Flags and Programs provide ways to add visual alerts to students. Flags appear in the header to the right of the student's name. Graduation Programs, which are part of academic planning and not covered in this lesson, can be flagged when they are assigned to students. Other types of Programs do not appear in the header and can have sessions attached to them indicating the date, time and location students assigned to the program will be participating in it.
Use this Study Guide to learn how to:
- Create and manage Flags and flag assignments for students
- Use Ad Hoc to extract Flag-related information
- Create and manage general Programs and Program Sessions
Flags
Create and Manage Flags
Schools can use the tools found at Program Admin > Flags to create any number of flags which can then be used to add labels to student headers. Some examples of flags include food allergies and contact restrictions.
Tool Search: Flags Setup
The Flags Setup tool allows schools and districts to assign indicators to a student for particular programs, alerts, or notices that may assist with the student's success in school. Any number of flags can be created for a school or district, and any number of flags can be assigned to a student.
Flags Setup
Flag Checkboxes
When creating a flag a series of checkboxes appear in the Flags Detail editor.
Checkbox | Description |
|---|---|
Flagged | When marked indicates that a flag should display next to the student's name. An image and color must be selected to display in the header. |
Contact | When marked indicates the student has a note on record regarding who can be contacted on the student's behalf. Additional tool rights need to be assigned for users to view, add or modify contact-related flags for students. In order for this flag type to display next to the student's name, the Flagged checkbox must also be selected. |
POS Display | When marked indicates the flag displays next to the student's name on the Point-of-Sale terminal. In order for the flag to display on the POS Terminal, you must also add a note to the User Warning field when you assign the flag to a student (Student Information > General > Flags). If a note is not added in the User Warning field, the flag does not display. In order for this flag type to display next to the student's name, the Flagged checkbox must also be selected. Student flags will display in the POS terminal as soon as they are saved in Flags (Student), regardless of start date selected. |
| Special Ed | When marked indicates the student participates in Special Education. Only those with tool rights for the Special Education flag will be able to view this flag in the header next to a student's name. This flag also appears in the IEP column on section rosters and related tools for students it is assigned to. |
State Reported | When marked indicates the program is reported in state extracts as a means of tracking student progress. Additional tool rights need to be assigned for users to view, add or modify state reported-related flags for students. In order for this flag type to display next to the student's name, the Flagged checkbox must also be selected. |
Vocational | Not available in all states. When marked indicates the program is considered vocational more than academic. In order for this flag type to display next to the student's name, the Flagged checkbox must also be selected. |
When a flag is marked as Flagged, an image and a color can be selected for the flag. This image displays next to the student's name in the header, as shown in the image below. The default selection is the flag icon and the color orange.
Default Flag Image and Color
When this flag is assigned to a student the flag displays next to the student's name.
Flag Display
To assign a medical alert flag, Health Conditions must be set to display a flag. See the following articles for more information:
Create Flags
- Select the New icon. A Flag Detail editor will appear to the right.
- Enter the Name of the flag.
- Enter a Code for the flag. This code can be a district-defined code or a state-defined code.
- Enter a Description of the flag.
- Mark the Flagged checkbox if this flag should display next to the student's name. If yes, then select a Flag Image and a Flag Color. There are 30 images and 12 colors to choose from.
- Mark the other checkboxes (Contact, POS Display, Special Ed, State Reported) if applicable to this flag.
- Select a Flag Image to appear next to a student's name when this flag is assigned. This image will only display if flagged is selected.
- Click the Save button when finished. The new flag will appear in the Flags Editor tree.
After creating flags, assign the flags to students, either manually on the Student Flags tool or using the Batch Assignment Tool.
Only active Flags can be assigned to students. Active flags display first in the Flags Editor list. Deactivated flags do not have the Active checkbox marked and display in gray text at the bottom of the Flags Editor list.
Deactivated Flag
If a flag has the Active checkbox unmarked after it is assigned to a student it displays in red text. The deactivated flag still displays in the student header until it has an end date applied.
Deactivated Flag Assigned to Student
Convert Flags to a Program
Flags and Programs Are Not the Same
Campus allows the tracking of both Flags and Programs separately. There is little difference between these two, and a district may have a flag called After School Club. A program could also be created with this name.
Programs cannot have flag images associated with them. Like flags, programs can be state reported.
Flags that have been associated with students by a third party system cannot be converted to a program using the Convert to Program tool.
If there are flags that would be better suited to be programs, use Convert to Program. This option requires the user to have full tool rights to (RWAD) to Program Admin > Flags.
Convert to Program
- Click the Convert to Program button. A warning message displays explaining what happens, as follows:
- The image associated with the flag no longer displays next to the student's name.
- User warnings associated with the student are erased.
- Participation details move to the Program Participation > Programs tool.
- Click OK to continue the conversion process. A confirmation message displays. The flag that was converted no longer displays in the Flags Editor; it is visible in the Programs editor.
After the conversion, if there was a flag image associated with the flag that is now a program the image no longer displays next to the student's name. The program is listed in the Program Participation Programs editor. All other data entered as part of the flag converts to the equivalent program data fields.
When a flag is converted to a program, the Sessions checkbox cannot be added.
Manage Flags for Individual Students
Flags are associated with images and are used to add alerts to specific students.
Tool Search: Flags
Flags may list special information on file in the office, that a student has certain living requirements, or that they are involved in a special program that uses flags (like graduation programs or has an LEP record) for example. There is no limit to the number of flags that can be assigned to a student.
Flags related to general information (demographics, contact, etc.) are created in the Flags tool in the Program Administration area. Medical conditions can display a flag next to the student's name; these are assigned as Health Conditions. Graduation programs can display a flag next to the student's name; these are assigned and managed in the Graduation Programs tool. Blended Learning flags display when a student is assigned to a Blended Learning Group.
Student Flags
Not all flags display an image next to the student's name. The display is determined by the settings assigned to the flag when it is created in Program Admin. When an image is displayed, it appears below to the student's name.
Student Flag Display
When a User Warning is entered for the flag, that text displays when hovering over the flag. The text that displays when hovering over a student flag is truncated to 100 characters. The whole message of the User Warning can be viewed by clicking on the student flag.
User Warning
Tool Rights for Flags
Full access to Student Flags requires RWAD tool rights to the following:
- Student Information > General > Flags
- Student Information > General > Flags > Contact Flags
- Student Information > General > Flags > Medical Flags
- Student Information > General > Flags > State Reporting
- Student Information > General > Flags > Special Ed
For privacy reasons, State reported, Contact, Medical and Special Education flags require additional tool rights to be assigned to the user to view, add or modify flag assignments. The Flag subrights of Contact Flags, Medical Flags, State Reporting and Special Ed need to be assigned to users who are responsible for adding these types of flags. In addition, in order to see the Special Education flag in the header a user must have rights to Special Education information.
For reference:
- R rights allow users to view flags assigned to the student.
- W rights allow users to modify existing flags assigned to the student.
- A rights allow users to add new flags to the student.
- D rights allow users to permanently delete assigned flags from the student.
Top level Flags rights override subrights. It is assumed that users with Flags tool rights may need the same level of access for one or more subrights. Users cannot be given subrights only, so consider that you may need to grant more rights than needed to users who are intended to only work with subright flags.
Using the Contact Flags subright as an example, this means:
- A user with R rights to Contact Flags who has RWAD rights at the Flags level inherits RWAD access to Contact Flags, even though only R is selected.
- It is not possible to grant a user Contact Flags rights without corresponding Flags level rights. A user with no Flags rights and RWAD Contact Flags subrights has no access to Contact Flags.
- A user with RWAD rights at the Flags level and R rights to Contact Flags inherits RWAD rights from Flags at the Contact Flags level
- It may be helpful to think of Flags subrights as additional flag types you wish users to see, with the same level of access they have for general flags.
Flags Tool Rights
Student Flag Information in Ad hoc Query Wizard
Student Flag information is available in the Query Wizard for Student data types in the Learner > Programs/Flags folder. The Ad hoc Field names are included in the Student Flag Editor table.
Flag Fields in Ad hoc Reporting
Student Flag Editor Definitions
The following defines the available fields on the Student Flags Editor.
Field | Description | Ad hoc Fields |
|---|---|---|
Flag | Selection indicates the curricular/academic program assigned to the student. | spProgram.name |
Image Display | The message "This image will display next to the student's name" indicates that when the information is saved, the chosen program image displays in next to the student's name, indicating the student is assigned to the program. If the program is not flagged, this message does not display. | spProgram.flagImage |
Start Date | Entered date reflects the date the flag was first assigned to the student. Dates are entered in mmddyy format or by selecting the calendar icon to choose a date. The entered date also determines when the flag displays next to the student's name, if there is an assigned image. Student flags will display in the POS terminal as soon as they are saved, regardless of start date, if POS Display was selected in Flags. | spProgram.startDate |
End Date | Indicates the date the student stopped working towards achievement in the program. Dates are entered in mmddyy format or by selecting the calendar icon can be selected to choose a date. The entered date also determines when the flag no longer displays next to the student's name, if there is an assigned image. | spProgram.endDate |
Eligibility Start Date | Indicates the date the student became eligible for the program. Dates are entered in mmddyy format or by selecting the calendar icon can be selected to choose a date. | spProgram.eligibilityStartDate |
Eligibility End Date | Indicates the date the student was no longer eligible for the program. Dates are entered in mmddyy format or by selecting the calendar icon can be selected to choose a date. | spProgram.eligibilityEndDate |
User Warning | Entered message that displays with the program image when a user hovers over the image. A 255-character limit is enforced on this field. If that limit is exceeded, a warning message displays indicating the valid length requirement and text beyond that limit is deleted. It is recommended to not use the | character as it could alter warnings within the flag. | spProgram.userWarning |
Participation Details | Text field that displays information about the student's participation in the program, listing the course requirements, guidelines the student must follow, GPA requirements, etc. This information is up to the school. A 255-character limit is enforced on this field. If that limit is exceeded, a warning message displays indicating the valid length requirement and text beyond that limit is deleted. | spProgram.participationDetails |
Description | Text that lists additional information about the academic program. There is no character limit to this field. | spProgram.description |
Multiple Flag Assignment
A student may be assigned the same type of flag multiple times. These are entered as separate instances of the flag, meaning (at least two) Hall Monitor flags are assigned to the student for example. Only one behavior flag image displays next to the student's name. The User Warnings entered for the individual flags display in one hover textbox separated by a semi-colon.
Multiple Flag Display
Assign Flags to Students
- Select the New icon. A Student Flag Detail table will appear below the Student Flag Editor.
- Select the Flag to assign to the student from the dropdown list. If the item chosen is designated to display an image, a note to the right of that dropdown list will appear, indicating image will display next to the student's name.
- Enter the Start Date for the flag.
- Enter an Eligibility Start Date, if applicable.
- Enter a User Warning for the flag.
- Enter Participation Details for the flag.
- Enter a Description for the flag.
- Click the Save icon when finished. The new flag is listed in the Student Flag Detail table, and if indicates in Program Admin, an image displays next to the student's name.
A refresh of the page may be necessary to see the newly assigned flag and its accompanying image next to the student's name.
End Flag Assignment
- Select the Flag that needs to be ended from the Student Flag Editor.
- In the Student Flag Detail area, enter an End Date for the program.
- Click the Save icon when finished. The entered End Date displays in the Student Flag Editor.
If an image is marked to display next to the student's name, that image continues to display through the entered date. For example, if the flag is ended as of Sept. 30, the flag displays on Sept. 30 but is removed after midnight on Oct. 1.
Delete Flag Assignment and Inactive Flags
To delete a flag from a student, select the entry to be deleted from the Student Flag Detail area and click the Delete icon. This permanently removes the flag from the student’s record. This should only be done if the flag was originally assigned in error.
If a flag that has been deactivated in the Program Admin Flags editor, but is still assigned to a student displays in red.
Inactive Flag
Blended Learning Group Flags
Blended Learning Groups allow districts to identify the attendance setting for students who are on-site in a building for learning, for students who are virtually attending classes or a combination of both.
When a student is assigned to a Learning Group, that flag displays in the header along with other assigned flags. This flag cannot be modified from the Student Flags tool.
Blended Learning tools were first released in the Campus.2028 Release Pack (July 2020). See the Blended Learning Groups article for an overview of the entire Blended Learning Group process.
Documents
To view documents, click the Documents button on the action bar. See the Student Person Documents article for more information.
Flags Documents
Use Ad Hoc to Extract Flag Related Information
This lesson provides a general overview of how to use Ad Hoc.
Programs and Sessions
Create and Maintain Programs
Programs can have Sessions attached to them to indicate the date, place and time the program is taking place.
Tool Search: Programs
The Programs tool lists every program offered at the district or school. These programs may be after school clubs, intramural sports, community education, or anything else the district deems is a program.
Image 1: Programs
Programs and Flags Are Not the Same
Campus allows the tracking of Flags and Programs. There is little difference between these two. A district may have a flag called After School Club; a program could also be created with this name.
Flags are only flags because a flag image can be associated with them. For example, a non-contact indicator is a flag that appears next to the student's name.
Programs cannot have flag images associated with them. Like flags, programs can be state reported.
Program Detail Editor
| Field | Description |
|---|---|
Name Required | Indicates the name of the program. This displays in the Programs Editor, in program related reports, and when viewing Programs assigned to students and other people. It should be descriptive enough for the program to be easily recognized. |
| Active | When marked, indicates the Program can be assigned to students and other census people. When not marked, it is considered inactive and displays in a light gray color. Inactive programs can still be assigned to students or other census people using the Batch Assignment Tool or by manually assigning the program to a student. These inactive programs on the Program Participation Editor in gray text and on the Batch Assignment Tool in red text. |
| District Wide | When marked, indicates the Program is available at all schools in the district. Once marked, School(s) Select All and Clear buttons and the field to select schools are disabled, and the field to select schools displays the words This is a district-wide program. |
| Code | Lists an identifying abbreviation or school designated identifier associated with the program. |
| School(s) | Lists the schools in which the program is available. Add schools by clicking in the field and selecting the appropriate schools from the dropdown or by typing the first few letters of the school name to display matching results. Alternatively, click the Select All button to add all schools to the list. If only a few schools in the district shouldn't have this program available to them, it is often easier to click the Select All button then remove the few schools, rather than scrolling through the list to add the schools one by one. Note that if all schools should have access to the program, mark it as District-wide instead. Use the Clear button to remove all schools from the field. See the District Programs vs. School Programs section for more information. |
| Description | Provides detailed information on what the program is, where it meets, etc. |
| Program Category | Organizes the programs into the selected category (like After School, Music, Community Ed, etc.). Categories need to be added to the Attribute DictionaryAttribute Dictionary before assigning to a program (Programs > Program Category). |
| State Reported | When marked, indicates the program is reported in available state reports. |
| Sessions | When marked, allows a session to be created for the selected program on the Program Sessions tool. Sessions track a time and place for a specific set of students (helpful when the district manages the community education programs, or there are many after school programs that rotate meeting times throughout the year). Once the Session checkbox is marked and the Program is saved, the Session checkbox CANNOT be removed. |
| Program Session List | A sortable list of a sessions associated to the program displays when at least one session has been assigned to the program. If a program is marked for sessions but no sessions have been created, the Program Session List does not display. When it does display, the Session Name, Max Participants, Total Participants, Start Date and End Date are listed (see the image at the beginning of this article). Only active students are counted in the Total Participants count. |
Before a program can be saved, the District Wide check box must be checked or at least one school must be selected. If the District Wide check box is not checked and no school has been selected an alert message will display when trying to save.
Tool Rights
The District Wide check box is linked to All Calendars right. Users without All Calendars access will not be able to create a new District Wide program, or edit an existing District Wide program.
- If a user does not have All Calendars access the District Wide check box for existing District Wide programs will appear grayed out and the user cannot edit.
- If a user does not have All Calendars access and is creating a new program, the District Wide check box will appear grayed out and the user cannot edit.
- If a user does not have All Calendars access they cannot delete District Wide programs.
Create New Programs
- Click the New icon. A Program Detail editor displays.
- Enter the Name of the Program.
- Mark (or remove) the Active checkbox as needed.
- Enter a Code for the Program, if desired.
- Select the Schools in which the Program is available.
- Enter a Description for the Program.
- Select a Program Category, if desired.
- Mark the State Reported checkbox, if applicable.
- Mark the Sessions checkbox, if applicable.
- Click the Save icon when finished. The new Program is listed in the Programs Editor Programs are listed in alphabetical order by name.
Print Program Information
Click the Print icon to generate a Program Detail Report (PDF Format). This lists the Program Name, location, and the students assigned to the program (includes Student Name, Student Number, Grade Level, Start Date and Eligibility Start Date). A total program participation count (total count of students who have an active program participation record) and overall total participation (total count of students per school who have an active program participation record per program) prints on the last page of the report.
Image 2: Print Program Information
For programs that have sessions, the program name and location print, as well as the session name, the session dates and the session instructor. There is also a total participation count that prints at the end of each session section (total count of students who have an active program participation record per program session). An overall total prints at the end of the report (last page) that lists the total program participants (total count of students who have an active program participation record per school) and the overall total participation (total count of students per school who have an active program participation record per program and per program session).
Image 3: Print Program with Session Information
Next Steps
- If the Program has Sessions, create Program Sessions associated with the Program.
- Assign the Program to Students.
- Use the Batch Assignment Tool to add the Program to a list of students.
The Programs tool is used to create a record for all programs a district or the schools within it offer. These can be school clubs, intramural sports, community education or anything else the district deems is a program.
Create and Maintain Program Sessions
Program Sessions can be created and assigned to a Program when there is a need to track a specific date, time and location of a program.
Tool Search: Program Sessions
Program Sessions track a specific date, time and location of a Program. Program Sessions are only assigned to a Program when needed.
Program Sessions
For example, a Program is available for AM Tutoring, where a set of students arrives in a zero period or some designated time to be tutored in a certain subject. Because AM Tutoring could cover a variety of course subjects, a Program Session for Math is created. The Program Session record contains information about one specific offering of a program.
Program Sessions could be used for community education programs that meet at a school or to track the time or instructor for programs such as National Honor Society, if desired.
A Program marked to include Program Sessions must be created first before adding Program Sessions. The option to use Program Sessions cannot be added to an existing Program nor can it be deleted from an existing Program.
When viewing sessions, users can view sessions from across the district or from the selected calendar by making a selection in the Session dropdown. When All is selected from the dropdown, all available sessions (both active and inactive) are listed in the Program Sessions editor. When Active within selected calendar date range is selected, only program sessions that occur during the date range of the selected calendar in the Campus toolbar are available. These program sessions display if:
- The Program Session has a Start Date on or before the Start Date of the selected calendar.
- The Program Session has an End Date that is blank (null), within, or after the End Date of the Selected Calendar.
The Sessions dropdown list does NOT display if the Campus Toolbar fields are set to All Calendars or All Years.
Program Sessions Selection
Programs Sessions Information in Ad hoc Query Wizard
Program Sessions information is available in the Filter Designer Query Wizard for Student data types. The fields are available in the Learner > Programs/Flags > Program Session and Learner > Programs/Flags > Programs > Programs Sessions folders.
See the Staff History Editor section below for the related Ad hoc field and information on how that field returns data.
Program Sessions Fields in Filter Designer
The following Ad hoc fields are also available for Program Sessions, and return the following information:
- programSessions.instructorLog - This reports from the Instructor History section, and reports the Last Name, First Name of previous instructors and the dates of instruction.
- programSessions.programSessionID - Returns the numeric value of the Program Session, and is used as an internal database identifier (not visible in the product).
- programSessions.programID - Returns the numeric value of the Program associated with the Program Session, and is used as an internal database identifier (not visible in the product).
Program Sessions Editor
The Program Sessions editor lists active sessions first. Click the column headers to re-sort as desired. All Program Sessions display when the Campus Toolbar fields are set to All Calendars or All Years.
| Field | Description | Ad hoc Field name and Returned Value |
|---|---|---|
Program Required | Indicates the program to which the session is associated. Only the programs marked for Sessions are listed. | spProgram.name Reports the entered name of the program to which the session is associated. |
Start Date Required | Indicates when the session starts. A program could have many sessions associated with it, like an AM September Session, a PM September Session, etc. The date provides parameters around the many sessions for the program. This date displays in the Programs Sessions editor. Program sessions with a date in the past and no past end date display in black text; Program sessions with a date in the future, with or without an end date, display in gray text. Dates are entered in mmddyy format, or can be selected by clicking the calendar icon. | programSessions.startDate Returns the start date of the session, in mmddyy format. |
| End Date | Indicates when the session ends. This date displays in the Programs Sessions editor. Program sessions with an end date in the future display in black text; programs with an end date in the past display in gray text. Dates are entered in mmddyy format, or can be selected by clicking the calendar icon. | programSessions.endDate Returns the end date of the session, in mmddyy format. |
Name Required | Indicates the name of the session. This name should be descriptive so those responsible for assigning students to the program can easily locate the correct session. | programSessions.name Reports the entered name of the program session. |
| Occurrence | Indicates the time of day the program is scheduled (before school, after school, etc.). Districts manage the options available for this field in the Attribute Dictionary. | programSessions.occurrence Reports the value of the selected option. If the selection is A: After School, the query returns the value of After School. |
| Frequency | Indicates how often the program is scheduled (daily, weekly, etc.). Districts manage the options available for this field in the Attribute Dictionary. | programSessions.frequency |
| Location | Indicates where the session meets. Options for this field need to be created in the Attribute Dictionary (ProgramSession > Location) before they can be assigned to a session. | programsSessions.location Reports the value of the selected option. If the selection is HS: Home School, the query returns the value of Home School. |
| Instructor | Lists the person who leads the session. This does not need to be a staff person; it can be anyone available for selection in Census (staff, parent/guardian, students, other community member). Click in the dropdown field and enter the first few letters of the person's name. Matching results display. | programSessions.instructor Reports the name of the assigned instructor in Last Name, First Name format. |
| Program Manager | Lists the person who manages the session. This does not need to be a staff person; it can be anyone available for selection in Census (staff, parent/guardian, students, other community member). Click in the dropdown field and enter the first few letters of the person's name. Matching results display. | programSessions.programManger |
| Hosted by | Indicates which entity manages the program (school, district, external partner). Districts manage the options available for this field in the Attribute Dictionary. | programSessions.hosted Reports the value of the selected option. If the selection is S: School, the query returns the value of School. |
| Partnering Agency | Indicates any agency that partners with the school or district for this session. Options for this field need to be created in the Attribute Dictionary (ProgramSession > Partnering Agency) before they can be assigned to a session. | programSessions.partneringAgency Reports the value of the selected option. If the selection is BS: Boy Scouts, the query returns the value of Boy Scouts. |
| Max Participants | Indicates the total number of participants that can be assigned to this session. There is no logic associated with this field (unlike the max students field on a Course). It is simply a numeric value. | programSessions.maxParticipants Reports the entered numeric value. |
| Comments | Provides more information about the session - what the session covers, what changes have been made, etc. | programSessions.comments Reports the entered value. |
Create Program Sessions
- Click the New button. A Program Session Detail editor displays.
- Select the Program associated with the session from the dropdown list.
- Enter the Start Date of the session, and the End Date if applicable.
- Enter the Name of the session.
- Select the Occurrence of the program.
- Select the Frequency of the program.
- Select a meeting Location for the session.
- Enter the name of the Instructor for the session.
- Select a Program Manager for the session.
- Select the Hosted by entity for the session.
- Select the Partnering Agency, if applicable.
- Enter the Max Participants number.
- Enter Comments related to the session.
- Click the Save icon when finished.
Instructor History and Program Summary
Upon saving, the Instructor History and Program Summary sections populate with information about the session. These are read-only sections and provide a quick view of the session details.
- The Instructor History lists the instructors that have been assigned to the session and the dates of that assignment.
- The Program Summary information also displays when the program is assigned to a student.
Program Session Instructor History and Program Summary
Print Program Session Information
Click the Print icon to print a Program Session Detail Report (PDF format). This lists the program and session name, session dates, instructor information, and any students assigned to the session. Only students active in the program session are included on the report, based on the program participation start and end dates of the students.
Program Session Detail Report
Program Session Detail Report
Next Steps
- Assign the Program to Students
- Use the Batch Assignment Tool to add the Program to a list of students.
This video explains how to set up Program Sessions.
Assign a Program to a Student
Programs are assigned to and managed for an individual selected student.
Tool Search: Programs
The Programs tool lists the programs in which the student is involved. This only includes Programs created in the Program Admin toolset, and does not include Flags assigned to the student (which are assigned on the student's Flags tool).
A student can only be assigned to Program Sessions that are active within the date range of the currently selected calendar (in the Campus toolbar). These are Program Sessions that have a Start Date on or before the Start Date of the selected calendar, and/or Program Sessions that have an End Date that is bank (null), within, or after the End Date of the selected calendar.
Student Program Assignment
There are several areas in Campus that deal with Programs. This Program Participation tool is used for tracking a student's participation in school clubs, intramural sports, community education participation, etc. See the following areas for other program areas.
Program Participation Detail Editor
| Field | Description |
|---|---|
Program Required | Indicates the name of the program being assigned to the student. These programs are created in the Programs tool. Active programs and inactive programs are available for selection (inactive programs display in gray text). More than one program can be assigned to a student at one time (unlike Graduation Programs). |
Program Session Required | Indicates the session of the program to which the student is assigned. This field only displays when the selected Program contains a Program Session. Sessions provide a date range of participation (like an after school sports program for the fall or a community education program). |
Start Date Required | Indicates the date the student was first involved in the program. Dates are entered in mmddyy format or can be entered by using the calendar icon. |
| End Date | Indicates the date the student stopped participation in the program. Dates are entered in mmddyy format or can be entered by using the calendar icon. |
| Eligibility Start Date | Indicates the date the student was eligible for the program. Dates are entered in mmddyy format or can be entered by using the calendar icon. |
| Eligibility End Date | Indicates the date the student was no longer eligible for the program. Dates are entered in mmddyy format or can be entered by using the calendar icon. |
| Participation Details | Provides information on the student's involvement in the program. |
| Description | Provides further information on the student's involvement in the program. |
| Exit Reason | Indicates the reason the student stopped participation in the program. Options for this field need to be created in the Attribute/Dictionary (ProgramParticipation > Exit Reason). |
| Status | Indicates the student's status in the program. This field only displays when the selected Program contains a Program Session. Options for this field need to be created in the Attribute/Dictionary (ProgramParticipation > Status). |
Program Participation Summary
The Summary section of the Editor is a read-only view of the selected program. It lists the program, any associated sessions, the assigned program category, staff leading the program session and participation dates. Information displays as soon as a Program is selected, and updates as more information is selected.
All of these fields are populated when the Program and the Program Session are created.
Student Program Participation - Summary Details
Assign Student to a Program
- Click the New icon. A Program Participation Detail editor displays.
- Select the appropriate Program from the dropdown list.
- If applicable, select a Program Session from the dropdown list.
- Enter the Start Date.
- Enter information on the Participation Details and the Description of the program.
- Click the Save icon when finished.
For example, a program session has a start date of October 1 and an end date of November 25. The student must be assigned start and end dates for that program session within those dates. A start date for the student in the program session of September 30 cannot be entered, nor can an end date of December 1.
The same date logic applies to the Eligibility Start and End Dates.
Edit and Delete Student Program Assignments
To modify details of the student's assigned program, select the Program from the Program Participation Editor and make the necessary changes. If a program start date was entered incorrectly, editing the program assignment is fine. When a student has participated for even one day but has decided to no longer continue, edit the program and enter appropriate end dates.
If the assigned program was incorrect, it is best to delete the program (click the Delete icon) and assign the correct program. This completely removes any record of the student being involved in the Program.
Print Student Program Assignments
The Print icon generates a Programs Participation Detail Report (in PDF format) that lists the programs assigned to the student. Active programs and active programs with sessions display first, then inactive programs and inactive programs with sessions. Programs that have a future end date are considered active (until the date has passed).
Programs Participation Detail Report
Batch Assign Flags and Programs to Students
Programs and flags can be mass-assigned to students.
Tool Search: Batch Program Assignment Wizard
The Batch Program Assignment Wizard adds, deletes or modifies the selected flag, graduation program, academic program, program or program with sessions to (or from) the selected students’ Flags, Programs, or Programs (Student Information > General) tools.
Students receiving a flag, graduation program, academic program, program assignment or program session are chosen by using filters or by selecting students using the batch add option. The selected flag, program or academic program is assigned as of the entered start date. A student can have multiple assignments of any program type other than graduation. Students are allowed only one graduation program assignment. If the student already has a graduation program assigned to them, it is overwritten when a new assignment is made.
Batch Program Assignment WizardWhen assigning programs, students must meet the requirements of the program. For example, students assigned to a graduation program must have the appropriate cohort start and end year information associated with the selected graduation program.
Batch Program Assignment Wizard Editor
The following table defines the options available on the Batch Program Assignment Wizard.
Option | Definition |
|---|---|
| Select Type | This is a list of flags, graduation programs, academic programs, and other programs and related program sessions that can be assigned to students or non-students through the Census Program Participation tools. Graduation and academic programs are labeled as such. |
Select Program Required | Indicates the program that is being assigned. The list of programs is pulled from the Programs tool. This list includes inactive programs as well as active programs. Only programs that do not have program sessions are listed here. When assigning Programs, Program Sessions, Graduation Programs and Academic Programs, only programs that are marked as District Wide and those programs linked to the calendar selected in the toolbar are available for selection. When assigning flags, all flags are available. |
| Display Sessions Occurring in Selected Calendar | Indicates which Program Sessions display for student assignment.
This only applies to Program Sessions. |
Select Program Session Required | Indicates the session of the selected program that is being assigned. Only programs that are marked for Program Sessions are listed here. This field only displays when the Select Type field is set to Program Session. |
Select Mode | Indicates whether the flag or program is being assigned (Add Participation), removed (Delete Participation) or modified (Edit Participation). When editing program participation, existing data can also be modified (when the Overwrite Existing Data checkbox is marked). When using Add Participation an additional checkbox is available for academic programs only labeled Only students with completed requirements. When this checkbox is marked, only students who have completed all of the requirements for an academic program are assigned that program. |
Start Date Required | Entered date is the start date of the selected program or flag, or when the student is first enrolled/assigned in the program or program session. Dates are entered in mmddyy format, or use the calendar icon to select a date. This is required when adding program participation (but not when deleting or editing) |
| End Date | Entered date is the end date of the selected program or flag, or when the student ends enrollment/assignment in the program or program session. Dates are entered in mmddyy format, or use the calendar icon to select a date. |
| Exit Reason | Selection indicates the reason the student is ending participation in the program. These are assigned on the student's Program Participation tool and options are created in the Attribute Dictionary. |
| Status | Selection indicates the student's status in the Program Session. These are assigned on the student's Program Participation tool and options are created in the Attribute Dictionary. |
Select Filter At least one type of filter field needs to be populated. | |
Grades | Students in the selected grade levels have flag or academic programs added, deleted or edited. Enter a grade level in the field to see matching results, or click in the field to choose from the available options. |
| Ad hoc Filter | When selected, a list of available ad hoc filters display that further narrow the list of students available. This field can be used in addition to the grade level selection or instead of the grade level selection. Only those students included in the filter have programs added, deleted or modified. |
| Scheduling Group/Team(s) | When selected, only those students assigned to the selected scheduling group are assigned the program, have the program deleted, or have their program assignment modified. |
Batch Add Hand-select students for program assignments without needing to create an ad hoc filter. This option functions much like the Ad hoc Selection Editor functionality. | |
| Quick Search | Enter or select data to return a list of matching student names. Use one or all of the available fields:
The list of students below the Quick Search changes to only show those students who match the entered Quick Search criteria. |
| Student List | Instead of using the Quick Search fields, manually choose the students to include in the report by selecting the student names in the All Students list, then click the right-facing arrow. Their names move to the Selected Students column on the right. The students in the Selected Students list are added to, deleted from, or edited. Remove selected students from the right hand column by clicking the left-facing arrow. The student name returns to the All Students column. |
The Editor also displays Summary information that lists the selected programs and program sessions, along with related data as it is selected.
Programs, Program Sessions Showing Summary InformationProgram Session Dates: When assigning program sessions, the entered start and end dates must be within the selected program session start and end dates.
Max Participants: When enrollment in a program session meets the entered Max Participant number, a pop-up message displays. Additional students can still be added to the program session, but be aware the enrollment has exceeded the entered value.
Graduation Programs: When assigning graduation programs, a warning message displays indicating any graduation program already assigned to a student are overwritten with the new program. A student can only be assigned one graduation program at a time.
Depending on the amount of students selected when managing programs, the process to add or delete programs may take some time. Please be patient and wait for the confirmation that programs have been modified. Also consider choosing a smaller set of students.
Add Program Participation
Add Program Participation using the Select Filter Options
- Select the program type to add from the Select Type dropdown.
- Select the program to add from the Select Program dropdown.
- If applicable, mark the Display sessions occurring in selected calendar checkbox.
- Select the Add Participation mode.
- A checkbox that can be used to add Only students with completed requirements is available if you are adding participation for an academic program.
- Enter the Start Date for when the student starts in the program.
- Select the Select Filter radio button.
- Enter the Grade(s) of the students, or select an Ad hoc filter from the dropdown list, or enter a Scheduling Group/Team.
- Select the Update button. The selected program is added to the students in the selected grade levels, ad hoc filters and scheduling teams. The Submit to Batch Option is made available when you have chosen to add participation for an academic program and marked the Only students with completed requirements checkbox.
A pop-up window that notes the total count of programs updated (or, how many students were assigned the program) displays when the Batch Program Assignment tool has completed. Click the OK button on this pop-up to continue.
Add Program Participation using the Batch Add Options
- Select the program type to add from the Select Type dropdown.
- Select the program to add from the Select Program dropdown.
- If applicable, mark the Display sessions occurring in selected calendar checkbox.
- If applicable, select the Program Sessions from the dropdown list.
- Select the Add Participation mode.
- A checkbox that can be used to add Only students with completed requirements is available if you are adding participation for an Academic Program.
- Enter the Start Date for when the student starts in the program.
- Select the Batch Add radio button.
- Enter the Quick Search options, or select the students from the Student List manually by moving the desired students from the All Students column to the Selected Students column.
- Select the Update button. The selected program is added to the selected students. The Submit to Batch Option is made available when you have chosen to add participation for an academic program and marked the Only students with completed requirements checkbox.
A pop-up window that notes the total count of programs updated (or, how many students were assigned the program) displays when the Batch Program Assignment tool has completed. Click the OK button on this pop-up to continue.
Delete Program Participation
Deleting graduation program participation deletes any associated planned courses for a student.
Delete Program Participation using the Select Filter Options
- Select the type of program from the Select Type dropdown list.
- Select the program to delete from the Select Program dropdown list.
- If applicable, mark the Display sessions occurring in selected calendar checkbox.
- Select the Delete Participation mode.
- Select the Select Filter radio button.
- Enter the Grade(s) of the students, or select an Ad hoc filter from the dropdown list, or enter a Scheduling Group/Team.
- Select the Update button. The selected program is removed from the participants in the selected grade levels, ad hoc filters and scheduling teams.
A pop-up window displays. For any flag or program type other than graduation programs this pop-up window notes the total count of programs updated (or, how many students had the program deleted) when the Batch Program Assignment tool has completed. Click the OK button on this pop-up to continue. For graduation programs a pop-up window displays with a warning stating "With the deletion of the student's graduation plan participation, all (# of courses) of their planned courses are also deleted. Are you sure you want to continue?". You can click OK to proceed or Cancel to cancel.
Delete Program Participation using the Batch Add Options
Deleting graduation program participation deletes any associated planned courses for a student.
- Select the type of program from the Select Type dropdown list.
- Select the program to delete from the Select Program dropdown list.
- If applicable, mark the Display sessions occurring in selected calendar checkbox.
- Select the Delete Participation mode.
- Select the Batch Add radio button.
- Enter the Quick Search options, or select the students from the Student List manually by moving the desired students from the All Students column to the Selected Students column.
- Select the Update button. The selected program is added to the selected students.
A pop-up window displays. For any flag or program type other than graduation programs this pop-up window notes the total count of programs updated (or, how many students had the program deleted) when the Batch Program Assignment Wizard has completed. Click the OK button on this pop-up to continue. For graduation programs a pop-up window displays with a warning stating "With the deletion of the student's graduation plan participation, all (# of courses) of their planned courses are also deleted. Are you sure you want to continue?". You can click OK to proceed or Cancel to cancel.
Edit Program Participation
Edit Program Participation using the Select Filter Options
- Select the type of program or program session from the Select Type dropdown list.
- Select the program name from the Select Program dropdown list.
- If applicable, mark the Display sessions occurring in selected calendar checkbox.
- If the selected program has a Program Session, select the desired Program Session from the dropdpown list.
- Select the program to edit from the Select Program dropdown list.
- Choose the Edit Participation mode.
- If existing program assignment data should be overwritten, mark the Overwrite Existing Data checkbox. If existing data should not be overwritten, leave this checkbox unmarked.
- If modifying program start dates, enter the correct Start Date. When the Overwrite Existing Data checkbox is marked, determine if the entered date should be included in the overwritten data. If yes, mark the Include checkbox.
- If modifying program end dates, enter the correct End Date. When the Overwrite Existing Data checkbox is marked, determine if the entered date should be included in the overwritten data. If yes, mark the Include checkbox.
- If modifying program Exit Reasons, select the desired option from the dropdown list. When the Overwrite Existing Data checkbox is marked, determine if this field should be included in the overwritten data. If yes, mark the Include checkbox.
- If modifying program Status, select the desired option from the dropdown list. When the Overwrite Existing Data checkbox is marked, determine if this field should be included in the overwritten data. If yes, mark the Include checkbox.
- Select the Select Filter radio button.
- Enter the Grade(s) of the students, or select an Ad hoc filter (both a grade level and an Ad hoc filter can be selected) from the dropdown list, or enter a Scheduling Group/Team.
- Select the Update button. The selected program is modified for the entered dates and reasons for the selected students.
A pop-up window that notes the total count of programs updated (or, how many students had program information modified) displays when the Batch Program Assignment Wizard has completed. Click the OK button on this pop-up to continue.
Edit Program Participation using the Batch Add Options
- Select the type of program or program session from the Select Type dropdown list.
- Select the program name from the Select Program dropdown list.
- If applicable, mark the Display sessions occurring in selected calendar checkbox.
- If the selected program has a Program Session, select the desired Program Session from the dropdpown list.
- Select the program to edit from the Select Program dropdown list.
- Choose the Edit Participation mode.
- If existing program assignment data should be overwritten, mark the Overwrite Existing Data checkbox. If existing data should not be overwritten, leave this checkbox unmarked.
- If modifying program start dates, enter the correct Start Date. When the Overwrite Existing Data checkbox is marked, determine if the entered date should be included in the overwritten data. If yes, mark the Include checkbox.
- If modifying program end dates, enter the correct End Date. When the Overwrite Existing Data checkbox is marked, determine if the entered date should be included in the overwritten data. If yes, mark the Include checkbox.
- If modifying program Exit Reasons, select the desired option from the dropdown list. When the Overwrite Existing Data checkbox is marked, determine if this field should be included in the overwritten data. If yes, mark the Include checkbox.
- If modifying program Status, select the desired option from the dropdown list. When the Overwrite Existing Data checkbox is marked, determine if this field should be included in the overwritten data. If yes, mark the Include checkbox.
- Select the Batch Add radio button.
- Enter the Quick Search options, or select the students from the Student List manually by moving the desired students from the All Students column to the Selected Students column.
- Select the Update button. The selected program is modified for the entered dates and reasons for the selected students.
A pop-up window that notes the total count of programs updated (or, how many students had program information modified) displays when the Batch Program Assignment tool has completed. Click the OK button on this pop-up to continue.
Program Participation Automatic Assignment
The Automated Assignment process automatically assigns students enrolled in qualifying courses to Academic Programs aligned with those courses. Students may be assigned to multiple academic programs through this process, which users may run at their desired frequency.
It is important to note that this automatic process only works if the Academic program is marked for inclusion in this process. See Create Academic Programs for more information.
Before running the auto-assignment process, make sure both Course Requirements and Compound Requirements for Academic Programs are properly set up Requirements
Batch Program Assignment Wizard Tool- Use the Select Type drop-list to select Academic Programs (Automated).
- The Select Program field allows the user to select the academic program for which to run the automatic assignment. Select the desired program from the drop-list. To run automatic assignment for ALL academic programs, select All. The assignment process defaults to All programs.
- The Start and End Date fields are used to select the date range for which to run the process. Students enrolled in qualifying courses during the date range are automatically enrolled in academic programs that are active within the date range.
- If instructional dates are setup in the Calendar, the Start and End Dates default to the first instructional day and the last instructional day of the selected school year.
- A Start Date is required to run the process.
- Users may leave the end date blank, if desired.
- Use the Filter buttons to narrow the automatic assignment process to specific grade levels, ad hoc filters, or scheduling groups.
- Once finished, press Submit Batch. Active students and rosters are then compared to existing active academic programs for automatic assignment. If an assignment already exists for a student, a duplicate record is NOT created.
Previous Versions
Batch Assignment Tool [.2227 - .2235}
