereas the Occurrence Date indicates the attendance date. 

The results are sorted by Student Last Name, Student First Name, and Attendance Description. There is a mail merge template associated with this query that renders a document containing the results when the “Mail Merge” button is clicked
 
As previously announced, the “Period Attendance Not Taken” pdf report has been replaced by a DAT query called “[Admin] Period Attendance Not Taken."
Our offices will be closed on Monday, September 2nd in observance of Labor Day. We will resume normal hours on Tuesday, September 3rd.
Student and Inquiry correspondence records can now be accessed through Student Details > Actions screen and Inquiry Details > Checklists screen.

For more information about recording an inquiry action, click here.
For more information about recording a student action, click here.

This query provides a list of attendance information for students based on the marking period range for a specified school division. It shows the type of attendance entered along with the explanation and the date that the attendance occurred for each student.

The School Id and Marking Period Number uses DAT Parameterized Conditions allowing you to change them on the results page. The school id can be found on the home page in the dropdown in the upper right-hand side of the page.

The diagram describes the relationships between the Check In / Check Out tables.
The diagram describes the relationships between the Lunch Choice tables.
The diagram describes the relationships between the main Admin Attendance tables.
Please use this article as a supplemental resource for this DAT Webinar:
https://youtu.be/O6-Hk12ZG0Y
  
1. Intro
    a.  Discuss the basics of building Attendance 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. 
        ii. Plan a workflow on what tables to use in the DAT - Attendance Data Structure  link
            a. Tables in the DAT - Attendance Data Structure 
                i.  Primary Tables: Students, Courses, Teachers link
                ii.  Supporting Tables  link
                iii. Red box / key fields explanation to avoid DAT Filter Common Mistakes link
                        - School Id field link
                        - Record Type field link
                        - School Year field link
            b. Tables in the DAT - Check In / Check Out Data Structure link
            c. Tables in the DAT - Lunch Choices Data Structure link
            d. Student “Statuses by Division” DAT Filter Common Mistakes link
            e.  Finding School Id on the Home page link
2.  Modify "[Admin] Attendance Details" to show: all students who were absent in the past week link
    a. “PCR Imported” category standard reports link
    b. Accessing DAT Query "[Admin] Attendance Details" link
        i. Review the report DAT Query - Step 1 link
        ii. Review the DAT - Attendance Data Structure link
        iii.  Add a DAT Field Condition on school id for Daily Attendance link
            a. Plus vs Link link
            b. School Division DAT Functional Operator link
            c.  Add school id as a DAT Parameterized Condition link
        v.  View Results.  Demonstrate changing parameter on DAT Results - Step 4 link
        vi.  Remove “Grade Level” table link
        vii. DAT Fields - Step 2 - Sorting link
        viii. DAT Column Order - Step 3  link
        ix. Remove “Grade Level Int” on DAT Query - Step 1 - Selecting Display Fields link
        x. DAT Results - Step 4  link
        xi. Change school id parameter link
        xii. Change report to show Occurrence Date in The Last 7 Days link
            a. Add DAT Functional Operator condition for The Last 7 days link
        xiv. Reorder results by date on DAT Fields - Step 2 - Sorting link
        xiii. 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
            a. Role considerations for query link
3.  Teachers who haven't taken period attendance yet (today) link
    a. Accessing DAT Query "[Admin] Period Attendance Not Taken" link
        i. Review the report on DAT Query - Step 1 link
            a. Explanation of “With or Without” in DAT Query - Step 1 - Connecting Tables link
        ii. Review the DAT - Attendance Data Structure link
        iii.  Add a DAT Field Condition for Courses.  Use the DAT Functional Operator “School Division” to specify Upper School.  link
        iv.  Add a DAT Field Condition on rotation date using DAT Functional Operator “Today” link
        v. DAT Results - Step 4  link
        vii. Change date display format on DAT Fields - Step 2 - Customizing Display Fields Appearance link
        viii. DAT Results - Step 4 link
   b. DAT Save - Step 6 saving a standard query link
        i.  Choose roles for the query link
        ii. Name the query link
        iii. Choose a different query group link
        iv. Optional query description link
    c. Add DAT Dashboard Element using a DAT Grid widget link
    d. Change report to show how many times teachers haven’t taken period attendance link
        i. Edit report DAT Query - Step 1 link
        ii. Change rotation date condition using the DAT Functional Operator “The Next” 0 Days. link
        iii. Remove unnecessary tables and columns. link
            a. Keep link to courses but include no columns  link
        iv. DAT Results - Step 4 link
        vi. DAT Fields - Step 2 link
            a.  Count Distinct on Rotation Date using DAT Fields - Step 2 - Aggregating  link
            b.  Alias to Total on Rotation Date using DAT Fields - Step 2 - Customizing Display Fields Appearance link
            c. Why Count Distinct instead of Count?  link
        vi. Change sort order for descending total DAT Fields - Step 2 - Sorting link
        vii. DAT Results - Step 4 link
            a. Value of including DAT Key Id Field columns: teacher id link
                i. View Dashboard link
                ii. Select All link
        viii. DAT Column Order - Step 3 versus DAT Fields - Step 2 - Sorting order link
   d. DAT Save - Step 6 saving a standard query   link
        i. Update versus Save New link
3.  Creating New DAT Query “Discipline point totals per student” link
    a. Review the DAT - Attendance Data Structure link
        i. Add Student Info and student fields using DAT Query - Step 1 - Connecting Tables and  DAT Query - Step 1 - Selecting Display Fields link
        ii. DAT Query - Step 1 - Connecting Tables Periods Attendance and Discipline link
        iii. DAT Results - Step 4 link
            a. Discussion on Discipline Points and how they may be used link
            b. Discussion on totalling link
        iv. Remove the unnecessary fields DAT Query - Step 1 - Selecting Display Fields link
        v. Add sum DAT Fields - Step 2 - Aggregating link
        vi. DAT Column Order - Step 3  link
        vii. DAT Results - Step 4 link
        viii. DAT Query - Step 1 - Adding Conditions, limit students using Status By Division DAT Filter Common Mistakes link
4. New Report “Discipline points by month” - statistics report.  A demonstration of data mining statistics. link
    a. Creating New DAT Query link
        i. Review the DAT - Attendance Data Structure link
        ii. DAT Query - Step 1 - Choosing Initial Table Period Attendance and Discipline  link
            a. DAT Query - Step 1 - Selecting Display Fields link
        iii. DAT Results - Step 4 link
        iv. Discussion of Unique Rows versus All Rows on DAT Fields - Step 2 - Uniqueness link
        v. DAT Query - Step 1 link
            a. Add multi-select condition for all 12 months.  Only months where data actually appears can be added in the condition.  DAT Query - Step 1 - Adding Conditions link
            b. DAT Query - Step 1 - Adding Conditions for discipline points <> 0.  link
            c. Remove unnecessary columns DAT Query - Step 1 - Selecting Display Fields link
        vi. DAT Fields - Step 2 - Pivoting for the Sum of Discipline Points. link
        vii. Discuss DAT Results - Step 4  link
    b. Discussion of other possible variations of the report link
5. Creating New DAT Query “Lunch Choices for Today” link
    a. Overview of the DAT - Lunch Choices Data Structure  link
    b. Creating New DAT Query link
        i. Review  the DAT - Lunch Choices Data Structure link
        ii. DAT Query - Step 1 - Choosing Initial Table “Lunch Choices” link
        iii. DAT Query - Step 1 - Connecting Tables “Lunch Choice Options” link
            a. Remove automatic DAT Field Condition for School Id link
        iv. DAT Query - Step 1 - Connecting Tables “With or Without” to “Student Info” link
        v. DAT Query - Step 1 - Connecting Tables “With or Without” to “Teachers” link
        vi. DAT Results - Step 4 link
        vii. DAT Fields - Step 2 - Customizing Display Fields Appearance link
    c. Change report to “Lunch Choice Counts for Today” link
        i. DAT Query - Step 1, remove links Student Info and Teachers link
        ii. DAT Fields - Step 2 - Aggregating count of the Lunch Choice Option Id link
        iii. DAT Fields - Step 2 - Sorting and DAT Column Order - Step 3 link
        iv. Discuss DAT Results - Step 4 link
6. Creating New DAT Query “Checked In but not Checked Out” link
    a. Overview of the DAT - Check In / Check Out Data Structure  link
    b. Creating New DAT Query  link
        i. DAT Query - Step 1 - Choosing Initial Table “Student Info”  link
        ii. DAT Query - Step 1 - Connecting Tables “Check In / Check Out” link
            a. DAT Query - Step 1 - Adding Conditions for Check In Time (a mistake, should be Check Out Time) using the DAT Functional Operator “Is Blank” link
            b. Add condition for Program Type link
            c. Correct the condition to use Check Out Time link
        iii. DAT Results - Step 4 link
        iv. DAT Fields - Step 2 - Customizing Display Fields Appearance for the date link
        v. DAT Column Order - Step 3  link
        vi. DAT Results - Step 4 link
        iv. DAT Fields - Step 2 - Customizing Display Fields Appearance for the time link
        v. DAT Results - Step 4 link
        vi. DAT Save - Step 6 link
7. Webinar Summary link
 
Close of the School Year Wizard was made 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. Moreover, please plan ahead and reserve several business days just in case you may need support from PCR Educator in closing the school year.  As previously announced, the wizard will delete all notifications for non-current inquiries/applicants and all notifications generated during previous academic years for students.

The wizard will not delete:

- any Financial or Development notifications
- any notifications attached to actions

Note: The close of the school year wizard will not be available if your school exceeds the purchased database storage amount.  Please contact support@pcreducator.com to help you address this.
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 “Data” 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 diagram describes the relationships between the main Admissions Inquiries tables.
The diagram describes the relationships between the main Admissions Inquiry Actions tables.
The diagram describes the relationships between the main Admissions Inquiry Action Types tables.

The diagram describes the relationships between the main Admissions Evaluations tables.
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.
This query provides a list of all enrolled students and classes they are dropped from or added to. It has a predefined parameter to specify the school division id. The school id can be found on the home page of Campus in the dropdown on the right-hand side of the page.

Action Type refers to the add/drop action. Action Types of “Add” or “Drop” specify that a student was added or dropped from the class individually. This may have been done through the Conflicts List in Scheduling > Student > Details > Conflicts. Action Types of “a-all” and “d-all” specify that student(s) were added and dropped from a class(es) using the bulk option in multi-action menu (Add Sections/Drop Sections).

This query also has the option to produce a mail merge report. Simply click the “Mail Merge” button on the Results screen to produce an Add/Drop report.
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.
The following are all articles with DAT Diagrams:
DAT - Admissions Evaluations Data Structure
DAT - Admissions Inquiries Data Structure
DAT - Admissions Inquiry Actions Data Structure
DAT - Admissions Inquiry Action Types Data Structure
DAT - Attendance Data Structure
DAT - Basic Student Data Structure
DAT - Check In / Check Out Data Structure
DAT - Development Data Structure
DAT - Lunch Choices Data Structure
DAT - Finance AR Customer Statement Data Structure
DAT - Finance AR Data Structure
DAT - Finance AP Data Structure
DAT - (Re) Enrollment Data Structure
DAT - Scheduling Data Structure
 
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.

Managing Middle and High School Attendance - Video provides information on how teachers can take period attendance and administrative staff can input daily attendance.

(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
4. 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
5. 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
 
The diagram describes the relationships between the main Scheduling tables.
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. Another reason is to update active inquiry records who started the process in the previous admissions year, but continue to be interested in the school. In this case, instead of restarting the process, they typically need to continue the started process, so their actions and checklist need to be updated to the new admissions year

1. 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.  
4a. If you are working with a group of students who will restart the admissions process:
    i. 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.
4b. If you are updating active inquiry records to the new admissions year to allow them to continue the process without restarting:
    i. For all students from step 1, navigate to Admissions>Actions and select all  inquiry actions only for the previous year. Then use the multi-action Update Fields. Update academic year to the new admissions year. Then update applying grade level id to the new grade level. Example: if you had a student applying for 21/22 for 8th grade and then they continue the same application for the 22/23, the inquiry actions associated with this process need to be updated to 9th grade.
5. If you would like to preserve the association between inquiry records and their evaluators, navigate to Admissions>Inquiries/Applicants and select all inquiries from step 1. Then use multi-action Advance Evaluator Assignments. 
5a. If you are working with a group of students who will restart the admissions process, use Copy Assigned Evaluators to New Academic Year button.
5b. If you are updating active inquiry records to the new admissions year to allow them to continue the process without restarting, use Update Academic Year for Assigned Evaluators button.
6. 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. Moreover, please plan ahead and reserve several business days just in case you may need support from PCR Educator in closing the school year.  As previously announced, the wizard will delete all notifications for non-current inquiries/applicants and all notifications generated during previous academic years for students.

The wizard will not delete:

- any Financial or Development notifications
- any notifications attached to actions

Note: The close of the school year wizard will not be available if your school exceeds the purchased database storage amount.  Please contact support@pcreducator.com to help you address this.
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 Configuration (Finance)  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 Configuration (Finance) 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 Configuration 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 Configuration 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 Configuration (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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Automated Payment Processing can be initiated by PCR Educator Finance System or by your finance staff. The typical cycle follows this process: 

- Parents/Students sign up for automated payments during enrollment and specify their preferred credit card or eCheck. During this time they are able to select available payment plans based on the plans offered by your organization. In some cases it means that they have multiple options such as monthly, yearly, semi-annually. In other cases, you may specify that the total amount due will be collected by a certain date unless the payment is received earlier.
- Parents/Students update their preferred credit card or eCheck  through their portals using CMS Website in case their information changes.
- Process payments: 
    -If manual setting is used, finance staff need to select all AR Customer Invoices that they want to process and use the multi-action Auto-Pay to verify the charges and initiate the charge.
    Note: 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.
    Note: 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.
    Note: 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. 
    Note:  The processing of payments after the submit button is pressed 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.
    -If auto setting is used, PCR Educator automatically processes all customer invoices that match the configuration.

- 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 contact through the CMS Website using Online Giving features or may be entered by development staff 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 contact, 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.
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 diagram describes the relationships between the main Finance AR tables.
The diagram describes the relationships between the main tables for creating a Customer Statement.  Note:  Dashed lines indicate that a table may not have a record for any given row, and the table should be joined With Or Without when DAT Query - Step 1 - Connecting Tables
The diagram describes the relationships between the main Finance AP tables.
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 - Attendance covers building queries for Daily Attendance, Period Attendance/Discipline, Attendance Not Take, Lunch Choices, and Check In/Check Out.
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
Automated Payment Processing is a process that automatically charges your customers/contacts based on predefined rules. Some examples of automated payment processing include:

Automated collection of tuition based on the payment plan selected by parents Automated Payment Processing (Finance)
Automated collection of recurring donations or pledge payments Automated Payment Processing (Development)
Automated collection of summer camp and summer school fees by a due date Automated Payment Processing (Finance)
Automated replenishment of student accounts once they reach a predefined limit Automated Payment Processing (Finance)

To setup automated payment processing, follow the steps for:
- Configuring Payment Configuration
- Configuring Stored Payment Types
- Configuring Auto-Pay Configuration (Finance) or Automated Payment Processing (Development)
 
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 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. 
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.  Note: The school administration can temporarily enable changing weights and preferences per course section by specifying an Allow Weight Calculations Overwrite Until date.

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 the 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.

Note: It is not possible to have overlapping conferences or two conferences at the same time for the same teacher.

Note: Parent teacher conferences belong to the selected school division. Thus, it's important to select the correct division before creating new conferences to ensure that they are properly shown to parents in their portal.
The diagram describes the relationships between the main (Re) Enrollment Contract, (Re) Enrollment Forms, and Finance tables.
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
 
The “Period Attendance Not Taken” pdf report will be replaced by a DAT query called “[Admin] Period Attendance Not Taken” in the 2019/2020 academic year. Please start using the new query so that you have enough time for the transition.
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
Note: The action must change the applicant's status.
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
Note: The action must change the applicant's status.
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 determine which users have access to modify the action. Note: Only Evaluation and Student actions have Edit Roles available for modification.

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.
The status of a Financial Aid Award is automatically calculated from the action date with the highest date.
To configure actions, navigate to Maintenance > Actions.  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 t