Registering new student can be done from Quick Registration.
Student ID #
There are three ways to give a student an ID number:
- 1. Type the student's ID # (in SSN format)
- 2. For a sequenced computer-assigned number (the next number on the "list), click on the "Assign New" button before entering any other fields; OR
- 3. For a computer-assigned number based on birth date and first initial of last name enter the names and birth date, and then click "Assign New".
Type in all lower case. The computer will default to initial upper case.
The tab will go to the Zip code field after street name. Type in the Zip code and the City will appear, provided it was entered in the Lookup Table.
Type a string of numbers. The computer will format.
mm/dd/yy. If the student is over 18 and Concurrent, the age field = red. If over 55, age field = green.
This must be completed. Fill in the Default ADA if all the students that you will register are the same ADA Type.
Click the button and double-click all that apply. If you make a mistake, double-click to remove.
Choose the highest level completed. (This will pre-slug on the TOPs form).
To give a student a transcript, the student must belong to a group (see discussion under "Department" Lookup Table).
Click for emergency info., marital status, # children, income level.
Click on this icon
to view ethnicity list.
- Before you start enrolling student to a section, make sure you are in the right Time Period.
- Type the section number or course name in the "Find" fields if needed. The "Detail" button to the left gives details about the section.
- Filter with "Pick Prog" to display sections in one program only.
- Click on the "Enroll" icon to enroll the student into a class.
- The "Cancel Entry" button will cancel the registration, provided it is done before the student is enrolled.
- If the student decides to change classes (BEFORE attendance), use the "Transfer Student" button to transfer from the enrolled class to another class.
Searching for a record:
- All students in the database are listed on this screen.
- Check the bottom of the screen for the number of records.
- Sort on each column by clicking on the column heading.
- The "Prog" column shows the initial program that the student was enrolled in.
- "Status" is the last time period in which the student had attendance.
Find any field or part of a field by clicking in the column and then on this icon
on the menu bar on the top of the screen.
Registering students in this screen is similar to the instructions for the Quick Registration form.
You can search on any field or fields in this screen.
Search for Name(s) as follows:
Search any part of name:
- Type in a the last name or first few letters of the last name.
- Type in the first name or first few letters of the first name.
- Type first few letters of the last name and of the first name.
- Use the binoculars icon next to the field to search.
Type any part of the first or last name and click on
Change Student ID#:
If you need to change the student's ID number, click on the "Change Student ID#" button and type in the new number.
You can look at sections in a particular time period or all time periods.
In this screen you can enter grades/credits, change the enrollment status/date and change the ADA Type.
Changing an ADA Type at the enrollment level will NOT
change the attendance retroactively; only from this date forward will attendance reflect the change. See below for changing ADA Type retroactively.
Click on the "clock" icon
next to the Time Period column to see attendance by meeting date.
screen shows every meeting date in which the student had attendance, with the attendance hours.
If a student's ADA Type is not correct, or if it should be changed from a particular date forward, do the following:
- Click next to the ADA Type in line with the date from which you want to make the change.
- Select the new ADA Type. All attendance from this date forward will automatically be tagged with the new ADA Type.
If a student had dropped from the class and then re-enrolled, the "Enrollment History"
screen will shows the details.
Any archived history or transcript information will display at the bottom of the Edit screen.
Print a report card by Time Period from this screen.
The View Class screen shows the same information as Edit Classes, plus the cumulative hours for each class. You cannot make changes in this screen, except for changing ADA Types by meeting date as described above.
Transcripts can be used to handle both high school diploma graduation requirements and CTE requirements to complete a program of study. You can manage multiple sets of requirements from within ASAP. Read this entire set of instructions BEFORE starting. If you want to use transcripts in CTE or have more than one set of requirements, you need to be careful and think in advance
about your structure before starting.
Manage Credit Requirements and Different Transcript Types (HSD, CTE, etc.)
Let's assume you have already thought about what transcripts you will offer (i.e. what transcripts, what requirements on each transcript, and number of credits required for each item in a transcript). Once you have your transcripts, start building your requirements table.
1. Go to Lookup Tables | Department.
2. Enter the following for EACH individual requirement
- a. Dept. Code: should be short, like Eng, Math, Elect
- b. Dept. Name: this is what will appear on the transcript (i.e. English, Math, Algebra, Life Science)
- c. Group: use letter codes to denote different sets of requirements. If you have one set of HSD requirements, Group = A. Then next "set" of requirements (maybe for CTE or a different HSD set of requirements, use Group = B, then C, and so forth.
- d. Requirements: numerical value such as 1, 2, 5, 10, 40
- e. Excess: all credits earned above the Requirements amount automatically flow to Electives. But if excess can go to something else first (i.e. Algebra excess can often be used to satisfy Math), then type the Dept. Name in this field.
- f. UC/CSU Code: if you know what this is and want to use it for CalPass reporting, enter here.
- g. Important: all transcripts groups MUST have an Electives option. This can be Credits = 0, but this must be done for each group.
* IMPORTANT FOR ALL TRANSCRIPTS:
If you have Multiple Sets of requirements (i.e. two or three HSD sets, four, five or more CTE sets) and a Dept. Name is consistent across more than ONE group, the Group field can be separated by a comma when the credit requirements are the exact same across all goups.
1. I have two HSD sets: 190 total credits (Group = A) & 200 total credits (Group = B). Math for BOTH sets is = 10. I do NOT have two Math records in the Department table; I put one and in the Group field, I enter A,B.
2. I have multiple CTE Transcripts that all use Medical Terminology as a requirement. I enter ONE record: Medical Terminology and Group would be C,D,E,F, etc.
If I have the same requirement (i.e. Math), but the number of required credits differ from one group to the other but I want to keep the EXACT same name appearing on the transcripts (i.e. Math or Medical Terminology), I enter multiple records in the Department table but make sure that Dept. Code AND Dept. Name ARE EXACTLY the same. The only difference would be Group and Requirements value.
Assign Courses to Departments
Recommendation on CTE Transcripts:
- Next, you need to go to each course where a credit can be earned and tell ASAP where to put the credit.
- Assign each course where a credit can be earned to ONE and ONLY ONE Department. This is a one-to-one relationship: each course is assigned to one and only one department. The credit entered in the section will apply to that requirement on the transcript. Here is where your Department table is vital. When building your Department table, you need to consider that a course can only go to one requirement set. If you have CTE transcripts and Medical Terminology is taken in four or five different programs of study (LVN, CAN, Front Office Billing, etc.), we suggest the CTE transcript for each program of study list as a requirement Medical Terminology. Or use a more general "name" for the requirement like Basics or Core Requirements.
You choose how to design your own transcripts and requirements. But one easy way is to say a "class/section" is worth one credit. You don't need to use the HSD model where a class might be worth 5 credits. Medical Terminology could be one credit. If I offer Beginning Terminology, Intermediate Terminology and Advanced Terminology, I might have ONE requirement called Medical Terminology on my transcript and each course (I have 3 here) would be allocated to Department = Medical Terminology & my credit requirement for Medical Terminology would be 3 (i.e. 1 for each class taken). The teacher then enters a single one (1) credit each time a student successfully completes a class (and a grade if you care).
Fulfilling a Requirement
When a student takes a class, the teacher or member of the staff will need to record a grade and a credit for that student in the section. This can be done via Web Teacher Attendance (WTA) or Edit Roster. Once a grade and credit are recorded, the section will appear on the appropriate transcript and the requirement will be "met".
Student Transcript - Printing and Assigning to a Requirement Group
You can print individual or bulk transcripts. Before you print, you must go to the student record and assign the student(s) to a Group. This is on Student Details. The group field is a dropdown populated by the Group field you entered in the Department Lookup Table. Select the group and then click Reports button on the bottom of Student Details and choose one of the transcript layouts. You can easily change the group for each student and print a different transcript. This works great for CTE transcripts where the student might be in multiple programs of study.
External Transcript Records (or easy inhouse staff entered records)
A student may have credits earned at other schools. Or, alternatively, instead of entering grades and credits via WTA or Edit Roster under Sections, you want to simply give a grade or credit quickly to the student. This is done via Input Transcript (find this on Student Details | Input Transcript button). On Input Transcript, fill out the appropriate fields with information. Click Add. You also can import mass records via a data import process. Learn about this by contacting ASA.
You can now link any document to a specific student record. Before the documents can be linked there must be a folder for saving the files.
- 1. Create a folder on your network named: Images (If you use the ID Card System you already have this folder created and it can be used for the documents as well as the photos). The folder needs to be on the ASAP server.
- 2. You also need to enter the location of the Image folder in the database info table. Click on Time Period and then Maintenance button at bottom of screen.
- 3. Click on Database Info
- 4. Scroll down to #817 in column 1 and type in the path to the Image folder on your network (i.e. \\AS_Server\ASA\ASAP\ - do not include Images in the path). Close out of database info.
- 1. Open student demographic screen and click on Reports
- 2. Click on Link Document to Student Record.
- 3. Find the document you wish to link, highlight it and click Select.
- 4. A window will ask you what name the file should be saved as (example: Letter021509.doc)
- 5. Save as many files to this student as you want.
- 6. To bring up the document to view or print, click on Open Document. This will give you a list of the documents saved to this student.
- 7. Click on Display Document to the right of the file name you want to open.
- 8. Close all screens when you have finished with the document.