GENERAL INFORMATION – HOME
What is the Purpose of the Home option?
The
purpose of the home page is to be able to select which school you want to work
in when working with multiple campuses.
Once you have selected a school, then you will find a list of options
you would like to work in under a specific school whether it is Student,
Ledger, Reports, Prospects, Alumni, etc… Another option of the home page is to
display the schools notifications such as: students who are not in SAP, in
default, R2T4’s not ran, students in attendance during a leave of absence and
students in attendance when dropped. You
can also pull tickler reports for follow ups on prospective students via phone,
mail, personal and internet.
If I have multiple campuses that show on
the Home screen, how do I choose a particular campus I want to access?
Your
school is just a click away!
How do I view these notifications?
To
view these notifications just click on the option you want to view. Once you select it, it will display a list of
the students in that category. At that
point, if you want additional information on a student, you can click on their
name out of that list and it will take you to their profile screen.
GENERAL
INFORMATION - USER PREFERENCE
What
is the purpose of the User Preference section?
The purpose of the User Preference section is to allow
you to set different search filters, as well as the option to change your
password.
How
do I get to the User Preference section in SMART?
After you log into the SMART System with your assigned
user name and password, click on a school and the User Preference section will
be on the left-hand side.
What
is the Student List Filter?
You
can set the default filter when you click on the following searchable submenus
under the Students menu:
Attendance
Documents
Financial
Aid Worksheet
Grades
Lab
Grades
Leave
of Absence
Profiles
R2T4
Calculation
Refund
Calculation
Student
Schedule
Active Students will change the
default filter to show only active students after the search has been
completed.
Dropped Students will change the
default filter to show only dropped students after the search has been
completed.
Graduated Students will change the
default filter to show only graduated students after the search has been
completed.
All Students will change the
default filter to show all students after the search has been completed.
What
is the Prospect List Filter?
You
can set the default filter when you click on the following searchable submenus
under the Prospects menu:
Financial
Aid Worksheet
Profiles
Prospect
Documents
Active Prospects will change the
default filter to show only active prospects after the search has been
completed.
Inactive Prospects will change the
default filter to show only inactive prospects after the search has been
completed.
All Prospects will change the
default filter to show all prospects after the search has been completed.
What
is the All People Selection Lists?
This section will allow you to set up additional
features when searching for records in the Student section or the Prospect
section.
Greater
Performance will set display the search form with
default filters only. It will not
automatically run the search with the default filters.
Greater
Flexibility will set the search to run on the default
filters and show a list of all the students that match the filter criteria.
How
do I change my password?
If
you click this option, a dialogue box will pop up and prompt you to enter to
change your password. REMEMBER THIS
PASSWORD. SMART Technical support cannot
retrieve your password. However, we can
reset it if you are unable to remember your password.
GENERAL
INFORMATION - ADMINISTRATION
What
is the Administration Section?
The Administration section allows you to set parameters
that dictate how OnlineSMART.net works. It is in Administration that you will
tell the system what your minimum average monthly attendance is as well as your
G.P.A., test weighting, over contract charges, and a variety of other vital
calculations unique to your school. This
section is very imperative to how OnlineSMART.net will work for your
school. The information in this section
needs to be entered correctly in order for reports, calculations, and ledgers
to meet your school’s requirements.
Generally only a school administrator, or appointed staff member by the
school administrator will have access to this section.
Who
has access to the Administration Section?
Company Administrators and those who have access to
change or write policy should have access to administration.
How
do I access the Administration Section when I am in SMART?
Click on Administration from the left menu options.
1098-T
ELECTRONIC FILING
What
is the 1098-T Electronic Filing tab?
This is where you generate and export your electronic
file and sent it to the IRS.
The setup for this module is found in the Administration
section. You will also find reports for the 1098-T under Reports/Annual/1098-T.
1098-T refer to Form 1098-T that a student receives to
show how much qualified tuition and related expenses he or she paid in the tax
year. The student turns this form (Form B) into their tax preparer, and
the amount is deducted from the total amount of taxable income for the year,
assuming it falls in line with a host of other rules and requirements that are
detailed on the IRS website. The information must be posted to the ledger
correctly in order to pull correctly on the 1098-T.
How
can I print my 1098-T forms from OnlineSMART.net?
OnlineSMART.net does come with the ability to print
1098-T forms directly from the software.
To see more on printing 1098-T forms please
see: Reports/Annual/1098-T.
When
electronically filing 1098-Ts, what Payment Year should I choose?
When filing 1098-Ts, use the Tax year for which you are
reporting. For example, we are in year
2009. This would mean you are filing
2008 taxes. The year you would choose in
OnlineSMART.net would be 2008.
When
Electronically filing 1098-Ts what File Type should I use?
There are three filing types: Original, Replacement and
Correction.
Original
is selected for generating the report for the first time.
Replacement
is selected if the IRS rejected the original.
Correction
is selected to print the corrected line only.
What
should be entered in the TCC field?
To file electronically you must first apply for a
Transmitter Control Code (TCC) number with the IRS. You may go to the IRS website and download
form 4419 (Application for Filing Information Returns
Electronically-FIRE). Schools must apply
for a TCC number by filling out an IRS Form 4419. Schools will fax this form to
the IRS 1-877-477-0572. Once you have faxed
the application and received a TCC number you are ready to file.
Whose
Contact Name, Phone, and Email should I enter?
Enter the contact information for the person at your
organization that handles 1098-Ts.
What
do I put in the Payer Name Control Field?
The Payer Name Control Field will be the first four
letters of the name you filed under.
What
is the Include Amounts field?
The Include Amounts section found in Administration
gives you the ability to include Payments received for qualified tuition and
related expenses as well as scholarships or grants.
Why
would I check the box – Payment Received for Qualified Tuition and Related
Expenses?
You would check the box Payment Received for Qualified
Tuition and Related Expenses if you wish for them to be included in the
calculations on your 1098-T.
Why
would I check the box Scholarships or Grants?
You would check the box Scholarships or Grants if you
wish for them to be included in the calculations on your 1098-T.
What
should I choose for filing option; Test File or Last Filing?
You would choose test filing if you want to run the
1098-Ts and test them to make sure they are uploading correctly. When you are
ready to actually send the electronic file you would choose last filing.
What
happens when I hit the Generate Export File tab?
The Generate Export File tab generates the 1098-T
report. You will be asked to name and
save the report somewhere on your computer.
Name it something you will remember.
For example: 2008 1098-T. Also be sure to save it somewhere you will
remember. This will be the file you use
to upload to the IRS electronically filing website.
ADMISSIONS
REPRESENTATIVES
Why
would I list my admission reps in this section?
The Admissions Representative tab in Smart allows you
to enter your admissions Representatives. You may then select their name in the
drop down box when building a student in the student profile/Demographics area.
How
do I add an admission representative to this section?
To add an Admissions Representative’s name you will go
to Administration/Admissions Representatives/Enter Last Name/Enter First
Name/Enter MI/SAVE
BASIC
SETUP
What
is the purpose of the Basic Setup Section?
Basic Set up is where you will set parameters to
configure OnlineSMART.net to calculate your school’s specific Minimum AMA’s,
GPA minimums and Test weighting. You will set certain rules for ledgers, and
attendance. You will also enter school Contact, Licenses, Options, Features
information as well as set dates for your tickler periods. This portion is
extremely important to the functionality of OnlineSMART.net. If data in this
section is set incorrectly, your SAP and other calculations will not come out
accurately. This does not mean
OnlineSMART.net is broken, it means there may have been incorrect data entered
during the initial set up. Please follow
instructions carefully throughout the Basic Set Up section to ensure your
calculations are set up correctly with your school’s specific calculations and
required percent standards.
What
is the School Contact tab?
The School Contact Tab will be where you store the school’s
owner, school address, region, and phone number.
How
do I enter School Contact information?
1.)
Click
on Administration from the left menu options.
2.)
Click
on Basic Set Up from the left menu options.
3.)
You
will be directed automatically to the School Contact Tab. Enter the owner name
in the field next to “Owner Name”.
4.)
Enter
the address of the school in the address field.
5.)
Enter
the Region (if you have multiple Regions) in the Region field.
6.)
Enter
the phone number in the “phone number” field.
7.)
Click
Save in the top left corner.
** If you need to
edit/update this information follow steps 1-7 from above.
What
is the School Licenses tab?
The School License Tab allows you to enter important
school licenses that you often need to use on reports, forms etc, in one centralized
location. If you need a license number
you can quickly pull up this tab in OnlineSMART.net instead of searching
through paperwork or files. The licenses
that OnlineSMART.net stores are: School License #, Pell ID, Accredit Number,
OPE ID, Loan Number, Duns Number, and Fins Number.
How
do I enter a license number?
To store a license number:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Basic Set Up from the left menu options.
3.)
Click
on the School Licenses tab.
4.)
Record
your data in the appropriate fields.
5.)
Click
Save in the top left corner.
** To edit license
information please follow steps 1-5 from above.
What
is the School Options tab?
School Options allows you to choose certain options and
set certain parameters that control how OnlineSMART.net works and what
OnlineSMART.net includes in its calculations. As mentioned earlier in this
section, this feature is extremely important to the functionality of your data
base. If you have incorrect information
listed here, your calculations will not be according to your school’s
guidelines. This will appear to students
and staff that OnlineSMART.net is not calculating correctly; when in actuality
the data set up by the user was not entered with correct data. Please read
carefully through the instructions in this section when setting up your school
calculations and required percent standards.
When
would I want to check the box: Enable Title IV Reminders?
You
will check this box if you want to enable Title IV reminders when posting to
the ledger.
When
would I want to check the box: Enable Title IV Hold on Ledger?
You would check this box of you want to enable Title IV
Holds when posting to the ledger.
When
would I want to check the box: Use Time Clock Integration?
You would want to click this box if you will be using a
time clock integration to update your attendance records in OnlineSMART.net
with student’s attendance from the time clock.
What
is the Interval (Days) Box for?
This
option is to choose the number of days you wish to have between your Title IV
reminders. You enter the number of days in this box.
What
is the Prospect Creation section used for?
The prospect creation section is used to set how your
school chooses to set up the entering of a prospect. You may elect to have a prospect
created by Name/Phone number only or you may elect to require the address as
well.
Why
would I choose Name/Phone Number?
Name and Phone number is the most widely selected. It allows your staff to enter a Prospect and
save that prospect with only a name and a phone number. If a prospective
student were to call and not leave their address they would be able to be
created in OnlineSMART.net without it.
Why
would I choose Name/Address?
Name and Address can be chosen if you wish to require
the address before a prospect can be entered. Keep in mind that some
prospective students will not give this information or it will not always be
obtained by reception. Without it, you would not have the ability to save a
prospect in OnlineSMART.net.
What
is the
A destination point is any
TG Mailbox (HeadDestNum) number that is listed as an active sender/receiver of
Title IV data on the SAIG participant file.
What
is the Load ISIR Data field for?
This
field is to select how you want your ISIR data to load to student’s
profiles. The best suggestion to load
ISIR data and ensure it has been uploaded correctly is to choose
"Manually". The other options are Automatically, and None. You would choose none if your school elects
not to load ISIR data into a student’s profile.
What
year would I choose for the current processing year?
The year you will enter for the current processing year
is important. You will want to ensure
you are choosing the correct year, every time it changes. You will enter the latter year in the current
award year. For example 2009/2010 you
would use 2010 as the current processing year.
What
is the School Features Tab?
The school features tab in administration allows you to
tell OnlineSMART.net at what frequency
to calculate the over contract charges, allows you to choose how you
want attendance hours to be displayed and entered, certain information to be
included on some reports, to allow ledger editing and more. This section is important because it allows
the school to set their own parameters’ and guidelines on how they want certain
aspects on OnlineSMART.net to work.
Over
Contract Charges
The
Over Contract Charges option allows a school to set up their own standard
regarding over contract. If your
institution charges the same for all courses you can set that information up
here, and not have to list it anytime you set up a course. You have the options
to choose the frequency with which over contract will be calculated.
The
Frequency options are:
None-No calculation will be performed.
Hourly-charges will be based on Hourly rates.
Daily-Charges will be based on Daily rates.
Weekly-Charges will be based on Weekly rates.
Monthly-Charges will be based on Monthly rates.
Amount
Based on what option is chosen for the frequency you
will also enter the amount of charges.
For example if you charge hourly, and choose that option as your
frequency you will list the hourly charge in the amount field. If you charge monthly you would enter the
monthly charge in the amount field.
What
option in the drop down box would I choose for Monthly Hours Format?
The Monthly Hours Format allows you to select how your
attendance will be displayed.
You may choose Daily or Monthly. It is highly
recommended to choose daily as your time clock posts time on a daily basis.
What
is the Over Percent Standard?
Over Percent Standard - Determination of Maximum Time
Frame Date is Based on a School’s Percentage of Attendance Required to be in
Satisfactory Attendance Progress
(i.e.
Your program is 1500 clock hrs in length and your required attendance
percentage is 75% then 1500 hrs = 75% )
Why
would I check the box...?
Rollover
Cost of Attendance
This will rollover the
year one COA to Year two. More
information on this section is scheduled to release at a later date.
Lab
Hours Included
Will show, not only labs
performed but, hours associated with them. Schools may or may not be required
to keep track of lab hours associated with labs performed. This is an optional field and is not required
to be utilized.
Include
SSN on Student Reports
Most institutions do not wish to display student’s SSNs on reports due to
privacy requirements. OnlineSMART.net
will automatically leave this information off reports. However, if your school chooses to include
this information you can set this parameter here in the School Features Tab and
student’s SSN’s will appear on reports.
Include
Hours and Credits When entering Test Grades
Some institutions are required to track hours and credits when grading
tests. OnlineSMART.net will
automatically leave this information off the Grades section (where you enter
student’s grades for their profile).
However, if your school is required to track this information you can
set this parameter under Basic Setup, then in the School Features Tab. At that point the user will be required to
record hours and credits when entering test grades.
Track
Employment for Flagged Drop/Withdrawal Students
This option gives you the option to track employment for dropped/withdrawal
students in addition to tracking graduate student’s employment. This is an optional field. OnlineSMART.net will not automatically prompt
for drop/withdrawal students. If you
wish to track this information you can tell OnlineSMART.net to track this
information by clicking this option here in the School Feature’s Tab.
Attendance
in Minutes
This option will allow you
to track attendance down to the minute.
When choosing this option, there will be a field for Days (if you are
entering one record for more than one day), Hours, and minutes. Choosing this option will alleviate the data
entry of recording demo, non clinic, and clinic hours if your school is not
required to track this information.
Attendance
Breakdown
The attendance breakdown option allows you to track exactly where a student’s
time was spent each day. If you choose the option to display the attendance
breakdown you will have a field for recording:
days, demo, non clinic, clinic, and total hours.
Allow
Ledger Editing
Choosing this option will allow the user to edit entries on a ledger. If you do
not choose this option in the set up, you will not have the ability to correct
any errors in postings. If someone does
post wrong to the ledger, without selecting this option here in the school
features tab, that posting will stay on the ledger. However for audit purposes you may not edit
the dates.
Allow
Over Contract Charges Past Contract Date
OnlineSMART.net calculates estimated
over contract charges based on the parameters that were set up by the
administrator in the initial set up. Choosing this option will tell
OnlineSMART.net to continue calculating the charges past the student’s
contracted graduation date.
Overwrite
Address for Existing Leads
This option allows editing
to the address.
Overwrite Phone for Existing Leads
This option allows editing to the phone number.
Overwrite
Demographic Information for Existing Leads
This option allows editing to the personal tab in the student profile. (All the
demographic information)
Overwrite
Existing Referral Code for Existing Leads
This option allows editing
to the referral codes (found in the personal tab of the student profile).
What
is the School Academics Tab?
The school academic tab is where you will set your
schools required percent standards per each schedule, and also will record your
school’s grade weighting scale. This
section is also a very important part of the functionality of
OnlineSMART.net. If you do not enter
your required AMA or grade weighting correctly than it will not come out on
your reports correctly.
What
numbers should I put in the minimum Average Monthly Attendance Section?
This
field is where you will enter your school’s determined required average monthly
attendance, per schedule. For example: A
full time scheduled requires a minimum average monthly attendance of 100 hours
a month. You will enter this data in the Full time field. When a student is enrolled and assigned a
full time schedule OnlineSMART.net will now know off what rate satisfactory academic
progress should be calculated at.
Without these numbers set up OnlineSMART.net will not know if a student
is in SAP or not because there is no number to calculate from.
Your schedule options are (complete only those
schedules that are offered at your school):
Full Day_____ Eve_____
3 Qtr Day_____ Eve_____
Half Day_____ Eve_____
Part Day_____ Eve_____
What
should I put in the minimum GPA Value section?
Another important section of the set up is the minimum
GPA section. This will be where you
record your school’s required minimum GPA.
This is the second component of satisfactory academic progress. Without this section completed,
OnlineSMART.net will not know at what point a student is not meeting their
minimum requirements.
What happens if I click in the box
Perform Alternate GPA Calculation?
Alternate GPA Calculation would be used when you are
entering credits/hours when entering a students test grades. This field would
basically recalculate the students GPA to reflect time put in.
Grade Weighting
This section is where you set up your grade weighting scale. What this
means is you will tell OnlineSMART.net what percent of Tests (Theory), Major
Tests, and Labs will count toward calculating the GPA.
Grade
Weighting-Test
You will enter what percentage of Theory tests count toward the monthly GPA
calculation.
Grade
Weighting -Major Test
You will enter what
percentage of the Major tests count toward the monthly GPA calculation.
Grade
Weighting- Labs
You will enter what
percentage of the Labs count toward the monthly GPA calculation.
Text
+ Major Test + Major Test+ Lab Weighting
This will be the total of the 3 grade weighting options. The total of the 3 should equal 100%.
Why
would I check the box: Include Signature on Transcript?
If your school is required to obtain signatures on academic transcripts you can
choose this option here in the administration set up. If you choose this option a line will appear
for the student and school official to sign and date.
Why
would I check the box: Include GPA Legend?
If you choose this option the GPA legend will appear on transcripts. The legend
is the grade weighting scale mentioned earlier.
A student will be able to see what percentage of Theory, Major Tests,
and Lab grades count toward their GPA.
What
do I put in the Signature field?
If you choose to include a signature on an academic transcript you can also
choose what school official is required to sign along with the student. For example if the school director is the one
who is required to sign you can put: School Director. If any staff member can sign you could simply
list: School Official.
What
is the Tickler Period Tab?
This is where you can
enter which days to notify you that you need to follow up on Prospects or on
Grads/drops that need to repay loans.
Phone
or email
This is where you enter
which days you need to make your update calls or mail out your updates.
CODES
What
is the purpose of the Code section?
The Code section under Administration is where you can
hard code certain codes. These codes
will later be used in a student/prospect’s profile. They may appear in some reports, and may also
be used for flagging purposes when working in a student’s profile. The code options are: Admissions Test, Contract, Drop, Employment,
Pass-Place, Referral and tracking codes.
Admission
Test Codes
What
do I enter under Admission Test Codes?
The Admission Test Code
section is where you can hard code the names of certain admissions tests
students may be required to take. This
information will than be used in the Admissions Test tab under the student’s
profile. An example would be ATB (Ability
to Benefit), such as Wonderlic tests.
Some schools may require all student’s to take a school admission test
before being approved for enrollment.
Some schools may only require an admission test be taken for ATB
students.
How
do I enter a new Admission Test Code?
To enter an Admission Test
Definition:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
A
blank line will appear under any previously hard coded admission tests. Enter
the code name (name of the test) in the first field.
4.)
Enter
a description of the test in the second field.
5.)
Click
SAVE on the right end of the row you are entering.
How
do I edit an admission test that was previously hard coded?
To edit an admission test
hard code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Find
the row you wish to edit and click the EDIT option located on the right end of
the row.
4.)
Enter
the current data in the appropriate fields.
5.)
Click
Update located next to the Edit option.
Contract
Codes
What
do I enter under Contract Codes?
The Contract Code option
is user defined. This selection will be
used in the Financial tab under the student’s profile. Other information that
can be found on this tab is the contract amount, contracted grad date, and
tuition breakdown. The user (institution)
will define what they would like to use for this field for.
How
do I hard code a new Contract Code?
To hard code a Contract
Code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on Contract Codes Tab.
4.)
A
blank line will appear under any previously listed contract codes. Enter the name of the contract code in the
first field.
5.)
Enter
the description of the contract code in the second field.
6.)
Click
on the SAVE option located on the right side of the row you are entering. A date created will auto-populate any time
you edit or enter and save information in this section.
How
do I edit a pre-existing hard coded contract code?
To edit a pre-existing
contract code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Contract Codes tab.
4.)
Find
the row you wish to edit and click the Edit option located on the far right end
of the row.
5.)
Enter
the updated data in the appropriate fields.
6.)
Click
the Update option located next to the edit option.
Drop
Codes
What
do I enter under Drop Codes?
Drop codes are used to
track the reason why a student dropped out of your institution. There are some drop codes that will be pre-
hard coded and can not be changed by a normal user. However, OnlineSMART.net allows the option to
hard code additional drop codes, as some schools will use different reasons.
How
do I enter a new Drop Code?
To enter a new drop code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Drop Code tab.
4.)
A
blank line will appear under the pre-existing hard coded drop codes. Enter the
Code in the first field. The Drop Codes
that come pre hard coded will have a code of A, B, C, D etc.
5.)
Enter
the description of the code in the second field.
6.)
Click
SAVE on the right side of the row.
How
do I edit a previously hard coded drop code?
To edit a previously hard
coded drop code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Drop Code tab.
4.)
Find
the code you wish to edit and click the Edit option on the right side of the
row.
5.)
Enter
the current data in the appropriate fields.
6.)
Click
Update located near the Edit option on the right side of the row.
Employment
Codes
What
do I enter under Employment Codes?
The Employment code
section is to hard code employment codes.
This will be what you use to track student’s employment status once they
have graduated from your institution. Information based off this section may be
needed to report to certain agencies or accrediting bodies. This section is completely user-defined and
the school administrator will decide how these codes should be worded or used.
The information will later be utilized when a student becomes an Alumni (graduate). You will choose from the list of employment
codes you hard coded and assign a code in the Alumni section of the student
profile.
How
do I enter a new Employment Code?
To hard code an Employment
Code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Employment Code tab.
4.)
A
blank line will appear under any previously hard coded employment codes. Enter
the abbreviated of the code in the first field.
For example the student graduated from your institution and has moved on
working as a cosmetologist. You could
use
5.)
Enter
a description in the second field. Using
the example from step 4 you could enter Working as Cosmetologist in this field.
6.)
Click
the SAVE option located on the end of the row you are adding. Anytime you add, or edit and save information
a date created will auto-populate next to the Save option.
How
do I edit a previously hard coded Employment Code?
To edit a previously hard
coded Employment Code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Employment Codes tab.
4.)
Find
the row you wish to update and click the Edit option located on the right end
of the row.
5.)
Enter
the new data in the appropriate fields.
6.)
Click
the Update option located next to the Edit option on the right end of the row.
Pass-Place
Codes
What
do I enter under Pass-Place Codes?
The pass-place code is an
important section to utilize in OnlineSMART.net. Pass-Place data may be required to report on
to agencies or accrediting bodies. The
standard pass-place codes are pre-hard coded and can not be changed. However, any school administrator will have
the ability to add pass-place codes to the list. The list of pass-place codes will later be
used in the Alumni section when a student graduates from your institution. Any codes that you list here in the
administration section will be available in a drop down menu to assign a code
to each alumni.
How
do I enter a new Pass-Place Code?
To enter a Pass-Place code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Pass-Place Codes tab.
4.)
A
blank line will appear under the list of pre-hard coded pass-place codes. Enter the abbreviation of the code in the
first field. For Example: PR.
5.)
Enter
the description of the code in the second field. For Example, using the abbreviation from step
4: Passed/Placed in Related Field.
6.)
Click
the Save option on the right side of the row you are entering.
How
do I edit a previously entered Pass-Place Code?
To edit a previously
listed pass-place code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Pass-Place Codes tab.
4.)
Find
the row you wish to update and click the edit option located on the right end
of the row.
5.)
Enter
the current data in the appropriate fields.
6.)
Click
the Update option located next to the Edit option on the right end of the row.
Referral
Codes
What
do I enter under Referral Codes?
The referral code section
is used to list all referral codes that your institution is required, or wished
to track. Standard referral codes come
pre-hard coded and can not be edited or deleted. However, a school administrator has the
ability to add other referral codes that your school may use. You can track the code, name, and cost per
lead, cost measure and EIL default. The
list of referral codes added here in the administration section will be used in
the personal tab of the student’s profile. Some institutions may be required to
track this information, some may wish to track it, and others do not have to
utilize this portion if it does not pertain to them.
How
do I enter a new Referral Code?
To list a new referral
code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Referral Codes tab.
4.)
A
blank line will appear under the list of pre-hard coded referral codes. Enter the abbreviation of the code in the
first field. For Example: Y.
5.)
Enter
the name of the code in the second field.
For Example, using the abbreviation from step 4: Yellow Pages.
6.)
If
applicable enter the cost per lead in the third field. This information is not required, but is
added to this section as an available option.
**Note: the amount you enter will round to the nearest dollar, if
listing cents. **
7.)
Enter
the cost measure. Per means cost per
lead, year means the cost for the lead for an entire year, and month means the
cost per lead for a month.
8.)
Click
in the EIL Default box in the fifth field if applicable.
9.)
Click
the Save option on the right side of the row you are entering.
How
do I edit a previously listed referral code?
To edit a previously hard
coded referral code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Referral Codes tab.
4.)
Find
the row you wish to update and click the edit option located on the right end
of the row.
5.)
Enter
the current data in the appropriate fields.
6.)
Click
the Update option located next to the Edit option on the right end of the row.
Tracking
Codes
What
do I enter under Tracking Codes?
The tracking codes section
is a user defined portion of OnlineSMART.net. Tracking codes will not be
pre-hard coded. The user determines
exactly what they want to use the tracking code section for. The tracking codes that are listed here in
the administration section will be used in the student’s personal tab in the
student profile. You will have the
ability to run the general report for each student and your tracking codes will
appear in the demographic section of this report.
For more on the
general report please see Reports/Student Reports/General Report section of the
help topics.
How
do I enter a new Tracking Code?
To hard code a tracking
code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Tracking Codes tab.
4.)
A
blank line will appear under the list of any previously entered pass-place
codes. Enter the name of the code in the
first field.
5.)
Enter
the description of the code in the second field.
6.)
Click
the Save option on the right side of the row you are entering. Anytime you edit
or enter information and save it, a date created will auto-populate with the
current date and time.
How
do I edit a previously listed tracking code?
To edit a previously hard
coded referral code:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Codes from the left menu options.
3.)
Click
on the Tracking Codes tab.
4.)
Find
the row you wish to update and click the edit option located on the right end
of the row.
5.)
Enter
the current data in the appropriate fields.
6.)
Click
the Update option located next to the Edit option on the right end of the row.
COURSE
What
is the Course section?
The course section is a very useful section within the
functionality of OnlineSMART.net. This
is where a school can record data separately for all courses offered at your
institution. You will later be assigning one of these hard coded courses for
each student. Once you assign a course
to a student, their profile will be updated with information pertaining to the
course. Information regarding the course
the student is taking will become readily available in their student
profile. Information you will find: Name
of the Course, Hours in the course, and the cost of the course.
How
do I add a new course?
To add a new course:
1.) Click on
Administration from the left menu options.
2.) Click on Course
from the left menu options.
3.) You must click on
the New option in the top left corner before you start entering data.
4.) Enter the name of
the course in the blank box next to the Name field. Example:
Cosmetology.
5.) Enter the
Description in the blank box next to the Description field. Example Cosmetology 1600 HR.
6.) Enter the total
hours or credits of the course in the Hours/Credits field. In most cases Credits will not apply but is
included as an option for those schools who track credits.
7.) Enter the day of
the week this school starts on every week.
Click the drop down menu next to Start of Week and click on the
appropriate day.
8.) Click in the box
next to “allow partial attempted credits” only if this option applies to your
institution.
9.) Under the Contract
Maintenance Figures tab you will enter the program costs. Enter a number in the name field. *** Note: for every pay period you enter
there must be a number assigned, and the number can not start with a zero. You also cannot enter letters. The best recommendation when utilizing this
section is to enter each pay period starting with 1, 2, 3, 4 etc.
10.) Enter the total of
tuition in the tuition field. If using
pay periods, enter the total tuition per each pay period.
11.) Enter any
applicable fees in the Fees field.
Example: Registration Fee.
12.) Enter Books and Kit
charges in the Books/Kit field.
13.) Enter any other
applicable charges in the "Other “field.
14.) The Contract field
is calculated by OnlineSMART.net adding the above figures together.
15.) Enter any cost of
attendance figures associated with this course in the Maintenance field.
16.) Click SAVE on the
right side of each pay period row. It is
advisable to add some additional rows.
17.) Repeat steps 9-16
for all pay periods in the course.
18.) Click on the
Hours/Credits per pay periods tab.
19.) Enter the name in
the name field. As mentioned above, any
hours/credits pay period tab must have a number listed in the name field. It can not start with a zero and can not be a
letter. The best recommendation is to
start with 1, 2, 3 etc.
20.) Enter the total
hours of the course in the Contract Hours/Credits field.
21.) Enter the total
hours in each pay period starting in the Pay Period 1 field. For Example:
A course is 1800 hours. You pay periods are as follows, 0-450 hours,
451-900 hours, 901-1350 hours, and 1351-1800 hours. In the pay period 1 tab you would enter 450
hours for the total number of hours in pay period 1.
22.) Repeat step 21 for
all pay periods in the course.
23.) Click the SAVE
option on the right side of each pay period road.
24.) The options in the
top right corner of the screen are not required. They are there to be used if
an institution calculates a different AMA or Over Contract charge amount per
each course. If the AMA and Over Contract Charges are the same for each course
this information would not be required and can be set up in the
Administration/Basic Set up section. If you will be utilizing this portion of
the course section enter the required AMA (Average Monthly Attendance) for each
schedule that applies.
25.) Repeat step 24 for
Day and Evening Hours.
26.) If utilizing this
section for over contract charges click in the circle next to the rate with
which you will charge over contract charges for this course. The options are: No Penalty, Hourly, Daily,
Weekly, and Monthly.
27.) Enter the amount of
the rate of charge in the amount field.
28.) Click save in the
top left corner of this screen, once all information has been entered.
What
is the drop down menu All Courses for?
This drop down menu would be for if you have added a
new course and needed to go back and edit it, you could select the course you
want to edit.
What
do I put in the Name field?
This field would be for entering a name unique course
name. Ex: COSMO1 vs. COSMO2
What
do I put in the Description field?
This field would be used for describing the new course.
Ex: Cosmetologist Days vs. Cosmetologist Eve
What
do I put for Start of the Week?
This would be for whatever day their week starts on.
Some schools are closed on Mondays and don’t start until Tuesday. Therefore,
the Start of Week would be Tuesday.
When
would I click in the Allow Partial Attempted Credits box?
Partial Attempted Credit would be checked if you wanted
to add in a partial credit. For example, you wanted to give a student 3.5
credits, it would allow it without having to give them an entire credit making
it either 3 credits or 4.
What
do I enter under Contract/Maintenance Figures?
This would be the break down in contract cost for a
specific program, to where the monies would be allocated.
What
do I enter under the Hours/Credits per Pay Period field?
This is where you would
enter your hours/credits per pay period.
This, of course, all depends on the course and course hours. For example
in the first period for a Cosmo student you would enter 450. The students get
their first disbursements of funds between 0-450 hrs.
What do I enter in the Day section (left
side of the screen)?
These fields can be used as reference points to your
liking, whether it is the AMA (average monthly attendance) per hour per course,
or you can use it for the amount of hours per day or per week for each course.
What
do I enter in the “How should penalties be calculated for going over the
contractual graduation date?
Again, this is a point of reference. This area is to determine how a student is
going to be charged for over contract charges, whether it is hourly, daily,
weekly or monthly at the dollar amount per selection. For example: Some schools may charge $7 per
hour remaining after contract grad date, so you would select Hourly and the
amount would be $7.00.
DOCUMENT
DEFINITIONS
What
is the purpose of the Document section?
The Document section is an exciting feature added to
OnlineSMART.net. This section can be used for multiple reasons, and multiple
departments. For Example: You have the
ability to go paperless for any documents not requiring a wet signature in a
student’s file, by uploading all documents to the student profile in
OnlineSMART.net. Another example of when this section becomes very useful is if
you use SMART for your third party servicer.
SMART would also utilize this section to aid in processing financial
aid, verifying documents, auditing files, etc.
You now have the ability to work remotely. If you upload student files in the document
section you now have access to any needed information from where you are
working remotely. You no longer need to face the worry of misplaced
documents. If an auditor comes in and is
looking for information all you would need to do is print out that information
from the student’s document section in OnlineSMART.net. The document section under Administration is
where you can hard code names of documents.
You may want to keep it limited to those documents required in every
student file. Once you hard code a name
of a document this will appear in every student’s document section. The purpose of this is to save time. This alleviates the date entry in listing document
names and descriptions. For any pre hard coded document names you will only
have to upload the document instead of entering a name and description each
time.
How
do I hard code a document name?
To pre hard code a document name:
1.)
Click
Administration from the left menu options.
2.)
Click
on Documents Definitions.
3.)
A
blank line will appear under any previously listed definitions. Enter the name
of the document in the first field. For
example: FAFSA.
4.)
Enter
the description in the second field. For Example: 2009/10 Free Application for
Federal Student Aid.
5.)
Click
Save on the right end of the row. Anytime a document is added or edited a date
created will auto-populate once you click the Save option.
How
do I edit a previously listed document definition?
To edit a previously listed definition:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Documents Definitions from the left menu options.
3.)
Find
the definition you wish to update and click the Edit option on the right end of
that particular row.
4.)
Enter
the current document name or description.
5.)
Click
Update located on the far right of the row (where the Edit option is located).
FEDERAL
CASH ACCOUNT
What
is the purpose of the cash account section?
The Federal Cash Account section is to help the school keep track of what is in
the federal cash account. You can enter
the net authorized amount for your school for each federal program. Once monies
are posted to ledgers the disbursed amount will subtract from the Net
Authorized amount for each program accordingly.
The Federal Programs will come pre-hard coded and can not be changed by
a normal user. You will only have the ability to edit the net authorized amount
in the second field and the Program Award Number in the sixth field.
What
is the processing year?
The processing year option is to have the ability to
keep track of what processing year the information is storing. Often time’s
schools will be handling Financial Aid for two processing years due to
crossover. Be sure to choose the correct
processing year when entering and obtaining data from this section. You can choose a different year by clicking
the drop down menu next to processing year and choosing the appropriate year.
How
do I enter the Net Authorized amount in the Federal Cash account section?
1.)
Click
on Administration from the left menu options.
2.)
Click
on Federal Cash Account from the left menu options.
3.)
Choose
the appropriate processing year by clicking the arrow and choosing a year from
the drop down menu, next to “processing year”.
4.)
Find
the Federal Program you will be entering information for. Click on the Edit
option located on the right end of the row you are recording data for.
5.)
Enter
the total Net Authorized amount for the program in the second field.
6.)
Enter
the Program Award Number if applicable.
7.)
Click
Update on the right end of the row. Anytime you edit or enter information in
the section the date and time the data was recorded will appear in the fifth
field.
How
do I edit the information regarding each particular program?
To edit information, you will follow the same steps as
listed above. Anytime you edit or enter
information in the section the date and time the data was recorded will appear
in the fifth field.
FISCAL
YEARS
What
is the purpose of the Fiscal Year section?
The purpose of the fiscal year section is to give each institution the option
of prelisting their determined fiscal year and can run reports based off the
Fiscal Year.
What
do I enter in this section?
When completing your school set up in the administration section you have the
option to enter what your institution considers their fiscal year. You would enter the start and end date of
your school’s determined fiscal year.
How
do I enter new fiscal year information?
To enter a fiscal year:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Fiscal Year from the left menu options.
3.)
Enter
the year in the first field. This would be the year of the particular fiscal
year you are entering.
4.)
Enter
the abbreviation of the fiscal year in the second. For example the year is
2009, the abbreviation could be 09.
5.)
Enter
the begin date of the fiscal year in the third field.
6.)
Enter
the end date of the fiscal year in the fourth field.
7.)
Click
in the box “Currently Selected” if this is the current fiscal year.
8.)
Click
Save on the right side of the row you are entering.
How
do I choose the fiscal year I want to use?
By clicking in the box “currently selected” in the row
of the fiscal year you wish to use, this will make it become the active fiscal
year.
How
do I edit a Fiscal Year?
To edit a fiscal year:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Fiscal Year from the left menu options.
3.)
Click
on the Edit option on the right side of the row you wish to change.
4.)
Enter
the most recent data in the related fields.
5.)
Click
on the Update option located on the right side of the row you are currently editing.
GUARANTORS
What
is the purpose of the Guarantors section?
The purpose of hard coding the approved guarantors used at your institution is
to have the ability to record this information for each student. This helps you
as the school, keep track of such information, and also easily available to
provide your student with a contact name re: their student loans.
How
do I enter a new Guarantor?
To Hard Code Guarantor names:
1.) Click on Administration from the left menu options.
2.) Click on Guarantor from the left menu options.
3.) A blank line will appear under the list of any
previously entered Guarantors.
4.) Enter the name of the Guarantor in the first filed
under Name.
4.) Enter a description of the Guarantor.
5.) Click Save to the right of the description field. A
created date will auto populate once you click save.
How
do I edit an existing Guarantor?
To edit an existing Guarantor:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Guarantor from the left menu options.
3.)
Click
edit on the right side of the Guarantor you wish to edit.
4.)
Type
in your changes and click edit on the right side of the row.
How
do I delete Guarantors?
You do not have the option of deleting a Guarantor in
the Administration section of OnlineSMART.net.
Where
in SMART will this information be utilized?
-It is not used anywhere in Smart
-It is only for reference material
ISIR
ADMINISTRATION
What
is the purpose of the ISIR Administration section?
The
ISIR Administration section serves a useful purpose. You can upload verification data off an ISIR
into OnlineSMART.net. This information
will populate in the ISIR section in the student’s profile. Once you have
uploaded an ISIR not only will it update important information on the ISIR tab,
it will also list an EFC on the Financial Aid Worksheet.
How
do I upload an ISIR to OnlineSMART.net?
To upload an ISIR to OnlineSMART.net:
1.)
Click
on Administration from the left menu options.
2.)
Click
on ISIR Administration from the left menu options.
3.)
Click
on Upload New in the top left corner.
4.)
Click
the Browse option next to where it says Select File.
5.)
After
you click Browse you will follow the path to where you upload you ISIRs to your
computer. Example: If you use Ed Express
you can normally find your ISIRS in the IAM/Data folder.
6.)
After
you have found the file you wish to import double click on the file name. You will now be brought back to the ISIR
Administration section of OnlineSMART.net and your file name will appear in the
box next to the Browse option.
7.)
Click
the Upload option located just under where it says Select File.
8.)
Your
ISIR file has now been uploaded and you will see the file name, status, and
date imported added to the list of previously imported ISIRS.
How
can I tell if an ISIR uploaded successfully?
When you are in the ISIR Administration section there
will be a log of previously uploaded ISIRS. The log gives you the name of the
file uploaded, whether or not it uploaded successfully, and the date and time
it was uploaded. This information will stay in the log until the USER clears
the history in this section.
How
do I clear the history of files that have already been uploaded?
1.)
Click
on Administration from the left menu options.
2.)
Click
on ISIR Administration from the left menu options.
3.)
Click
on Clear History in the tool bar options.
(Located to the right of the upload new option).
Where
in SMART will the information be utilized?
As mentioned earlier this information will be updated on the ISIR tab under the
student’s profile. The data that is
pulled from the ISIR is as follows: Adjusted Gross Income, Us Income Tax Paid,
Worksheet A, Worksheet B, Worksheet C, House Hold Size, # in College, EFC, and
Grade Level and beginning in 09/10 it will list the line items previously found
on the worksheets (untaxed income).
LAB
DEFINITIONS
What
is the purpose of the Lab Definition section?
The
lab definition section is where you will hard code all labs that student’s will
complete for all courses available at your institution. Although this may cause some data entry work
in the initial set up this will save your employees time when entering lab
grades for all students. Once labs have
been hardcoded, when entering a lab grade all lab names/numbers will appear in
a drop down menu format.
How
do I hard code lab definitions?
To hard code a lab definition:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Lab Definitions from the left menu options.
3.)
A
blank line will appear under the list of any lab definitions already listed.
4.)
Enter
the Lab Number in the first field. You
can get this out of your curriculum book.
It may help to track required labs if they match what is in your books.
5.)
Enter
the Type in the next field. Your options
of what lab are: Theory, Lab, and Major.
Enter your Course this lab
pertains to in the third field.
To setup course
information, please go to Administration/Course.
6.)
Enter
the number of credits this test allows (if applicable to your institution).
7.)
Enter
a description of the lab. Example:
Sterilizing/Sanitation.
8.)
Click
Save in the top left corner.
How
do I edit an existing lab definition?
We do not suggest editing any lab definitions. Once you have assigned that definition to
student’s grades any changes may cause changes in their records. We always suggest entering a new lab
definition and start using the new one, once something has changed. Please see above on how to enter a lab definition.
How
do I delete an existing lab definition?
We do not suggest deleting any lab definitions. Once you have assigned that definition to
student’s grades any changes may cause changes in their records. We always suggest entering a new lab
definition and start using the new one, once something has changed. Please see above on how to enter a lab
definition.
Where
in SMART will this information be utilized?
Lab definitions will be utilized when entering lab grades for a student’s
profile; either in the Lab Grades or Multiple Lab Grades section of
OnlineSMART.net. They will also appear
in many reports that have to do with academics.
LENDERS
What
is the purpose of the Lender section?
The Lender section is used to be able to hard code
lenders and later assign them to student profiles. This helps the school keep track of who a
student’s lender is. If a student is
unsure you can easily check the contact section of their student profile and
provide that information to them quickly.
How
do I enter a new Lender?
To hard code a lender:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Lender from the left menu options.
3.)
Enter
the Name of the lender. For Example:
Chase
4.)
Enter
the Description of the lender For Example:
Chase Bank Student Loan Department.
5.)
Click
Save to the right of the description field. A created date will auto populate
once you click save.
How
do I edit an existing lender?
To edit an existing lender:
5.)
Click
on Administration from the left menu options.
6.)
Click
on Lender from the left menu options.
7.)
Click
edit on the right side of the Lender you wish to edit.
8.)
Type
in your changes and click edit to the right side of the row.
How
do I delete lenders?
You do not have the option of deleting a lender in the
Administration section of OnlineSMART.net.
PREVIOUS
SCHOOLS
What
is the purpose of the Previous Schools section?
The Previous Schools section gives your institution the
opportunity to store schools and list them in the student’s profile to track
their previous school. You can either
enter high schools, or other colleges that student’s may transfer in from. This information is user defined and does not
come with any previous schools pre-hard coded.
This information is sometimes found useful depending on the type of
information you track and your institution’s tracking methods
How
do I hard code a
To hard code a previous school:
1.)
Click
on Administration from the left menu options.
2.)
Click
on
3.)
An
empty space will appear under the list of previously added schools. Enter the abbreviation of the school name.
4.)
In
the next field under Name, enter the full name of the school.
5.)
The
third field will be where you will click on Save to save your information.
How
do I edit an existing previous school?
To edit an existing school for the list:
1.)
Click
on Administration from the left menu options.
2.)
Click
on
3.)
Click
on Edit on the row you need to delete.
4.)
Enter
the correct information in the abbreviation and name fields.
5.)
Click
update on the row you just edited.
Can
I delete an existing previous school?
You do not have the option to delete a previous school
in the Administration section of OnlineSMART.net.
Where
in SMART will this information be utilized?
This information will be utilized and stored on the
personal tab of the student profile. This is not a required field; however some
schools wish to track this information. If you have something listed in the
For more information on running reports such
as the general report please see Reports/Student
Reports section of the help topics.
PROGRAMS
What
is the purpose of the Program section?
The
Program section is where you will enter all programs you wish to use on the
ledger. The program will identify where
the monies came from that get posted to a student’s ledger For Example: Pell Grant, Direct Stafford Subsidized Loan,
PLUS Loan. This is important to many departments of a school, such as the
financial aid, and accounting departments. You can run many reports based off
your programs and will actually be asked to run these reports by certain
accrediting bodies, or agencies. You may be required to report certain program
information to the Department of Education. 1098-T will also pull information
based off of certain Programs used. Some Programs will already be hard coded
into OnlineSMART.net. These particular
programs can not be edited or deleted by a normal user. The reason for this is the programs which
come pre-hard coded will be Title IV Programs which all Title IV receiving
schools are required to track. Because
all institutions may offer different programs to pay for school we have also
built in the option to add any other programs you wish.
The options you have when setting up a program
are: Disbursement Hold, Need Based, Non
Cash, and Report on 1098-T, Title IV, and Is Active. When setting up a program you would click in
any of these boxes that apply.
How
can I enter a new Program?
To enter a Program:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Programs from the left menu options.
3.)
An
empty space will appear at the bottom of any currently listed Programs. In the first field, under Program Code you
will type in a code for the Program. For Example: SLM
4.)
In
the second field under Description, type in a description for the loan. For
Example with the loan listed above: Sallie Maw Career Training Loan
5.)
You
will click the box in the third field only if this Program requires a
disbursement hold.
6.)
You
will click the box in the fourth field only if this Program is a Need Based
Program.
7.)
You
will click the box in the fifth field only if this Program is Non Cash.
8.)
You
will click the box in the sixth field only if this Program should be reported
on the 1098T.
9.)
You
will click the box in the seventh field only if this Program is an approved
Title IV Program.
10.) You will want to be
sure to click the box in the eighth field for any Program that is currently
active and in use.
11.) Click Save on the
right part of the row.
12.) The description will
show on the students’ ledger under Program.
How
do I edit an existing program?
To edit an existing Program:
1.)
Click
on Administration from the left menu options.
2.)
Click
on Programs from the left menu options.
3.)
Find
the Program you wish to edit from the list of programs.
4.)
Click
Edit on the far right side of program row you are editing.
5.)
Make
your needed changes to the Program by checking or un-checking appropriate
fields.
6.)
Click
Update on the right side of the row.
Can
I delete an existing program?
You can not delete an existing program; however, you
can make it inactive to where it won’t appear in your list of options when
posting a program to a ledger. To make
the program inactive please follow steps for editing a program listed
above. Be sure to uncheck the Is Active
field before clicking Update.
SCHOOL
CALENDAR
What
is the purpose of the School Calendar Section?
The school calendar is set up so an institution may
close out any planned closed school days. When you set closed school days in
the calendar, it will block this day out on any student’s schedule. This means
a student will not be marked absent on a day your school was scheduled to be
closed because you have told OnlineSMART.net that your school is scheduled to
be closed that day. These specific days will not count against a student’s
attendance record.
What
does it mean when I click on a day on the calendar and it turns black?
When you are in a school calendar and click on a day in
the calendar by using your mouse you are choosing which day of the month you
wish to close. This is just the
beginning of the process and unless you proceed further, that day will not be
properly closed.
How
do I add a scheduled day off to the calendar?|
To
add a scheduled day off:
1.)
Click
on Administration from the left menu options.
2.)
Click
on School Calendar from the left menu options.
3.)
Click
on the day in the calendar you want to close (if you will be using a date range
click on the day the day the school closure will start).
4.)
Click
in the box that applies: Clear Day
Hours, and Clear Night Hours. For
example: If school was open for half the day you would only want to clear the
night hours. If school was closed all
day you would want to clear both day and night.
5.)
Click
in the box: No School if school will be closed. If you are not leaving a note,
click save in the top left corner and than skip to step 8.
6.)
Click
in the box: Special if you wish to leave a note re: this closure.
7.)
If
you click in the box: Special and leave a note you will want to save this note
before proceeding. Click the Save option
in the top left corner.
8.)
Click
on the Close/Open Days option in the bottom right corner.
9.)
Enter
the date range if applicable. If you are
only closing one day the date range will automatically be filled in with the
date you clicked from the calendar on the last page for the start and end date.
10.) If you uncheck the
box: No School on this page you will no
longer be closing a day. The days of the week field will now say: Days to Open.
11.) If the No School box
is checked the days of the week field will say: Days to Close. Click on the applicable days of the week
that will be closed during your date range. If you are just closing one day the correct
day of the week will be chosen for you.
12.) Click Save.
How
do I edit a scheduled day off that I have already added to the calendar?
To
edit a scheduled day off in the calendar:
1.)
Click
on Administration from the left menu options.
2.)
Click
on School Calendar from the left menu options.
3.)
Click
on the day of the month you wish to edit.
If you do not see that month click on the names of the month on the top
right side or left side until you see the month you need displayed in the
middle, than click on the day you need to edit.
4.)
If
you need to make any changes on the first screen click Save in the top left
once the edits have been made. If you
need to go a step further and enter more information (such as a date range) click
on the Close/Open Days button.
****** PLEASE NOTE- Making
changes to previous days in the school calendar will not make changes to a
student’s schedule. If you make the changes prior to that day passing it will
take effect in the student’s schedule. If something changes with a previous scheduled
day you will want to change it individually on each student’s schedule.
To see more on
student schedule’s please see the Student/Student Schedule section of the Help
Topics.
TEST
DEFINITIONS
What
is the purpose of the Test Definition section?
The
test definition section is where you will hard code all tests that student’s
will take for all courses available at your institution. Although this may cause some data-entry work
in the initial set up this will save your employees time when entering test
grades for all students. Once test
grades have been hardcoded, when entering test grades all test names/numbers
will appear in a drop down menu format.
How
do I add a test definition?
To hard code a test definition:
1.) Click on
Administration from the left menu options.
2.) Click on Test
Definitions from the left menu options.
3.) A blank line will
appear under the list of any test definitions already listed.
4.) Enter the Test Number
in the first field. You can get this out
of your curriculum book. It may help to
track required tests if they match what is in your books.
5.) Enter the Type in the
next field. Your options are: Theory, Lab, and Major.
6.) Enter your Course this
test pertains to in the third field.
To setup course
information, please go to Administration/Course.
7.) Enter the number of
credits this test allows (if applicable to your institution).
8.) Enter a description of
the test. Example:
Sterilizing/Sanitation.
9.) Click Save in the top
left corner.
How
do I edit an existing test definition?
We do not suggest editing any test definitions. Once you have assigned that definition to
student’s grades any changes may cause changes in their records. We always suggest entering a new test
definition and start using the new one, once something has changed. Please see above on how to enter a test
definition.
How
do I delete an existing test definition?
We do not suggest deleting any test definitions. Once you have assigned that definition to
student’s grades any changes may cause changes in their records. We always suggest entering a new test
definition and start using the new one, once something has changed. Please see above on how to enter a test
definition.
Where
in SMART will this information be utilized?
Test
definitions will be utilized when entering test grades for a student’s profile;
either in the Grades or Multiple Grades section of OnlineSMART.net. They will also appear in many reports that
have to do with academics.
What is the purpose of the Alumni section?
The purpose of the Alumni Section is to store Alumni student information in a
centralized, easily accessible location. If you need to run reports for alumni,
you can do this in the alumni reports section.
You can easily access employer information and certain demographic
information. An important note to
remember is if you need to edit most demographic information you will want to
go in from the student section and not the Alumni section. The Alumni section is mainly for tracking
graduate students, employer information, and State Board exam records. Because of this, you will not find much
demographic detail besides name, address, phone number, and email address.
ALUMNI PROFILES
How do I view my Alumni?
To view Alumni profiles:
1.) Click on Alumni
from the left menu options.
2.) Click on Alumni
Profiles from the left menu options.
3.) Enter your search
criteria.
4.) Click the Search
button.
5.) Click on the
student name.
6.) You will be
directed to the Alumni profile. The
information that will be present in this section is: name, address, phone
number, and email address, pass place codes for exam, graduation status, and
license information.
How do Alumni get added in SMART?
A student will switch to Alumni once they have been graduated in the student
section of OnlineSMART.net.
How do you graduate a student to become
Alumni?
To graduate a student:
1.) Click
Students from the left menu option.
2.) Click
Profile.
3.) Enter
the search criteria for the student you wish to graduate.
4.) Click
the Search option.
5.) Click
the student’s name.
6.) The
personal tab will load.
7.) Click
the Graduate button in the top tool bar of the personal tab.
8.) A
blank box will appear, you will enter the graduation date here.
9.) Once
you have entered the graduation date, click save.
10.) A
screen will appear where you will enter the graduate’s current information
including address, email, and telephone number.
You will also have the ability to store their exam information including
pass codes, graduate status, exam date, license number, exam grade, and
employment code. These codes are important and may be needed for certain
reports. Just click in each box you wish to complete and enter the
information.
11.) Click
Save at the top left corner.
12.) Enter
employment information by clicking on the top tab that says employer one.
You also have employer two, and three for future tracking purposes.
** The print option that appears in the top tool bar allows you
to easily print employment history.
For more information on the Alumni Reports please see Reports/Alumni
Reports.
How do I edit or add information to an
existing Alumni Profile?
There
is only so much information that can be added or updated on an Alumni
Profile. You can add or edit a student’s
address, phone number, email address, employer 1, 2 and 3 information,
pass/place codes, graduate status, and license information. If you need to edit any other demographic
information you will go to the student sections and change your list filter to
graduate students.
To edit Alumni information:
1.) Click on Alumni
from the left menu options.
2.) Click on Alumni
profile from the left menu options.
3.) Enter your search
criteria.
4.) Click on the search
option.
5.) Click on the
student name.
6.) Edit or add the
data by clicking in each box you wish to add data to and typing in the
information. If you need to edit
information on different tabs, be sure to save your work before moving on to
another tab.
7.) Click Save in the
top left corner.
How do I un-graduate a student?
To un-graduate a student:
1.) Once you have
entered the grad date and hit save you will be brought to the Personal tab of
the Alumni section. Click the
Un-graduate button in the top left tool bar.
2.) The student is now in an
active status.
Where Reports are specific to the Alumni
section?
There
are many useful and necessary reports generating from information that is
listed in the Alumni section.
To see more on reports please see Reports/Alumni Reports section of
the help topics.
What are Pass Codes?
The
pass code field is where you will record the student’s results of the license
exam. There are 11 pass codes hard-coded in OnlineSMART.net. You can always hard code more pass codes if
the available options do not work for your institution.
To see more on adding pass codes to your list of options please see
Administration/Codes/Pass Codes of the Help Topics.
Where can I hard code pass-codes?
You
can add more hard codes for pass codes in the administration section.
For more information on adding pass codes to the available list
please see:
Administration/Codes/Pass-Place codes.
What is Graduate Status?
Graduate
status is where you will store the status of each Alumni. This information may be needed later for
certain reports or accrediting agencies. The available graduate status codes
are pre hard coded and can not be added to or changed.
The
options you will find in the drop down menu are:
Employed in Field- Student has
graduated and found work in same field.
Epld in Unrel- Student has graduated
and is employed in an unrelated field.
Further Education- Student has
enrolled in a different program/school to further their education.
Unemployed- Student has
graduated but has not found work in either a related or unrelated field.
Unknown- Student has graduated but their
employment status is not known.
Other Unavailable- Student has
graduated and employment status option is not available in drop down options.
Incarcerated- Student has
graduated but is now incarcerated.
Active Military Service- Student has
graduated and is now active in the military.
Death- Student has graduated, but has
passed away.
Medical- Student has graduated but is not
employed due to medical issues.
International Std- Student has
graduated but is an international student.
Can I hard code graduate status codes?
Graduate status codes are pre- programmed based on required tracking
information. These can not be added to,
or changed by a normal user.
What is the License Exam Date field?
The License Exam Date field is to record the date the student passed their
exam. This information may not be
required for your institution to track, but is available in OnlineSMART.net for
those schools who are required or wish to track.
What is the License Number field?
The
License Number field is to record the student’s license number upon passing the
exam. This information may not be
required for your institution to track, but is available in OnlineSMART.net for
those schools who are required or wish to track this information.
What is the exam grade field?
The
exam grade field is to record the student’s grade received on the exam. This information may not be required for your
institution to track, but is available in OnlineSMART.net for those schools who
are required or wish to track this information.
What is the employment code field?
The employment Code field is where you will track each student’s employment
codes. An example of an added employment
code could be: Cosmetologist or Nail
Tech. These codes do not come
pre-programmed and is left up to the user as to how they want to utilize this
field.
Where can I hard code employment codes?
Employment
codes can be added to OnlineSMART.net as hard codes. These codes are user defined and do not come
pre hard coded.
To see more on entering employment codes please see
Administration/Codes/Employment codes section of the Help Topics.
How do I list employment information on an
Alumni?
1.) Click on Alumni
from the left menu options.
2.) Click on Alumni
Profile.
3.) Enter your search
criteria.
4.) Click the Search
button.
5.) Click on the
student name.
6.) You will be brought
to the Alumni’s basic profile. From
there you will click the tab for First Employer, Second Employer, or Third
Employer, depending on which option pertains to the student you are adding
information on.
7.) You will see at the
top of this section: Date Last Modified.
This is self explanatory, it gives that last date that anyone has added or
changed that employer’s information. Once you save your options you will see
the current date and time under Date Last Modified.
8.) Enter the company
name in the Company field.
9.) Enter first name
and last name. (This could be the name of a contact person or a boss in the
company).
10.) Enter the employer’s
address in the Address fields.
11.) Enter Phone Number
in the phone number field.
12.) Enter the date the
Alumni started the job in the Start Date field.
13.) Enter the hourly
wage in the Hourly Wage field.
14.) Enter the annual
income in the Annual Income field.
15.) Enter the email
address (this could be the company email address or a contact person’s email
address).
16.) Click Save in the
top left corner of the Alumni section.
How do I post to a ledger for an Alumni
student?
In order to post or view a ledger for an Alumni student you will have to go to
the profile from the student section. As
stated earlier the Alumni section is used to track only the necessary items
required for Alumni.
To
get to the ledger of an Alumni student
1.) Click on Students
from the left menu options.
2.) Click on Single
Student Ledger from the left menu options.
3.) Enter your search
criteria.
4.) Change the Search
filter list by clicking Graduate Students from the drop down menu next to
Filter.
5.) Click the search
button.
6.) Click on the
Graduate’s name. This will take you to
their ledger and you will be able to follow posting procedures.
To see more on posting to the ledger please see the ledger section
of the help topics.
GENERAL INFORMATION - STUDENTS
What is the purpose of Student section?
The main goal of the student section is to
keep track of all student information in an organized manner. In the student section you will have the
capability to view and update attendance, store and view your uploaded
documents, compile a student’s financial aid worksheet, enter and view grades,
record a leave of absence, access student’s profile information, perform
R2T4 and refund calculations, and access a single student ledger and
schedule. This section is also where you
will set any flags (reminders), and store any notes in OnlineSmart.Net that
aren’t called for in any other section but do pertain to a specific
student. The purpose of the student section of OnlineSmart.Net is to make
your daily operations user friendly and functional. We have designed the
Student section so that you can easily navigate your way through it. Each category is readily available on the
left hand side of the screen. Anything you need in this section is just
one click away!
ATTENDANCE
How do I manually enter attendance?
To manually enter attendance:
1.) From the
left menu options click students.
2.) Click
attendance.
3.) Enter the
student’s name in the search criteria and click search.
4) Click on
New.
5.) Enter the
date of attendance you are inputting under the date field.
6.) Enter the
number of days you are inputting (if you are doing one mass entry for several
days for example you are doing one entry for three days you would enter a 3 in
the day’s field. If you are doing entries for one day enter a 1 in the day
field).
7.) Enter the
total hours according to your schools policy.
There is an option to break the total hours for each day into demo, non
clinic, clinic and total hours. If it is not your school’s policy to
break down the hours and you just track a daily total you can change the way
you view and enter attendance. To change the view you will go to:
a.) Administration
b.) Basic Set up
c.) School Features
d.) Uncheck the box: Attendance Break
Down
e.) Click on Save. After you
have done this and go back to the attendance screen you will only see the
option to enter total hours instead
of seeing the breakdown.
8.) Once you
have entered the total hours for the day (or days) mark whether the student was
absent or present by clicking in either the absent or present field.
9.) Click Save
New (to the right of the absent/present field).
How do I manually edit attendance?
To manually edit an attendance entry that
has already been saved:
1.) From the
left menu options click Students.
2.) Click
attendance.
3.) Enter
the student’s name in your search criteria and click the search button.
4.) Find
the entry you wish to edit.
5.) Click
on edit (to the far right of the specific row of attendance you wish to
edit).
6.) Once
you have clicked on edit you have the ability of updating anything you entered
(date, number of days, hours).
7.) Once you
have updated the necessary information click on Update (located on the far
right of the row you are updating).
How do I manually delete attendance?
To manually delete attendance that has
already been entered:
1.) From the
left menu options click Students.
2.) Click
attendance.
3.) Enter
the student’s name in your search criteria and click the search button.
4.) Find the
entry you wish to delete.
5.) Click
on the delete option to the far right of the row you wish to delete.
6.) A
pop-up box will appear that asks ‘are you sure you want to delete this entry’,
click yes if you have verified you are deleting the appropriate entry.
You have now
deleted an attendance entry!
How do I enter multiple student attendance?
OnlineSmart.Net has been formatted to give
you the capability to enter multiple students and multiple days in the Student
section. For example if your school had a field trip and students were
not able to clock in and out that day you can use the multiple student
attendance section to easily enter all your student’s time for that day. To
enter multiple student attendance:
1.) From the
left menu options click Students.
2.) Click
Multiple Student Attendance.
3.) Enter
the first few letters of the student’s last name in the first blank box under
the Name field. Once you have done that a drop down box will appear with a list
of all active student’s whose last name begins with the first few letters you
entered. Instead of having to enter the entire name you can choose which
student you want to add attendance for in the drop down box.
4.) Once
you have chosen a name the permit # will auto-populate; you will not need to
enter this information.
5.) The
date will auto-populate with the current date, however you just have to tab to
the date field if you need to change it.
6.) After entering the name, and date,
you can also enter the number of days you want to enter in the days field.
7.) Enter the total hours in the Total
Hours field.
8.) Choose whether the student is
absent or present by clicking in the appropriate circle.
9.) You will repeat these steps on the same
screen for all student you need to enter attendance for.
10.) Once you are finished you will click
Save in the top left corner.
Reports Specific to Attendance
To see reports specific to Attendance, please
see the Reports/Attendance section of the help topics.
DOCUMENTS
Why do we upload documents into OnlineSmart.Net Student section?
Having the ability to upload documents into
OnlineSmart.Net is an exciting new feature. There are many benefits to
uploading student documents. Uploading documents can alleviate having to
physically pull a prospect student’s file. If you are working in
OnlineSmart.Net but are not at a location where a file is accessible and you
have uploaded documents to a prospect/student, then you can view that
information right from OnlineSmart.Net. This can save a lot of
time. Another example of why this feature is so important is if for any
reason files were destroyed, you could rest easy knowing all needed documents
have been scanned and uploaded in OnlineSmart.Net and all you have to do is
print them from there. They are all
backed up at a remote secure offsite location.
How do you upload documents into Student section?
To upload documents into OnlineSmart.Net,
you will first scan the document and save it to your computer. You will
then follow these easy steps:
1.) Click on
Students from the left menu options.
2.) Click
on Documents from the left menu options.
3.) Enter your
search criteria.
4.) Hit
the Search button.
5.) Click
on the student’s name.
6.) If you are
adding a document that is already programmed as a list title (i.e. High
School Diploma, School contract, SLM docs) you will click add to the
left of the document name.
To see more on
prelisting document titles see administration/Document Definition section of
the help topics.
If you are
adding a new document that is NOT prelisted in OnlineSmart.Net you will
click:
a.) New
b.) Type in a name for the document (i.e. FAFSA, Drivers License, etc)
c.) Type in the description of the document (i.e. Copy of FAFSA, Copy
of driver license)
d.) Continue with steps 7-8
7.) Once you have found the document in your
computer double click the document name.
8.) Click SAVE.
How do you view and delete Documents from Student section?
To view or delete a document
from OnlineSmart.Net:
1.)
Go to Students.
2.)
Click on documents.
3.)
Type in your search criteria.
4.)
Hit the search button.
5.)
Click on the Student's name
6.) To View the document: From the list
that appears you will click GET to the far right of the name of the document
you want to view and/or print.To Delete
the document: From the list that appears you will click DELETE to the far right
of the name of the document you want to delete.
FINANCIAL AID
WORKSHEET
What
is the importance of the Financial Aid Worksheet?
The Financial Aid Worksheet tab is where you will enter
a student’s awards. Once awards have
been entered for the different payment periods you will have the ability
to print an award letter.
How
do you enter the estimated financial plan?
To enter the estimated financial plan you go to:
1.) Go to Students.
2.) Click on
Financial Aid Worksheet.
3.) Enter your search
criteria.
4.) Click the Search
button.
5.) Click on the
student name.
6.) Choose the year in the
"year field" by clicking the drop down. *** Choose the later year in
the current award year. For example: for 2009/2010 you would use
2010 for the year.
7.) Click in the
appropriate flags that apply to the student. (Please see below for
Flag information).
8.) When the
financial aid worksheet loads, a blank row will automatically appear on the
screen to enter the student’s first award. Every time you save an entry a
new blank row will appear underneath.
9.) Click the drop
down box on the blank row under the word Program. Choose the name of the
award you are entering i.e. Pell, FSEOG, FFELS.
10.) Click the drop down
box under Enrollment/pay period. Your enrollment or pay periods will
already be listed upon assigning a course to a student profile. (To see
more on adding pay periods please see the Administration/Course Set up section)
11.) Enter the Anticipated
Disbursement Date.
12.) Enter the award
amount under the Award field.
13.) The Disbursed
and Remaining field will auto-populate. Once part of an award has
disbursed the amount that came in will show in the disbursed field and the
remaining amount to be disbursed will show in the remaining field.
IMPORTANT NOTE: Remember
that the pay period that is assigned when setting up the award must match the
pay period that is assigned to the posting on the ledger. If these two
pay periods do not match than you will not see the Disbursed and Remaining
fields update as disbursements get posted to the ledger.
14.) You will choose whether
the specific award you are entering is need based aid, or not. All you
have to do is check the box under Need Based if the award is need based aid.
15.) The last option on
the row is to either Edit or Save an entry. If you are entering a new
award and want to save it, once you are finished recording your information in
this section you would then click Save.
How
do I edit an award already set up in the Financial Aid Worksheet?
To edit a pre-existing award:
1.) Go to Students.
2.) Click on
Financial Aid Worksheet.
3.) Enter your search
criteria.
4.) Click the Search
button.
5.) Click on the
student name.
6.) Find the row that
contains the award you wish to edit and click the edit button on the right side
of the row.
7.) Edit or update
the existing information to reflect the current information.
8.) Click Update to the
right of the row you are updating and this will save the data you just entered.
How
do I Enter the Financial Plan for subsequent award years?
To enter a Financial Plan for subsequent award years go
to:
1.) Go to Students.
2.) Click on Financial Aid
Worksheet.
3.) Enter your search
criteria.
4.) Click the Search
button.
5.) Click on the student
name.
6.) When you get to the
Financial Aid Worksheet you will want to look for the section (on the left side
of the screen that says: Year. You will want to change the year to the
next coming year. For example if you are currently in 2008/2009 award
year you would want to enter the subsequent year awards in 2010/2011. You
choose a new year by clicking in the drop down menu next to the word ‘Year’ and
selecting the appropriate year for your subsequent year awards.
7.) When the financial aid
worksheet loads, a blank row will automatically appear on the screen you
can enter the student’s first award. Every time you save an entry a
new blank row will appear underneath.
8.) Click the drop down
box on the blank row under the word Program. Choose the name of the award
you are entering i.e. Pell, FSEOG, FFELS.
9.) Click the drop down
box under Enrollment/pay period. Your enrollment or pay periods will
already be listed upon assigning a course to a student profile. (To see
more on adding pay periods please see the Administration/Course Set up section)
10.) Enter the Anticipated
Disbursement Date.
11.) Enter the award
amount under the Award field.
12.) The Disbursed and
Remaining field will auto-populate. Once part of an award has disbursed
the amount that came in will show in the disbursed field and the remaining
amount to be disbursed will show in the remaining field.
IMPORTANT: Remember that
the pay period that is assigned when setting up the award must match the pay
period that is assigned to the posting on the ledger. If these two pay
periods do not match, you will not see the Disbursed and Remaining fields
update as disbursements get posted to the ledger.
13.) You will choose
whether the specific award you are entering is need based aid, or not.
Check the box under Need Based if the award is need based aid.
The last option on the row
is to either Edit or Save an entry. If you are entering a new award and
want to save it, once you are finished recording your information in this
section click Save.
Why
would I check the Title IV eligibility box?
The Title IV eligible box is very important. You
must check this box for each student that is Title IV eligible. This
will be one of the flags you see under the flag section that will always appear
on the right side of most screens. This allows the person who will be posting
Title IV disbursements to know this student is in fact eligible for Title IV.
To remove the flag you simply uncheck the box and save. If you do not
check the Title IV eligible box, when someone is posting to the ledger
they will not see any Title IV programs listed in the program drop down
menu. Title IV will not be available to
be posted to the ledger until the flag is checked in the Financial Aid
worksheet section of OnlineSMART.Net.
Why
would I check the NSLDS box?
Another very important flag is the NSLDS field.
You can check this box and it will allow any person looking at the student in
OnlineSmart.Net to see right away they still need to run NSLDS. This will
be one of the flags you see under the flag section to the right of the student
profile. If you need NSLDS on a student
you just click the box and it will automatically set the flag and click save.
To remove the flag you simply uncheck the box and save.
Why
would I check the In Default Box?
The purpose of the In Default Flag Box is to alleviate
any posting that a student may not be eligible for due to being in default on a
federal student loan. As soon as you
discover a student is in default you would want to check this box right away
and click save. This is also a useful
tool to remind you to monitor a student who had a prior default and is on the
six consecutive payment plans with the DOE.
When the student is no longer in default you can uncheck the box, and
click save to remove the flag. The Flag will appear in the flag section always
displayed vertically on the right side of the screen in the student profile.
What
is the Cost of Attendance?
Currently under construction.
What
is the Estimated Family Contribution (EFC)?
The EFC displays in the Financial Aid worksheet when
the ISIR has been imported.
NOTE: If you do not upload ISIRs, the EFC will not
display in OnlineSMART.net.
What
are Need based / Non-Need Based Award Types?
When you are setting up awards in the financial aid
section of OnlineSMART.net you have the option to check the box if the award is
need based. Examples of need based aid would be Pell Grant, FESOG,
Subsidized Loan etc. When assigning a student your schools determined need
based aid, be sure to check the Need Based box. If you are setting up your
school’s determined NON-need based aid, you simply leave the Need Based box
unchecked.
What
is an Award letter?
The award letter is used to advise the student of their
estimated financial aid awards. The amount of aid that displays on the award
letter print out will come from the aid that is set up on the financial aid
worksheet. The award letter in OnlineSMART.NET also contains
authorization to credit account, information on if the award includes a loan, a
notice to notify the financial aid office in the event of award or circumstance
changes, information on how aid will be disbursed, and notice to remain in
satisfactory academic progress. The award letter also advises that change in
enrollment status may affect awards, that awards are for current year only, and
gives the notice of right to cancel. By the student signing, you can
eliminate additional forms because of the notifications that are
in included on the award letter.
How
do I Print an Award letter?
To print an award letter from the financial aid screen:
1.) Click the print option
in the top tool bar of the financial aid screen, located near the email option.
2.) Click on the Student
Financial Aid Award Notice option in the Report List box that appears.
3.) Enter the award year
of the award letter you wish to print (for example 08/09 would be 2009).
4.) Click the view report
option at the top right hand corner of this page.
5.) To print the report
you will want to select a format from the “select a format” drop down box. A
standard format to print would be Acrobat (PDF) file.
6.) Once you have chosen a
format click the blue Export option.
7.) A pop up box will
appear that gives you the option to print or save. If you only want to
print but do not want to save this award letter to your desk top click
Open. If you need to save this award letter before you print click Save
and you will have the option of where you want to save your award letter on
your computer.
8.) Once the PDF file
loads click the print option at the top left side of the page.
How
do I track Verification?
To track verification for each student:
1.) Click Students from
the left menu options.
2.) Click Financial
Aid Worksheet.
3.) Choose an option
in the drop down box next to Verification. The options are:
a.)
Not Required- not require
b.)
Accurate- info accurate
c.) Reprocessed
d.) Tolerance
e.) W/O
Documentation
f.) Selected,
Not Verif.
GRADES - TEST
AND LAB
How
do I enter grades in the student profile?
To enter grades from a student’s profile:
1.) Click on Students from
the left menu options.
2.) Click on Grades
from the left menu options.
3.) Enter your search
criteria for the student you are submitting grades for.
4.) Click the Search
button.
5.) Click on the student
name.
6.) When the Grade page
loads a blank row will automatically be present to enter a new grade.
Under the Test field you will choose which test you are adding to the student’s
grades
7.) Enter the date of the
test under the Date field.
8.) The type of test will
auto-populate with what was set up in the administration section under test
definitions. When each test was added to the Test Definitions the option
is given to choose Theory, Major, or Lab.
IMPORTANT: Please note Lab grades do have their own
section, so the only time you would want to choose lab during the Test
Definition set up is if that particular lab you are setting up would be
considered part of a test or theory curriculum.
For more
information on setting up Test, and Lab definitions please see
Administration/Lab Definitions or Administration/Test Definitions.
9.) Enter the grade
under the Grade field.
10.) Click in the box
under the Affects GPA field if the grade you are entering will affect the
GPA. If the grade does not affect the GPA uncheck the box and this grade
will not be a part of the GPA calculation.
11.) Click Save
toward the far right of the row you are updating.
How
do I enter Lab grades in the student’s profile?
1.) Click on Students from
the left menu option.
2.) Click on Lab
Grades.
3.) Enter your search
criteria for the student you are submitting grades for.
4.) Click the Search
button.
5.) Click on the
student name.
6.) When the Lab
Grade page loads a blank row will automatically be there to enter a new grade.
Enter the date under the date field.
7.) Choose a lab from
the drop down menu under the lab section.
8.) Enter the grade
for the lab. If there is no grade, leave this as zero.
9.) Enter the number
performed of the particular lab you are entering.
10.) Enter the
credit/Hours for that Lab (If applicable and if Basic Set up and School
Features are set up for Lab Hour Included. To learn more about school
features please see Administration/Basic Set up/School Features of help topics.
How
do I enter multiple lab grades?
The multiple lab grade section gives the user the
ability to enter grades for multiple students, or to enter multiple grades on
the same student without having to click new and save each time you want to
enter a new grade.
To enter multiple lab grades:
1.) Click on
Students from the left menu options.
2.) Click on
Multiple Lab Grades from the left menu options.
3.) Enter the first
few letters of the student’s last name and a drop down box will appear that
lets you click on the name of the student without having to type in the whole
name.
4.) The permit #
will auto-populate once you have chosen a name.
5.) The date will
auto-populate with the current date, but if you need to change this you can tab
to the Date field and enter a new date.
6.) Choose the lab
you wish to enter from the drop down menu under the Lab field.
7.) The Affects GPA
box will auto-fill, leave this if the grade you are entering does in fact
affect the GPA. If the grade being entered does NOT affect the GPA, uncheck
this by clicking in the box. Make sure the box does not have a green
check in it if the grade does not affect the GPA.
8.) Enter the #
performed; this is the number of labs the student completed; i.e. a student
completed 10 shampoo sets, enter a 10 here.
9.) Enter the
grade. If this lab does not affect the GPA and has no grade you can leave
it as zero. As long as the affects GPA box is not checked this will not
affect the overall grade.
10.) Enter the
number of credits or hours under the Credit/Hours field if it applies to your
school.
11.) Once you have
entered grades for all students be sure to click the Save button at the top
left corner of the screen.
How do I enter multiple
Theory/Test grades?
OnlineSMART.Net has the ability to enter
multiple theory grades for one or more students. Instead of going to each
student’s profile you can go to the Multiple Grades section to enter your
theory and test grades.
To enter multiple theory and test grades:
1.) Click on
Students from the left menu options.
2.) Click on
Multiple Test Grades from the left menu options.
3.) Type the
first few letters of the student’s last name under the Name field. A drop down
box will appear which will allow you to choose the name of the student and not
have to type the full name in.
4.) Once you
have chosen the name the Permit number field will auto-populate for you.
5.) The date
will auto-populate with the current date, however if you need to change the
date you can tab over or click in the Date field and enter the correct date.
6.) Choose
the name of the test from the drop down menu in the Test field.
7.) The
affects GPA box will auto-populate with a check mark (meaning this test will
affect the GPA). If the test does not affect the GPA click in the box to
uncheck it. The green check will disappear and this test will not be used in
the GPA calculation.
8.) Enter
the grade of the test in the Grade Field.
9.) Once you
have entered all your tests be sure to click Save in the top left corner of
this page.
LEAVE OF
ABSENCE
How do I schedule a Leave of Absence in OnlineSMART.Net?
The ability to track student’s LOA’s in
OnlineSMART.Net is one of the many useful features available. This feature will
allow you to easily track your student’s while they are on LOA, there are
certain Flags available to inform you of how many LOA day’s each student has
taken, and there are certain warnings given if attendance is being entered for
a student who is on LOA.
To enter an LOA:
1.) Click
Students from the left menu options.
2.) Click on
Leave of Absence from the left menu options.
3.) Enter your search criteria for the student you are entering an LOA for.
4.) Click
the Search button.
5.) Click on
the name of the student.
6.) Enter
the start and end dates of the LOA at the bottom section labeled start date and
end date.
7.) Click
the Insert Range button.
8.) Click
Save at the top left corner of the screen.
9.) A pop up
box will appear giving you the option to save the revised contract grad date.
If you wish to use this date click ok, if you wish to calculate the date
yourself click Cancel.
IMPORTANT:
If you choose to calculate your own revised graduation date remember to go to
the Financial tab in the student’s profile to change this date.
What does it mean when some of the attendance records in the
attendance section are highlighted in red?
When a student has an attendance record
for a day they are scheduled to be on an LOA, or have dropped, the specific
attendance record will be flagged and highlighted in red. This is to alert you
that the student has an attendance record for a day they are scheduled not to
be there. In order for this function to work, the students schedule does need
to be set up and maintained. Once an LOA has been set up for a student in the
LOA section of OnlineSMART.Net, the days in the LOA date range will
automatically be removed from the schedule for you. An important note to
remember: If you are back dating an LOA; the days will not automatically be
removed from the schedule. Although the LOA may be backdated and the days
passed it is still imperative to go into the schedule and remove the days in
the LOA. Certain reports and calculations can be affected by the schedule. In
order for those to be correct each student’s schedule needs to be updated any
time there are changes to the schedule.
How do you remove an LOA from the LOA screen?
If you entered the wrong LOA dates or the
dates have changed you have the ability to remove or change it.
To remove days from the LOA:
1.) Click on
Students from the left menu option.
2.) Click on
Leave of Absence from the left menu option.
3.) Enter
your search criteria.
4.) Click
Search.
5.) Click on
the student’s name you need to correct.
6.) Click on
the days you want to take out of the LOA on the calendar. They will be
highlighted in black, and once you click on a specific day it will turn gray.
Once you have made your correction click save in the top right corner.
7.)
Click Save in the top left corner.
8.) A pop up
box will appear giving you the option to save the revised contract grad date.
If you wish to use this date click ok, if you wish to calculate the date
yourself click Cancel.
IMPORTANT: If you choose to calculate your own revised
graduation date remember to go to the Financial tab in the student’s profile to
change this date.
How do you add days to a previously scheduled LOA?
You can add days to a previously
scheduled LOA. For example if a student needs to extend the LOA. To add days to
a previously scheduled LOA:
1.) Click on
Students from the left menu option.
2.) Click on
Leave of Absence from the left menu option.
3.) Enter
your search criteria.
4.) Click
Search.
5.) Click on
the student’s name you need to correct.
6.) Enter
the revised start and end date of the LOA in the Leave of Absence date range
fields.
7.) Click
Insert Range.
8.) A pop up
box will appear giving you the option to save the revised contract grad date.
If you wish to use this date click ok, if you wish to calculate the date
yourself click Cancel.
IMPORTANT: If you choose to calculate your own revised
graduation date remember to go to the financial tab in the student’s profile to
change this date.
PROFILES –
PERSONAL TAB
What is the Personal tab used for?
The purpose of the Personal tab is to
store all of the student’s personal and demographic information in one
centralized, easy to access page. This is the first tab you will see when you
go to the student’s profile, making it easy to obtain necessary demographic
information on a particular student. The profile tab is where you will store
all demographic and general information on a student. What you will find on the
general tab:
Student Name, Race, Residence State, FA
type,
Address, Sex, Admission Rep, Driver
License state,
Social Security Number, High school Grad
info, Veteran Status, # of Dependents,
Email Address, Referral Code, Marital
Status, Tracking Code,
Phone and Fax Numbers, Driver License
number, previous school, Scholastic Level,
Date of Birth, Dependency status,
Education Level.
Important Flags and Notes are also easily
accessible from this page.
On the left side of the screen you can
view:
Information:
Last
Name
First
Name:
SSN:
Permit
#:
Contract
Hrs:
Hours
to Date:
Transfer
Hour:
Flags:
Active:
Has
Notes
SAP:
Ledger
Close:
Needs
NSLDS
Title
IV Eligible
Verification:
No
in Default:
Over Contract
On
LOA:
Attempted
Credits
Earned
Credit
Dates:
Start
Date
Last
Attended
Projected
Grad
Contract
Grad
Closed
Appointment
Enrollment
Initial
How do you access the Personal Tab?
1.) Click on Students from the left menu
options.
2.) Click on Profiles from the left menu
options.
3.) Enter your search criteria.
4.) Click the Search option.
5.) Click on the student’s name you wish
to view.
6.) The personal tab will automatically
display every time you choose to go to a student’s profile.
How do you enter information in the Student Profile Tab?
1.) Click Students from the left menu
option.
2.) Click on Profile form the left menu
option.
3.) Enter your search criteria.
4.) Click the search button.
5.) Click on the student’s name you are
entering profile information for.
6.) Click in the field you need to add or
edit information too.
7.) Type in the information you need to
store.
8.) Click Save in the top left corner of
the student profile toolbar.
IMPORTANT: Before you move on to another
tab or section make sure you save the information you just entered.
Navigating away from the
personal tab
OnlineSMART.Net has been programmed for
the user to easily navigate to different sections of a student’s information,
or to navigate to another student’s information. At the top of the student
profile you will see the following options:
Save
Profiles
Print
Email
Graduate
Un-Enroll
Lab
Grades
Schedule
Ledger
LOA
Documents
Attendance
Fin
Aid
Grades
R2T4
How can you view other sections for the same student whose
personal tab you are viewing from the student profile section?
To view all other information on the same
student from their personal tab in their profile:
1.) Click Students from the left menu
option.
2.) Click on Profile form the left menu
option.
3.) Enter your search criteria.
4.) Click the search button.
5.) Click on the student’s name you are
entering profile information for.
6.) Click on any of the options in the
tool bar at the top of the personal tab section. The information you can view
is listed above.
7.) Once you have clicked on an option
from the above tool bar you will be directed to that section for the same
student.
How can I view information on other student’s from
another student’s profile section?
To view information on a different
student from one student’s profile tab:
1.) Click on any of the options in the
main menu always displayed on the left side of any screen you are in; including
the personal tab.
2.) You will be directed to the section
where you will enter the new student’s search criteria.
3.) Click the search button.
4.) Click the student’s name you wish to
view information on.
5.) You will be directed to the
information you chose to view for a different student.
How do you view notes from a student’s profile?
To view notes:
1.) Click Students from the left menu
option.
2.) Click on Profile form the left menu
option.
3.) Enter your search criteria.
4.) Click the search button.
5.) Click on the student’s name you are
entering notes for.
6.) Click the little note pad icon in the
top right corner of the profile page.
7.) All notes set for a student will
display in this section.
8.) To view a specific note set, click on
the date of the note you want read.
9.) The note will appear in the same part
of the screen where the lists of all notes were displayed.
How do you add a note to the student’s profile?
To view notes:
1.) Click Students from the left menu
option.
2.) Click on Profile form the left menu
option.
3.) Enter your search criteria.
4.) Click the search button.
5.) Click on the student name you are
adding notes too.
6.) Click the little note pad icon in the
top right corner of the profile page.
7.) Click New.
8.) Click in the box "Follow
Up" if a follow up is required for the specific note you are setting.
9.) Enter the date the follow up needs to
be performed, to the right of the Follow Up option.
10.) If you want OnlineSMART.Net to
remind you a certain amount of days before the follow up is required enter the
number of days you wish to be notified in the box between “Remind” and “days
before date”.
11.) Choose who you want the follow up to
be performed by. You do this by clicking in either the “creator only” or
“Anyone” option.
12.) Enter the subject of the note
in the box next to "Subject".
13.) Enter your note in the empty box
shown under the Subject field.
14.) Click add in the bottom left corner
of the note section.
How do you set a note to show it has been followed up on?
1.) Click Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria.
4.) Click the search button.
5.) Click the little note pad icon in the
top right corner of the profile page.
6.) All notes set for a student will
display in this section.
7.) To update a specific note, click on
the date of the note you want to update.
8.) The note will appear in the same part
of the screen where the lists of all notes display.
9.) At the bottom of the note
description, click in the box to the left of “Followed up on”.
10.) Enter your name, initials, Id
number, or whatever your school uses to identify each employee in the box to
the right of “By”.
11.) Click add in the bottom left corner
of the note section of the page.
Satisfactory Progress Flag (SAP)
The purpose of the Satisfactory Progress
flag is to allow the user to quickly view the student’s progress. For example
if you see a student is appearing as not in SAP on a report and you think they
should, you can go the student’s profile and easily view their current AMA and
GPA, against their required AMA and GPA. This will quickly show you why that
student is not in Satisfactory Academic Progress, without all the research or
hand calculations.
Where can you view why a student is not in Satisfactory Academic
Progress?
To quickly view why a student is not in
SAP:
1.) Click Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria.
4.) Click the search button.
5.) Click on the student's name
6.) Click the red check mark in the top
right hand corner of the flag section in the student’s profile.
7.) The top part of this section will
show the student’s current GPA and AMA.
8.) The middle section displays the
student’s schedule.
9.) The bottom section shows the School
details including their required minimum GPA and AMA, and the grade weighting
scale. You can compare the required minimums to the student’s actual
calculations.
How do you graduate a student?
You can graduate a student from the
personal tab in their profile. To graduate a student:
1.) Click Students from the left menu
option.
2.) Click Profile.
3.) Enter the search criteria for the student you wish to graduate.
4.) Click the Search option.
5.) Click the student’s name.
6.) The personal tab will load.
7.) Click the Graduate button in the top
tool bar of the personal tab.
8.) A blank box will appear, you will
enter the graduation date here.
9.) Once you have entered the graduation
date, click save.
10.) A screen will appear where you will
enter the graduate’s current information including address, email, and
telephone number. You will also have the ability to store their exam
information including pass codes, graduate status, exam date, license number,
exam grade, and employment code. These codes are important and may be needed
for certain reports. Just click in each box you wish to complete and enter
the information.
11.) Click Save at the top left corner.
12.) Enter employment information
by clicking on the top tab that says employer one. You also have employer
two, and three for future tracking purposes.
** The print option that appears in the
top tool bar allows you to easily print employment history.
For more information on the Alumni Reports
please see: Reports/Alumni Reports.
How do you Un-Graduate a student if you accidentally graduated
them?
If you accidentally graduated a student
in OnlineSMART.Net and realize it while you are still in the Alumni screen, you
can quickly un-graduate them.
To un-graduate a student:
1.) Once you have entered the grad date
and hit save you will be brought to the Personal tab of the Alumni section. Click
the Un-graduate button in the top left tool bar.
2.) The student is now back into an
active status.
How do you Un-Graduate a student if you are no longer in the
alumni section?
1.) Click Alumni from the left menu
option.
2.) Click on Alumni Profile.
3.) Enter the search criteria of the
student who needs to be un-graduated.
4.) Click the Search option.
5.) Click on the student’s name.
6.) Click the Un-graduate button in the
top left tool bar.
7.) The student is now back into an
active status.
PROFILES –
ACADEMICS TAB
What is the purpose of the Academics Tab?
The purpose of the academic tab is to
store the academic information in a centralized, easily accessible location.
This is formatted for a place to view certain enrollment information such as Program
information, important dates, drop and reenroll history, and attendance and
enrollment information.
How do you access the Academic Tab?
1.) Click on Students from the left menu
options.
2.) Click on Profiles.
3.) Enter your search criteria.
4.) Click the Search option.
5.) Click on the student’s name you wish
to view.
6.) The personal tab will automatically
display every time you choose to go to a student’s profile; to go to the
academic tab click on the tab at the top of the screen that says “Academic. You
will be directed to the Academic Tab from the Personal Tab.
What information can you find in the Program Information section
of the academic tab?
In the Program information tab you will
find:
Course information
The name of the contracted course will
appear here. This will be assigned when enrolling the student. This can be
changed by clicking the drop down menu and choosing a new course. This change
does not require you to click save. Once a new course has been chosen the page
will reload and the new course will automatically save for you.
Contract Amount
The contracted amount of the course will
appear here. This figure will appear when you assign a course to a
student. The contract amount is entered in the administration
section when a course is originally set up in OnlineSMART.Net.
To see more on setting up courses please see:
Administration/Course
Hours/Credits
The contracted hours or contracted
credits (whichever applies to your institution) will appear here. This number
will appear when you choose a course.
The hours/credits are stored in the administration section when
a course is originally set up in OnlineSMART.Net.
To see more on setting up courses please see:
Administration/Course
Schedule in Weeks or Months
The number of weeks or months will appear
here. This number will be added when enrolling a student to become active in OnlineSMART.net. The number of weeks or months in the course is usually
found on the enrollment agreement or contract.
Class
What class the student is enrolled in
(day or night) will appear here. This information will be added when enrolling
a student to become active in OnlineSMART.net.
Permit Number
The permit number will appear here.
OnlineSMART.Net will automatically assign this number when you enroll a
student. This is a unique number and will only be assigned one
time.
How do I change a permit number already assigned?
1.)
Click Students from the left menu option.
2.)
Click Profile from the left menu option.
3.)
Enter your search criteria for the student you wish to update.
4.)
Click the search button.
5.)
Click on the student’s name.
6.)
You will be directed to the personal tab, click on the Academic tab toward the
top of the personal profile section.
7.)
Click in the box to the right of “permit number”.
8.)
Enter the permit number you wish to assign to the student.
9.)
Click save in the top left corner of the profile section.
What information can you find in the Dates section of the
academic tab?
In the date section of the Academic tab
you will find the Initial Contact date (this will be set when you originally
enter the student as a prospect), the First contact date, Enrollment date,
Original Start date, and Start date. These dates will be defined based on
school policy. The User determines what the First contact, and
enrollment dates are. The original start date is what you enter when the
student enrolls for the first time. The start date will match the
original start date, unless the student has dropped and re enrolled or re
entered.
How do I enter a date in the Date section of the Academic tab in
the Student Profile?
1.) Click on Students from the left menu option.
2.) Click on Profiles.
3.) Enter your search criteria.
4.) Hit the Search option.
5.) Click on the name of the student.
6.) You will be directed to the Personal
tab in the student profile, from there click on the Academic tab.
7.) Click in the box to the right of the
date you need enter and input the date.
|
8.) Click Save at the top left corner
of the page. How do you edit a date that is previously entered in the Date
section of the Academic tab in the Student Profile? 1.) Click on Students from the left
menu option. IMPORTANT: Initial contact is automatically set when
adding a prospect to OnlineSMART.Net. This date can not be edited.
What information can you find in the Drop and Reenroll History
section of the academic tab? How do you Drop a student in OnlineSMART.Net? 1.) Click on Students from the left
menu option. 9.) Choose the Drop code. These codes will be set up in the
administration section. To see more on hard coding drop codes,
please see Administration/Codes/Drop Code.
How do you delete a drop if you accidentally dropped them in
OnlineSMART.Net? 1.) Click on Students from the left
menu option. How do you Reenroll a student who has been dropped? 1.) Click on Students from the left
menu option. 2.) Click on Profiles. 3.) Enter your search criteria. 4.) Hit the Search option. 5.) Click on the name of the student. 6.) You will be directed to the
Personal tab in the student profile, from there click on the Academic tab. 7.) Scroll down to the Drop and
Reenroll history section. 8.) Enter the Reenroll date in the
blank box to the left of “Reenroll”. 9.) Click on the Reenroll button. 10.) Student is now reenrolled and back
in Active status. What information can you find in the Attendance and Enrollment
Information section of the academic tab? The Attendance and Enrollment
information section on the Academic tab will contain information on
Enrollment Type (Full time, 3-4 time, half time, part time), Transfer code,
transfer hours, transfer credits, clinic transfer hours. This information is
important, and can easily be viewed or updated in the Academic tab of the
student’s profile. Total hours to date, Grand total hours, and AMA will also
display in this section. These three fields will automatically populate and
can not be changed. What is Enrollment Type? The Enrollment type is the type of
classes the student is enrolled in. This information is necessary for certain
tracking and report purposes. This is where you will list whether the student
is Full time, Part Time, Half Time, or 3/4 Time. How do you change the Enrollment Type? 1.) Click on Students from the left menu
option. 2.) Click on Profiles from the left
menu option. 3.) Enter your search criteria. 4.) Hit the Search option. 5.) Click on the name of the student. 6.) You will be directed to the
Personal tab in the student profile, from there click on the Academic tab. 7.) Scroll down to the Attendance and
Enrollment Information Section. 8.) From the drop down menu to the
right of “Enrollment Type” choose which option pertains to the student you
are working
on. 9.) If you have no other information to
enter click save at the top left corner. What is a Transfer Code? These are hard coded into
OnlineSMART.Net and are generally used to determine what kind of transfer a
student may be. Whether they are transferring to the same school, but a
different location, transferring within the same school but a different
program, transferring from a different school, etc. How do you enter a Transfer code? 1.) Click on Students from the left
menu option. 2.) Click on Profiles. 3.) Enter your search criteria. 4.) Hit the Search option. 5.) Click on the name of the student. 6.) You will be directed to the
Personal tab in the student profile, from there click on the Academic tab. 7.) Scroll down to the Attendance and
Enrollment Information Section. 8.) Choose the appropriate transfer
code in the drop down menu next to “Transfer Code”. 9.) Click Save at the top left corner. Where do you list Transfer Hours? Transfer hours are hours a
student completed at another school that your institution is
granting credit for. If you are granting a student transfer hours you want to
make sure you enter them in the appropriate place so they can be tracked in
the correct manner. The place to enter them is in the Attendance and
Enrollment information section in the box to the right of “transfer
hours”. You will enroll a student with transfer hours like you would a
student that needs to complete the full course; assigning them the same
course. When transfer hours are entered in the appropriate field they
will be subtracted from the total hours needed for the assigned course.
How do you list Transfer Hours? 1.) Click on Students from the left
menu option. 2.) Click on Profiles from the left
menu option. 3.) Enter your search criteria. 4.) Hit the Search option. 5.) Click on the name of the student. 6.) You will be directed to the
Personal tab in the student profile, from there click on the Academic tab. 7.) Scroll down to the Attendance and
Enrollment Information Section. 8.) Enter the total amount of transfer
hours in the box to the right of “transfer hours”. 9.) If this is all you have to enter
click Save at the top left corner. Where are Transfer Credits listed? Transfer Credits may not apply to all
schools. This field has been incorporated for those schools that are required
to track hours and credits. The transfer credit field is where you will list
the transfer credit’s a student has been granted. The transfer credit field
can be located in Attendance and Enrollment information section of the
Academic Tab from the student’s profile. How do you enter Transfer Credits? To enter Transfer Credits: 1.) Click on Students from the left
menu option. 2.) Click on Profiles from the
left menu option. 3.) Enter your search criteria. 4.) Hit the Search option. 5.) Click on the name of the student. 6.) You will be directed to the
Personal tab in the student profile, from there click on the Academic tab. 7.) Scroll down to the Attendance and
Enrollment Information Section. 8.) Enter the total amount of transfer
credits in the box to the right of “transfer credits”. 9.) If this is all you have to enter
click Save at the top left corner. Where is Clinic Transfer hours listed? Clinic Transfer Hours may not apply to
all schools. This field has been incorporated for those schools that are
required to track clinic and non-clinic hours. The Clinic Transfer hours
field is where you will list the clinic transfer hours a student has been
granted. The clinic transfer hour’s field can be located in Attendance and
Enrollment information section of the Academic Tab from the student’s
profile. How do you enter Clinic Transfer Hours? To enter Transfer Credits: 1.) Click on Students from the left
menu option. 2.) Click on Profiles from the left
menu option. 3.) Enter your search criteria. 4.) Hit the Search option. 5.) Click on the name of the student. 6.) You will be directed to the
Personal tab in the student profile, from there click on the Academic tab. 7.) Scroll down to the Attendance and
Enrollment Information Section. 8.) Enter the total amount of clinic
transfer hours in the box to the right of “clinic transfer hours”. 9.) If this is all you have to enter
click Save at the top left corner. |
PROFILES –
FINANCIAL TAB
What is the Financial Tab used for?
The financial tab is a centralized
location to keep track of the student’s course information; including contract
code, contract type, cost of the course, track minimum monthly payment, store
minimum AMA if a student has a different AMA than what is assigned to that
particular course, etc. In the financial tab you will also see the cost
breakdown per pay period. Important information will be taken from other
sections of the student Profile and displayed on the financial tab. Some of
this information is calculated by OnlineSMART.Net and can not be
changed. This information would need to be changed in a different tab of
the profile in order for the displayed information to change on the financial
tab. The information that is displayed on this tab is important information,
and the purpose of it being in the financial tab is to alert the user of things
they may need or want to know before proceeding. It is also displayed here to
avoid having to click back and forth between tabs. The data that will be
available as read only on this tab is: Dependency status, verification status,
Cost of Attendance, total amount paid, projected over contract amount, and
Title IV eligible, Please read below for an explanation on what this
information is telling the user.
Student Contract
This area is to enter and save the
student’s contract information; including Contract code, contract type, cost of
the program, minimum monthly payment, contracted graduation date, projected 150
(read only access, this is calculated by OnlineSMART.Net), required AMA, and
the program cost break down per pay period.
Contract code field
This field is user defined. You can use
this option for what fits your institutions needs. The options for the Contract
code drop down menu are set up in the administration section.
To see more on hard coding Contract Codes in
OnlineSMART.Net please see Administration/Codes/Contract codes.
How do you enter a contract code in
the Financial Tab?
To enter a contract code in the Financial
tab:
1.) Click on Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria to find
the student you need.
4.) Click the Search button.
5.) Click on the student name you need.
6.) You will be directed to the Personal
tab, from there click on the Financial Tab.
7.) Find the Contract Code field under
the Student Contract section. Choose an option from the contract code drop down
menu.
8.) If this is the only information you
need to enter or edit; click Save in the top left corner.
Contract type field
This area is to record each student’s
type of enrollment i.e. Full Time, 3/4 Time, Half Time, and Part time. This
information is often important for a school to track and may be needed to run
certain reports. This information is already hard coded in OnlineSMART.Net and
can not be changed. It is standard for all users.
How do you enter a contract type in
the Financial Tab?
To enter a contract Type in the
Financial tab:
1.) Click on Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria to find
the student you need.
4.) Click the Search button.
5.) Click on the student name.
6.) You will be directed to the Personal
tab, from there click on the Financial Tab.
7.) Find the Contract Type field under
the Student Contract section. Choose an option from the contract code drop down
menu.
8.) If this is the only information you
need to enter or edit, click Save in the top left corner.
Amount field
This field is used to record the amount
of the student’s contract. This amount will auto-populate once you have
assigned a course to a student. The amount in this field can be changed.
How do you record data in the amount
field?
1.) Click on Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria to find
the student you need.
4.) Click the Search button.
5.) Click on the student name.
6.) You will be directed to the Personal
tab, from there click on the Financial Tab.
7.) Click in the box under “amount” and
enter the new amount.
8.) If this is the only information you
need to add or update, click Save in the top left corner.
Min Monthly Payment field
This field is included in the Financial
Tab to easily record and view what a student’s minimum monthly payment may be.
Once you have calculated what a student’s monthly payment will be you can
record it in this section.
How do you enter a Minimum Monthly
Payment?
1.) Click on Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria to find
the student you need.
4.) Click the Search button.
5.) Click on the student name.
6.) You will be directed to the Personal
tab, from there click on the Financial Tab.
7.) Click in the box under “Min Monthly
Payment”.
8.) If this is the only information you
need to add or update, click Save in the top left corner.
Contract Grad Date field
This field plays a very important part in
the functionality of OnlineSMART.Net. This is where you will enter the
student’s contracted grad date. Any time this date changes due to a leave of
absence (LOA), schedule change, etc, the user will want to make sure this
information is being updated. This date will be used on many reports, for
tracking purposes, for calculating projected 150, projected over contract
charges, and other various calculations in OnlineSMART.Net.
How do you enter a contract grad
date?
The contract grad date will be entered
upon enrolling a student, but if you ever need to update this information:
1.) Click on Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria to find
the student you need.
4.) Click the Search button.
5.) Click on the student name.
6.) You will be directed to the Personal
tab, from there click on the Financial Tab.
7.) Click in the box under “contract grad
date” and type in the revised contracted graduation date.
8.) If this is the only information you
need to add or edit click Save in the top left corner.
Projected field
This field is used as a tool to help the
user track their student’s progress and when they are getting closer to
reaching their maximum time frame. This field is auto-populated and is
calculated by OnlineSMART.Net. This date will be calculated based off the most
current contracted graduation date that is entered.
Required Min Monthly Attendance (AMA) field
This field is used to record a student’s
required minimum monthly attendance (AMA); if they have a change in schedule or
circumstance and will not be using the AMA that is originally assigned to that
schedule (full time, part time, etc). Once a student has changed their schedule
and you have calculated a new AMA for them you can easily record it in the
financial tab and this AMA will override the AMA that was originally assigned
to that particular course.
How do I change the Required Min
Monthly Attendance (AMA)?
1.) Click on Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria to find
the student you need.
4.) Click the Search button.
5.) Click on the student name.
6.) You will be directed to the Personal
tab, from there click on the Financial Tab.
7.) Click in the box under “Required Min
Monthly Attendance” and type in the revised AMA.
8.) If this is the only information you
need to add or edit click Save in the top left corner.
AMA
Calculation for SMART
To correctly calculate your average monthly attendance
(AMA) for the setup in SMART please use the following calculation:
1.) Count out the total
number of school days in a calendar year (only count actual
available school days)
2.) Divide that number
by 12 to get the average number of school days per month.
3.) Multiply that
number by the number of hours per day for the schedule to get the total average
number of hours per month. (if you have a schedule that has 4 days at 6.75 hrs
and 1 day at 8 hrs you can take the total hrs per week and divide that by the
number of days per week attending i.e. 35/5 = 7 hrs per day average) You must do
this same calculation for each one of your schedules.
4.) Multiply that
number by your school’s minimum satisfactory progress % of attendance. If
you have a decimal round down to the nearest whole number for a decimal of less
than .50 and up for a decimal of .50 or higher.
5.) Decide which
schedule you are going to assign to FT, ¾, ½ or Part. Put this
number in the appropriate
box under either day or night in your basic set up function in Administration
Example:
250 days in a yr. div 12
mo. in a yr. = 20.83 average days per mo. x 6 hrs. per day =124.99 hrs. per mo.
x .67 = 83.74 - round up to 84. This is your average monthly attendance
requirement per month.
Formula to recalculate required AMA for
Schedule Changes
For schedule changes you must change the required
minimum monthly attendance hours in the box located on each student’s
individual financial tab each time they change their schedule to a different
number of hours per week.
Take the total number of hours contracted (i.e. 1500)
divided by the number of months and days between their start date and their new
adjusted contract grad date. Subtract the total number of days in
all approved leaves of absence.
Example:
Start date
July 1, 2007 to new adjusted contract Grad date of July 23, 2008 equals
12 months and 22 days.
We want to turn this into a decimal so you must take
the 22 days and divide them by an average of 30 days in a month ( 22/30 = .73)
So now you add that to the 12 months and you have 12.73 months.
Now divide the 1500 hours by 12.73 months to arrive at
117.83 average hours per month. Now multiply this number by your minimum
satisfactory progress % to arrive at your new AMA number to be put in the
box on the Financial Tab. (i.e. 117.83 x .67 = 78.94. Since .94 is higher than
.50, round this number up to79. This is your new min AMA.
A student’s contracted amount is
different than the original course amount where do you record this information?
The tuition break down will auto-populate
once you have assigned a course to a student. The tuition break down will be
set up when adding courses in the administration section.
To see more on entering course information
please see Administration/Course.
This information can be used to track
tuition amounts for students with different circumstances. An example would be
if a student has transfer hours or transfer credits from a different school
that your institution is granting them credit for; and the
student's tuition differs from that in the original contract amount. You
can edit this information in the Tuition Break down on the Financial tab.
How do you edit the tuition break
down?
1.) Click on Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria to find
the student you need.
4.) Click the Search button.
5.) Click on the student name.
6.) You will be directed to the Personal
tab, from there click on the Financial Tab.
7.) Find the gray section in the middle
of the screen that has the tuition break down.
8.) Click “Edit” to the far right of the
column of the first enrollment period you need to edit.
9.) You will be able to click in any of
the boxes under Enrollment period, tuition, fees, books/kit, other,
maintenance, and contract hours. (Contract dollars will be calculated by
OnlineSMART.Net once you have entered the tuition breakdown). *** Be
sure you remember to update the contracted hours if the student has
transfer hours and will not be attending the full course.
10.) Click Update to the far right of the
column you are editing. Do not click Save in the top left corner, as this will
not save your new information. You must click Update.
11.) Repeat steps 9 and 10 for all
enrollment periods that need to be changed.
What is TFI FIELD?
The TFI field is used to track total
family income. This information is pertinent to some schools to track and that
is why it has been added to the Financial tab of the Profile. This is not a
required field and can be left blank if it does not pertain to your
institution.
How do you enter an amount in the TFI
Field?
1.) Click on Students from the left menu
option.
2.) Click on Profile from the left menu
option.
3.) Enter your search criteria to find
the student you need.
4.) Click the Search button.
5.) Click on the student name.
6.) You will be directed to the Personal
tab, from there click on the Financial Tab.
7.) Locate the TFI section at the bottom
of the page under tuition break down.
8.) Click in the box to the right of TFI
and enter the data.
9.) If this is the only information you
need to add or update click Save in the top left corner.
PROFILES –
ISIR TAB
What is the purpose of the ISIR tab?
The purpose of the ISIR tab is to have
the ability to upload the main information off an ISIR. If you choose to
upload your student ISIRs in OnlineSMART.Net you will also store the EFC
(Expected Family Contribution) and will be able to use it as part of the COA
(Cost of Attendance) equation in the Financial Aid worksheet.
Can you upload the entire ISIR in this section?
Although you can upload main information
from the ISIR you will not have the ability to view all ISIR information.
The data you will see display on the ISIR tab section is: AGI (adjusted gross
income), US Income Tax Paid, Total from Worksheet A, B, and C, Household Size,
Number in College, EFC, and Grade Level.
How do you upload an ISIR in this section?
To upload ISIRs in OnlineSMART.Net please
see: Administration/ISIR Administration section of
the Help Topics.
How do you view a different processing year ISIR for the same
student?
To view a different processing year:
1.) Click on Students from the left menu
options.
2.) Click on Profiles from the left menu
options.
3.) Enter your search criteria.
4.) Click on the Search button.
5.) Click on the student name.
6.) You will automatically be directed to
the Personal tab, from there click on the ISIR tab.
7.) Choose the drop down menu at the bottom
right corner of your screen next to processing year and choose. the year you
want to view the ISIR for. Example: for 2008/2009 choose
2009. If you have uploaded that processing year's ISIR the information
will display.
What is P-ISIR?
The P-ISIR will pull information off the
same ISIR, but will be the parental information if the student is dependent.
How do you upload an ISIR to display P-ISIR data?
To upload ISIRs in OnlineSMART.Net please
see: Administration/ISIR Administration section of
the Help Topics
How do you view a different processing year P-ISIR for the same
student?
To view a different processing year:
1.) Click on Students from the left menu
options.
2.) Click on Profiles from the left menu
options.
3.) Enter your search criteria.
4.) Click on the Search button.
5.) Click on the student name.
6.) You will automatically be directed to
the Personal tab, from there click on the P-ISIR tab.
7.) Choose the drop down menu at the
bottom right corner of your screen next to processing year and choose the year
you want to view the ISIR for. Example: for 2008/2009 choose
2009. If you have uploaded that processing year's ISIR the information
will display.
PROFILES –
ADMISSION TEST TAB
What is the purpose of the admission test tab?
The admissions test tab is a place to
record an admissions test should one be required for enrollment. Some
institutions require an admission test be taken prior to being approved for
enrollment. You may also use this section to keep track of any ATB (Ability
to Benefit) test.
Where can I hard code admissions tests?
To see more on hard coding please see: Administration/Codes/Admission Test codes.
How do I add an admissions test to a student profile?
To add admission test codes:
1.) Click on Students from the left menu
options.
2.) Click on Profiles from the left menu
options.
3.) Enter your search cirteria.
4.) Click on the Search button.
5.) Click on the student's name.
6.) You will be directed to the Personal
tab, from there click on the Admissions Test tab.
7.) A blank row will automatically be
present, choose your code name from the drop down menu under "Code
Name".
8.) Enter the test date in the "Test
Date" field.
9.) Enter the student's score in the
"Score" field.
10.) Enter the Location if applicable in
the "Location" field.
11.) Enter MBS if applicable in the
"MBS" field.
12.) Click Save located to the right of
the MBS field.
PROFILES –
CONTACTS TAB
What is the purpose of the contacts tab?
The purpose of the Contacts tab is to
have an easily accesible location for all student contacts including Loan, and
Emergency contacts. You can also store the Lender, Guarantor, Loan Entrance
Date and Loan Exit date in this section. You can list up to 7 contacts.
The contact titles are as follows: Spouse, Parent/Guardian, Emergency
Contact 1, Emergency Contact 2, and Loan Contacts 1, 2 and 3.
Should there ever be an emergency and you need to quickly contact someone for a
student you can pull up this screen and have one centralized list of all listed
contacts; instead of going and pulling the student's entire file, and finding
the appropriate paperwork needed.
How do I add a contact?
To enter a contact:
1.) Click on Students from the left menu
options
2.) Click on Profiles from the left menu
options
3.) Enter your search criteria
4.) Click on the Search button.
5.) Click on student’s name.
6.) You will be directed t the Personal
tab, from there click on the Contacts tab.
7.) Here is where you will enter the
Spouse, Parent/Guardian, and two different emergency contacts including their
name, address, social security number, phone number, relationship, employer and
years known.
8.) You will also enter all the loan
contact information as well, including lender, guarantor, loan entrance and
exit dates, and three different loan contacts.
9.) Click Save in the top left corner.
R2T4
CALCULATION
R2T4 Calculation
Currently under reconstruction. Help
topics will become available when this section has been restructured.
REFUND
CALCULATION
Refund Calculation
Currently under reconstruction. Help
topics will become available when this section has been restructured.
SINGLE
STUDENT LEDGER
Single Student Ledger
To see information on Ledgers including
posting, tracking, and editing please see : Student/Ledger
STUDENT
SCHEDULE
Student
Schedule
The student schedule plays a very
important part in the functionality and tracking of OnlineSMART.Net. The
schedule is used for many different things. For example: keeping track of
scheduled vs. actual hours, progress, tracking absences, excluding LOA’s from
the schedule. If a student’s schedule changes it is pertinent to edit this
information in the schedule. If you are entering a Leave of Absence before any
of the days of the LOA have approached than once you have set up the LOA,
OnlineSMART.Net will automatically remove these days from the schedule. If you
are backdating an LOA even by one day you will want to make sure you go to the
schedule and manually adjust the schedule. If a schedule is NOT set up
for a student and you use a SMART time clock once you validate attendance
OnlineSMART.Net will not know to mark a student absent if they are not there on
that day. The absent attendance record will not appear in the attendance
section, therefore could very easily be overlooked.
How do you set up a student schedule?
1.) Click on Students from the left menu option.
2.) Click on Student Schedule from the left menu option.
3.) Enter your search criteria for the student you are
entering a schedule for.
4.) Click the search option.
5.) Click on the name of the student.
6.) Click on Insert Schedule Date.
7.) If you are entering Day hours use the top portion to enter
your information where it says “day hours”. If night hours use the second
portion where it says “night hours”.
8.) Once you have determined whether you are entering day
or night hours enter the number of hours that student will attend each
day/night.
9.) Click in the box next to each day of the week the student
will be attending under “Applies To”.
10.) Locate the section
for Start Date and End date. In the start date section enter the day the
student’s course begins, and in the end date enter the contracted graduation
date.
11.)
Click Insert Range at the top left corner of the screen.
How
do you Save a schedule template?
1.) Click on Students from the left menu
option.
2.) Click on Student Schedule from
the left menu option.
3.) Enter your search criteria for
the student you are entering a schedule for.
4.) Click the search option.
5.) Click on the name of the
student.
6.) Click on Insert Schedule Date.
7.) If you are entering Day hours use
the top portion to enter your information where it says “day hours”. If
night hours use the second portion where it says “night hours”.
8.) Once you have determined whether
you are entering day or night hours enter the number of hours the student will attend
each day.
9.) Click in the box next to each day of
the week the student will be attending under “Applies To”.
10.) Locate the section for Start Date
and End date. In the start date section enter the day the student’s
course begins, and in the end date enter the contracted graduation date.
11.) Enter the title of the template you
are saving and use for other student’s schedules in the empty box to the right
of “Template Title”.
12.) Click Save Template at the bottom of
the schedule section on the screen (this will save a template for future use on
another student with that same schedule).
13.) Click Insert Range at the top left
corner to save the schedule in the student's schedule tab.
How
do you input a saved template in the student’s schedule?
1.) Click on Students from the left menu
option.
2.) Click on Student Schedule from
the left menu option.
3.) Enter your search criteria for
the student you are entering a schedule for.
4.) Click the search option.
5.) Click on the name of the
student.
6.) Click on Insert Schedule Date.
7.) If you are entering Day hours
use the top portion to enter your information where it says “day hours”.
If night hours use the second portion where it says “night hours”.
8.) Once you have determined whether
you are entering day or night hours, choose a saved template from the drop down
menu under “template”. Whatever information was input when creating the
template will auto-populate in the appropriate fields.
9.) Click Insert Range in the top
left corner.
How do you edit a student schedule for a schedule change?
1.) Click on Students from the left menu
option.
2.) Click on Student Schedule from
the left menu option.
3.) Enter your search criteria for
the student you are entering a schedule for.
4.) Click the search option.
5.) Click on the name of the
student.
6.) Click on the Insert Schedule
Date.
7.) If you are entering Day hours
use the top portion to enter your information where it says “day hours”.
If night hours use the second portion where it says “night hours”.
8.) Once you have determined whether
you are entering day or night hours enter the new number of hours the student
will attend each day.
9.) Click in the box next to each
day of the week the student will be attending under “Applies To”.
10.)
Locate the section for Start Date and End date. In the start date
section enter the day the student’s new schedule began and in the end date
enter the student’s revised contract graduation date due to the schedule
change.
11.) Click Insert Range at the top
left corner.
IMPORTANT: If the graduation date is
earlier than what is on the schedule, you will need to clear out the remaining
days passed the revised grad date.
How do you delete days out of the schedule for an LOA?
1.) Click on Students from the left menu
option.
2.) Click on Student Schedule from
the left menu option.
3.) Enter your search criteria for
the student you are entering a schedule for.
4.) Click the search option.
5.) Click on the name of the
student.
6.) Click on Insert Schedule
Date.
7.) If you are clearing out day
hours use the top portion to enter your information where it says “day
hours”. If clearing out night hours use the second portion where it says
“night hours”.
8.) Enter a zero in the hour’s box.
9.) Click on the days of the week that
the student is normally scheduled to attend.
10.) Enter the start date of the leave of
absence in the box next to “start date”.
11.) Enter the last day of the leave
of absence in the box next to “end date”.
12.) Click on Insert Range in the
top left corner.
How do you delete days out of the schedule for closed school
day?
An example of when you would need to
clear out one day from each student’s individual schedule’s would be if you had
an emergency closure that was not previously scheduled in the administration/school
calendar section and the day has already passed. In order to remove this
from the student’s schedule you would have to do this to every student who was
scheduled to be there that specific day. ***Also note that if you are not
counting this day against the student’s record they will have an absentee
record for that closed day, and you would also want to remove that from
the attendance history. (You will want to do this if you are using a SMART
time clock and that day has already been closed out.)
To see more on removing attendance records
please see Students/Attendance.
1.) Click on Students from the left
menu option.
2.) Click on Student Schedule from
the left menu option.
3.) Enter your search criteria for
the student you are entering a schedule for.
4.) Click the search option.
5.) Click on the name of the
student.
6.) Click on Insert Schedule Date.
7.) If you are clearing out day
hours use the top portion to enter your information where it says “day
hours”. If clearing out night hours use the second portion where it says
“night hours”.
8.) Enter a zero in the hour’s box.
9.) Click on the day of the week
that the school had to close.
10.) Enter the date of the school
closure in the box next to “start date”.
11.) Enter date of the school
closure again (if school was closed only one day. If closed for more than
one day in a row enter the last day the school was closed) in the box next to
“end date”.
12.) Click on Insert Range in the
top left corner.
How do you add days to the student schedule?
1.) Click on Students from the left
menu option.
2.) Click on Student Schedule from the
left menu option.
3.) Enter your search criteria for
the student you are entering a schedule for.
4.) Click the search option.
5.) Click on the name of the
student.
6.) Click on Insert Schedule Date.
7.) If you are adding day hours use
the top portion to enter your information where it says “day hours”. If
adding night hours, use the second portion where it says “night hours”.
8.) Enter the number of hours the
student will attend each day in the “hours” field.
9.) Click on the days of the week
that apply to the date range you are adding in the “Applies To” field.
10.) Enter the first date you wish to add
in the “start date” field. For example: entering days to a revised contract
graduation date, the start date would be after the original contracted
graduation date.
11.) Enter the last date you wish to add
in the “end date” field.
12.) Click Insert Range in the top left
corner.
GENERAL INFORMATION - PROSPECTS
What
is the prospect section used for?
A prospect is anyone who is interested in attending or
receiving information regarding your school.
Once you have a point of contact for a prospect you enter them in
OnlineSmart and can keep track of them from this point on. After you have entered a prospect in to
OnlineSmart you now have the ability to enter comments and notes made to a
prospective student, enter dates for follow-up appointments and projected
enrollment. You can also convert a Prospective student's record into an active
Student's record.
Why
is it important to enter all prospect information accurately?
It is imperative to enter prospect information
correctly in to OnlineSmart because the information you record will be used for
a number of things. Some reports are
specific to the prospect information and if some of the information is not
accurate, your reports will not reflect correct information. The information you input will also effect
conversion statistics and lead management for your school.
Permit
number
The permit number is a permanent number specific to
each individual student. This number
will appear on reports, will be the number given to various agencies your
school may work with, and can also be used for badges. Once a permit number has been assigned to a
student it will never be assigned again.
Depending on your school’s policy OnlineSmart can automatically assign a
unique number to students as you enter them in as a prospect, or you can assign
a number yourself before you enroll each student.
FINANCIAL
AID WORKSHEET
To see information regarding financial aid
worksheets please see Student Section/Financial Aid Worksheet.
NEW
PROSPECT
Why
do we enter prospects?
New prospects are entered to keep track of possible
future students. As stated earlier in
this section; when you have a point of contact or interest you want to enter
that person in OnlineSmart as a prospect.
You can enter student demographics including telephone number and email
address. This is a very useful tool when
you are contacting leads to attend your school.
How
do you enter prospects name and contact information?
Once you have your lead and you know their first and
last name you want to add them to OnlineSmart.
To
add a prospect in to OnlineSmart:
1.) Prospects
2.) New prospect
3.) Enter full name
and number
4.) Click ok to
save
What
is the purpose of flags and notes?
The purpose for the notes
and flags section of OnlineSmart is to have a very easily accessible follow up
forum. You can enter any notes you need
or want on a student/prospect, and throughout your sections in OnlineSmart you
will have the opportunity to set specific flags as a reminder of things to be
complete, or if you need to monitor a student’s SAP, or you can add a flag if a
student is in default, needs verification, needs NSLDS etc. However only the
flags that are pertinent to prospects will appear until the person becomes an
active student. The flags/notes screen
will always be displayed on the right side of your screen.
How
do I enter notes for prospects?
Using the note section for
either a prospect or active student can be an extremely useful tool. If there are several staff members working on
a student or prospect at any given time the notes field allows one staff member
to communicate with another on any special circumstances regarding that student
or prospect. This can also be used as a
follow up for yourself on any work that needs to be done with your
student/prospect. The notes and flags
for each student will show on every screen.
To enter notes:
1.)
Click on the note icon
2.)
Click on the word new
3.)
Add your notes and if that particular note needs follow up or not
4.)
Click add to save
PROFILES
What
is the prospect profile tab used for?
The personal tab is a very important part of
OnlineSmart. This is where you enter your student demographics, course
information, tuition and other charges, set up an award letter, view isir’s,
etc. You may choose not utilize all
information in this section until a prospect is enrolled.
How
do I pull up a prospect profile?
To view more information on the profile
section of OnlineSmart, please see Student Section/Profiles.
Personal
Tab
What
is the Personal tab used for?
The personal tab is used
to keep track of all prospect basic information, contact information, and
demographics. This tab is very important as information on this screen will be
needed on reports, and information needed for state board and/or accreditation
agencies.
Basic
Information field
The Basic Information
field is also extremely important. This
is where you store prospect’s name and address. You will want to make sure this
information is accurate and up to date.
Phone
and Email field
This is where you store
prospect’s phone number and email. You
will want to enter this information as soon as you receive it to aid you in
contacting each prospect for future enrollment.
Demographics
field
This field is where you
will store prospect’s demographic information needed for various important
reports used for audits, state board and/ or accreditation agencies. This information is necessary and is
imperative that all these fields are filled out completely and accurately.
How
do I enter prospect profile information
1.) Go to prospects
2.) Profiles
3.) Enter your search
criteria
4.) Hit search
5.) Enter all
information in this section (leave international # blank)
6.) Hit Save to save
information
Academics
Tab
What
is the academics tab used for?
The Academic tab is
another very important field. This will
be where you enter your course, shift, and contact enrollment and start
dates. Course, class (shift), contract
amount, hours/credits will already be hardcoded into SMART before you start
entering prospects.
To see more on
hard coding information into, please see the Administration section.
How
do I enter prospect academic information?
1.) Go to prospects
2.) Profiles
3.) Enter your search
criteria
4.) Hit search
5.) Click on Academic tab
6.) Enter Academic
information
7.) Click Save to save
work
Financial
Tab
What
is the Financial Tab used for?
The FA tab is used to keep
track of a prospect’s contract information.
Here you will enter the prospect’s enrollment period, tuition, fees,
book/kit, contract dollars, and contract hours.
How
do I update contract information on the financial tab?
1.) Go to prospects
2.) Profiles
3.) Enter your search
criteria
4.) Hit search
5.) Click on Financial
Tab
6.) Enter or edit any
information in this section
7.) Click update
8.) Click Save to save
your work
Enrollment
Period
The enrollment period is
Tuition
This is where you will
enter/edit the tuition amount. This
section will auto-populate once you choose course information on the academic
tab. However you may need to adjust fees
books and kits, ECT.
To see more
information regarding courses, please see Prospect Profile/Academic Section.
Fees
This section will be for
your enrollment, registration, or application fee.
Books/Kits
This area is to list the
cost of your books and/or kit
Other
This section is for any
other type of charge that is not already listed.
Contract
Dollars
This are is for the total
amount of the contract
Contract
Hours
This section is where you
can list the amount of hours the student is contracted for.
ISIR
Tab
The ISIR tab allows you to view the main information on
an ISIR. This tab will not reflect
any information based off the ISIR if you do not have your school’s ISIR’s
uploaded into Online Smart.
Admission
Test
Here is where you will list the admission test if you
accept those at your school. The tests
will already be hardcoded into OnlineSmart. To see more on hard coding information into OnlineSmart;
please see the Administration section.
PROSPECT
DOCUMENTS
Why
do we upload documents into OnlineSmart prospects?
Having the ability to upload documents into OnlineSmart
is an exciting new feature. There are
many benefits to uploading prospect documents.
Uploading documents can alleviate having to physically pull a
prospect/student’s file. If you are
working in OnlineSmart but are not at a location where a file is accessible and
you have uploaded documents to a prospect/student, then you can view that
information right from OnlineSmart. This
can save a lot of time. Another example
of why this feature is so important is if you had a disaster at your school and
files were destroyed, you could rest easy knowing all needed documents have
been scanned and uploaded in OnlineSmart and all you have to do is print them
from there.
How
do you upload documents in to prospects?
To upload documents into OnlineSmart, you will first
scan the document and save it to your computer.
You will than follow these easy steps:
1.) Go to Prospects
2.) Go to Prospect
documents
3.) Enter your search
criteria
4.) Hit the Search button
5.) Click on the
prospect’s name
6.) If you are adding a
document that is already prelisted (i.e. High School Diploma, School contract,
SLM docs) you will click add to the left of the document name
If you are adding a new
document that is NOT prelisted in OnlineSMART.net you will click:
a) New
b) Type in a name for
the document (i.e. FAFSA, Drivers License, etc)
c) Type in the
description of the document (i.e. Copy of FAFSA, Copy of driver license)
d) Continue with steps
7-9
7.) Click Browse and this
will allow you to search your computer for where you saved the document
8.) Once you have found
the document in your computer double click the document name
9.) Click SAVE
How
do you view and delete scanned documents from prospects?
To view or delete a document from Online Smart:
1.) Go to Prospects
2.) Prospect Documents
3.) Type in your search
criteria
4.) Hit the search button
5.) Choose the prospect by
clicking on the name
6.)
To View the document: From the list
that appears you will click GET to the far right of the name of the document
you want to view and/or print. To Delete the document: From the list that
appears you will click DELETE to the far right of the name of the document you
want to delete.
SINGLE
PROSPECT LEDGER
What
is a single prospect ledger?
The prospect ledger is where you will post any type of
payment received prior to the prospect becoming an active student. Once the prospect has become enrolled as an
active student you will than go to student
ledger to view or post payments, disbs, etc.
How
do I post to the prospect ledger?
Posting to a Prospect Ledger is the same as posting to
an active student’s ledger. The only
difference is you will choose prospect ledger instead of student ledger. To learn more about the ledger see Ledger
Section.
What is the Ledger section in OnlineSMART.Net?
The ledger is a very
important tracking system in OnlineSMART.Net, especially if you are a Title IV
eligible school. The ledger is a centralized location to track payments,
balances, Title IV, and other monies that pertain to a student’s account. You
can see what the student has paid to their account, what they have received in
disbursements, what their current balance is, any miscellaneous charges that
have been posted including over contract charges, etc. You also have access to
important Flags that will display vertically on the right side of the ledger
section screen. These flags will help when posting monies such as Title IV. The
flags are easily viewable and give you information including: total hours to
date, if the student is active, if the student is in Satisfactory Academic
Progress (SAP), if the student needs NSLDS ran, if Verification is complete, if
the student is in default, over contract, on an LOA, their start date, last day
attended, projected graduation date and contracted graduation date. These are
all pieces of information necessary in posting certain funds to the ledger, and
you do not have to tab from screen to screen in order to view this information.
The ledger section also has the ability to keep track of a ledger for active
students, prospective students, dropped students, and graduated students.
How do I get to the Ledger section from the home page?
To get to the ledger section
from the home page:
1.) Click on Ledgers from the left menu option
2.) Click on Single Student Ledger if
you want to view or add to an active, dropped, or graduated student. Click on
Single Prospect Ledger if you want to view or add to a prospective student’s
ledger
3.) Enter your search criteria
4.) Click on the Search option
5.) Click on the student’s name you are looking for. You
will then be directed to the student’s ledger.
How do I get to a student’s ledger from their profile?
If you are already in a
student’s profile and wish to go to their ledger:
1.) From the top menu options in OnlineSMART.Net click on
the Ledger option
2.) You will be directed to the student’s ledger whose
profile you were just in
What happens when I close a ledger?
Closing the ledger will
prohibit any more postings to the ledger. You would only want to choose to
close the ledger when there is a zero balance; you do not anticipate any more
monies coming in on this student and do not want any other items to be posted
to the ledger. You may also choose to temporarily close a ledger; as it is very
easy to reopen. This is not a required tool to use in OnlineSMART.Net, however
its there in the event a user wished to close a ledger for a short or extended
period of time. The
user will decide when to open or close a ledger.
How can I close a ledger?
To close a ledger from the
home page:
1.) Click Ledger from the left menu options
2.) Click on Single Student ledger if
you are closing a ledger for an active, graduated, or dropped student. Click on
Single Prospect ledger if you wish to close a ledger for a prospective student.
3.) Once you are directed to the
student’s ledger click on the Close option in the top tool bar options within OnlineSMART.Net. Once you have
done that instead of seeing the word “Close,” you will now see the option to
Reopen. If you ever see the Reopen option present in a student’s ledger, this
is your indication the ledger has been closed and no other posting will be
allowed until the ledger has been reopened.
How do I reopen a closed ledger?
To close a ledger from the
home page:
1.) Click Ledger from the left menu options
2.) Click on Single Student ledger if
you are closing a ledger for an active, graduated, or dropped student. Click on
Single Prospect ledger if you wish to close a ledger for a prospective student.
3.) Once you are directed to the
student’s ledger click on the Reopen option in the top tool bar options within
OnlineSMART.Net. Once you have done that instead of seeing the word Reopen, you
will now see the option to Close. If you ever see the Close option present in a
student’s ledger, this is your
indication the ledger is opened and posting will be prohibited until the ledger
has been closed.
What happens when I click the Recalculate option?
The Recalculate option is
present in the top tool bar within OnlineSMART.Net. When you click on this
option it pushes the ledger to recalculate. Normally you will not need to use
this option, but if you notice you just posted something to the student’s
ledger and the balance has not changed, click on Recalculate and you will see the
change in the balance. This tool has been provided to eliminate you having to
get on the phone with technical support and saves you some time. In the event
this does not fix your problem at that point you would want to call the
technical support team with the steps you just took.
LEDGER
ENTRY
How
do I post a new ledger entry?-
Click New in the top left corner of the ledger
screen. The ledger entry screen will
load in your web browser. Now you can
enter in the details of your ledger entry.
How
do I edit an existing ledger entry?
Click Edit in the ledger entry that you want to
edit. The ledger entry screen will load
in your web browser. Now you can enter
in the new details of your ledger entry.
IMPORTANT:
“Allow Ledger Editing” must be enabled in order to edit ledger entries.
For more information regarding “Allow Ledger
Editing”, please see Administration/Basic Setup.
What
are enrollment periods?
Enrollment periods are used to keep track
of your pay periods. Enrollment periods are defined by each individual
institution and can be set up per your own rules and guidelines regarding the
enrollment periods.
To see more on how to hard code enrollment
periods in OnlineSMART.Net, please see Administration/Course Set up.
Why
are enrollment periods used?
Enrollment periods are used to determine
which pay period monies or disbursements have come in. This helps the
institution monitor and track ledgers, monies and that they are keeping in
compliance with federal.
How
do I calculate my enrollment periods?
The enrollment periods will depend on the hours in a
program, and the rules set specifically for your institution. If you are unsure about what your enrollment
period definitions should be you may want to contact your company administrator
or corporate office. These are not defined by SMART Systems, Inc.
Where
do I set my enrollment periods?
Enrollment periods are set up under Administration
during your course set up. The pay
periods will be set up under the Hours/Credits Per Pay Periods Tab. Once you have set up and assigned a course to
a student the enrollment periods will be present in the drop down menu next to
“period” when posting in a ledger.
What
are Disbursement dates?
Disbursement dates are used to keep track of the date
the disbursement deposited and was credited to the student account on the
ledger. Some institutions may have
different rules for using disbursement dates. This is user defined and you can
choose whichever date suits your institutions needs and rules when posting to
the ledger.
Are
Disbursement dates the same as Enrollment Periods?
Disbursements are not the same as Enrollment
periods. An enrollment period is a pay
period in which the student was eligible for the disbursement. The disbursement date is the actual date the
disbursement came in and is being credited to the student’s ledger.
What
are Post dates?
The post date is generally used to track the date a
disbursement or any type of posting was actually credited to the student’s
ledger account. For example: A disbursement may have come in on Jan 1, but
did not get posted to the ledger until Jan 3.
The post date can be user-defined and an institution can use this date
to suit their needs and rules when posting to the ledger.
Are
Post dates the same as Disbursement dates?
Post dates are not the same as disbursement dates. The disbursement date is the date the monies
actually came in, and the post date is the date the monies actually got posted
to the student ledger.
What
is the purpose of the Report Section?
The report section has been formatted to ease your
daily, weekly, monthly and annual record keeping and reporting requirements by
gathering and tracking information input by the users into various areas of The
Smart System.
What
type of reports can I find?
You can find many different types of reports. We have
them broken down and listed below for quick reference.
How
do I set specific criteria when running a report?
You can do this by running a query report. Accomplish
this by clicking on “Reports”, then “Query” then select the report you wish to
query. Once you have selected the report a screen will appear that has the
filters you can choose from.
Why
does my screen look cut off when I try to print my report?
When printing reports, you will want to export to
‘Acrobat’ format to optimize viewing. To do so, if you go to the top of the
page, from the drop down menu, select the format, and then click ‘Export’.
Type
of Reports:
What
are Alumni Reports?
Alumni reports gather the information input in to the
graduated student’s profiles. Most of these reports can be queried to help fit
your needs.
What
are Annual Reports?
Annual reports are required by various accrediting
bodies. We design them to fit the specifications put out by the requesting
agency. These reports can not be queried.
What
are Ledger Reports?
Ledger reports assist with financial information for
the students and for the school. Most of these reports can be queried to help
fit your needs.
What
are Prospect Reports?
Prospect reports help with admissions. Most of these
reports can be queried to help fit your needs.
What
are Student Reports?
The student reports are there to help you track and
gather information on your students. Most of these reports can be queried in
many ways to fit your needs.
What
are System Setup Reports?
We have many system setup reports that can be run to
assist you. These vary from finding out what tracking codes you have all the
way to printing a school calendar. These reports can not be queried.
REPORTS
REPORT
TYPE – STANDARD AND QUERY
Running a Standard Report
How
do I run a Standard Report?
To run a standard report,
you would go to the left hand side of the screen and click on reports. Next you
will select from the folders whether you want it to be an Alumni, Annual,
Ledger, Prospect, Security, Student, or System Setup. Then you will expand the
folder and click on the appropriate report from the list. A window will pop up,
and the report will generate. The generating may take a little longer than
usual, since this is a standard.
When
would I use the Standard Report?
You can use a standard
report when you want to include all students you have had in the past, or when
running Annual, Security, and System Setup reports. There are some other
reports that you can only run as standard as well.
Running
a Query Report
How
do I run a query report?
To run a query report, you
would go to the left hand side of the screen and click on reports. Next you
will select query (which is right under the reports tab). Then you will select
whether you want it to be Alumni, Ledger, Prospect, or Student. Then you will
expand the folder and click on the appropriate report from the list. After
this, the screen will change to allow you to select your filters. The filters
you can choose from are detailed below. Not all filters are available for every
report, but they are available for most.
When
would I use the Query Reports?
You can use a query report
to narrow down who shows up on a report. We have many examples of how to query
reports in the following section “What Query filter options do I have?”
What
Query filter options do I Have?
Here are the different
filters available for querying, these may vary by section.
Alumni
Reports Query
These are the typical
query fields you will find in the Alumni reports section.
Name
Query
Last
Name (this gives you two fields to type reason being if you wanted to do a
last name range.)
IMPORTANT: If you can not bring up your student by a
last name, try querying by social security number.
First
Name- This will bring all students up with the first name that is entered.
SSN
(Social Security #) - This will bring up the student who matches the SSN.
State-This
will bring all students who are in that state.
Permit
Number- This helps you bring up a student by a permit number.
Personal
Query
Date of Birth-This field also gives you an
option to put in a range.
Sex-This field you will enter an M for Male,
for F for female.
Race-This gives you a drop down menu to select
from,
Marital Status- This gives you a drop down menu
to select from.
Scholastic Level-This gives you a drop down
menu to select from.
Referral Code-This gives you a drop down menu
to select from.
Tracking Code-This gives you a drop down menu
to select from.
Education Level-This gives you a drop down menu
to select from.
Employment Code-This gives you a drop down menu
to select from.
Pass Place Code- This gives you a drop down
menu to select from.
Graduation Status-This gives you a drop down
menu to select from.
Veteran-This gives you a box to check which will allow anyone marked
veteran to show on the report.
Dates
Query
Initial Date-This would be initial contact date.
Enrolled Date- This is the enrollment date.
Start Date- This would be actual start date.
Original Start-This is for the original start
date. (Just in case the start date has changed).
Drop 1-This is for students that have dropped one time, or if the
student has dropped and re-enrolled more than once, this would be the date they
dropped the first time.
ReEnroll 1- This is for
students that have dropped and re-enrolled, this would be for the re-enrollment
date, if they have dropped and re-enrolled more than once, this would be the
date that they first re-enrolled.
Drop 2- This is for students who have dropped a
second time.
ReEnroll 2- This is for students who have
re-enrolled a second time.
Contract Grad- This is for the date that the student is contracted
to graduate, this is not the actual graduation date.
Projected Grad- This is an auto populated date that is configured in
Smart, and will always err on the side of the school.
Actual Grad- This is the date that the student has actually
graduated on.
Ldgr Closed-This date range will help you find every student that
had a ledger closed in the date range you enter.
License Exam-This date range will help you find every student that
took their license exam date in the date range you enter.
Courses
Query
Course Hrs- This gives you a range of course hours. Course hours are
contract hours, not attended hours.
AMA-This is a range.
Attendance Hours- This is a range. This is how many hours attended.
Course- This is a drop down menu of available
courses.
Enrollment Type- This is a drop down menu of
available enrollment types.
Contract Hrs- This is a single field. With this field you can query
for students who have a certain amount of hours.
Financial
Query
Contract $- This is a range, and helps you
query by total amount of contract.
Financial Aid-This is a drop down menu so you can select from the
available financial aid types.
Dependent- This flag helps you query by students who are considered
dependent or independent.
Head of Household-This is a check box, if you check this, it will
pull all students who are considered
head of household.
Zero EFC-This is a check box, if you check this, it will pull all
students who have a Zero EFC.
Flags
Query
Drop Code 1-In this field you can type in your drop code, and anyone
with that drop code for their first or only drop, will come up on the report.
Drop Code 2-In this field you can type in your drop code, and anyone
with that drop code for their second drop date will come up on the report.
Ledger Closed- By checking this box if you would like a report for
every student who has a closed ledger.
Title IV- By checking this box if you would like a report for
everyone who is Title IV eligible.
Dropped-By checking this box to bring up all
dropped students.
Active-By checking this box this will bring up
all active students.
SAP-By checking this box, this will bring up
all students in SAP.
Over Contract- By checking this box, this will bring up all students
that are over contract.
Not SAP- By checking this box, this will bring
up all students not in SAP.
Not Active- By checking this box, this will bring up all graduated,
dropped and inactive students.
Grades
Query
GPA – This gives you a range, where you can
query for students in a certain range of GPA.
Ledger
Reports Query
These are the typical
query fields you will find in the Ledger reports section.
Name
Query
Last
Name (this gives you two fields to type reason being if you wanted to do a
last
name
range.)
IMPORTANT
– If you can not bring up your student by a last name, try querying by social
security number.
First
Name- This will bring all students up with the first name that is entered.
SSN
(Social Security #)- This will bring up the student who matches the SSN.
State-This
will bring all students who are in that state.
Permit
Number- This helps you bring up a student by a permit number.
Personal
Query
Date of Birth-This field also gives you an
option to put in a range.
Sex-This field you will enter an M for Male,
for F for female.
Race-This gives you a drop down menu to select
from,
Marital Status- This gives you a drop down menu
to select from.
Scholastic Level-This gives you a drop down
menu to select from.
Referral Code-This gives you a drop down menu
to select from.
Tracking Code-This gives you a drop down menu
to select from.
Education Level-This gives you a drop down menu
to select from.
Veteran-This gives you a box to check.
Dates
Query
All of the dates are in date range format, if you want to use for a
single day, use the same date twice. Here is an example of the date range
fields you may find.
Initial Date-This would be initial contact date.
Enrolled Date-This is the enrollment date.
Start Date- This would be actual start date.
Original Start-This is for the original start
date. (Just in case the start date has changed).
Drop 1-This is for students that have dropped
one time, or if the student has dropped
and re-enrolled more than once, this would be
the date they dropped the first time.
ReEnroll 1- This is for students that have
dropped and re-enrolled, this would be for the
re-enrollment date, if they have dropped and
re-enrolled more than once, this would be
the date that they first re-enrolled.
Drop 2- This is for students who have dropped a
second time.
ReEnroll 2- This is for students who have
re-enrolled a second time.
Contract Grad-This is for the date that the
student is contracted to graduate, this is not
the actual graduation date.
Projected Grad- This is an auto populated date
that is configured in Smart, and will
always err on the side of the school.
Actual Grad- This is the date that the student
is actually graduating on.
Ldgr Closed- This date range will help you find
every student that had a ledger closed
in the date range you put in.
Courses
Query
Course Hrs- This gives you a range of course hours. Course hours are
contract hours, not attended hours.
AMA-This is a range.
Attendance Hours- This is a range. This is how many hours attended.
Course- This is a drop down menu of available
courses.
Enrollment Type- This is a drop down menu of
available enrollment types.
Contract Hrs- This is a single field. With this field you can query
for students who have a certain amount of hours.
Class- Time of day they attend. (Day or Night)
Financial
Query
Contract $ - This is a range, and helps you
query by total amount of contract.
Amount – This helps you query by total amount of contract as well.
Check # - This is a range that allows you to enter the check numbers
you are looking for.
Pay Period – This field allows you to query for students in a
certain payment period.
Fee Paid – This field allows you to query for the amount of fee paid
for students.
Financial Aid-This is a drop down menu so you can select from the
available financial aid types.
Dependent -This flag helps you query by students who are considered
dependent or independent.
Ledger Type – This is a drop down menu for you to select which type
of ledger entry you would like to query by.
Program – This is a drop down menu for you to select which program
you would like to query by.
Head of Household -This is a check box, if you check this, it will
pull all students who are considered head of household.
Zero
EFC -This is a check box, if you check this, it will pull all students who have
a Zero EFC.
Flags
Query
Drop Code 1-In this field you can type in your drop code, and anyone
with that drop code for their first or only drop, will come up on the report.
Drop Code 2-In this field you can type in your drop code, and anyone
with that drop code for their second drop date will come up on the report.
Ledger Closed- By checking this box if you would like a report for
every student who has a closed ledger.
Title IV- By checking this box if you would like a report for
everyone who is Title IV eligible.
Dropped-By checking this box to bring up all
dropped students.
Active-By checking this box this will bring up
all active students.
SAP-By checking this box, this will bring up
all students in SAP.
Over Contract- By checking this box, this will bring up all students
that are over contract.
Not SAP- By checking this box, this will bring
up all students not in SAP.
Not Active- By checking this box, this will bring up all graduated,
dropped and inactive students.
Is Active On – This gives you an area to put a date. This is great
if you are looking for students who are active on a certain day.
Grades
Query
GPA – This gives you a range, where you can query for students in a
certain range of GPA.
Prospect
Reports Query
These
are the typical query fields you will find in the Prospect reports section.
Name
Query
First
Name- This gives you the option to query by a first name range.
Last
Name- This gives you the option to query by a last name range.
Prospect # - This gives you the option to query by a prospect
number range.
Total Paid Amount- This gives you the option to query by a range
of how much was paid.
Personal
Query
COA- This gives you an option to query by cost
of attendance range.
EFC- This gives you an option to query by an
EFC range.
Verify Status- This gives you an option to
query by verification status.
SSN- This gives you the option to query for a
prospect by SSN.
Sex- This gives you the option to query by the
sex of the prospect here, you would
enter M for Male and F for Female.
Race-This gives you a drop down menu to select
from,
Marital Status- This gives you a drop down menu
to select from.
Education Level-This gives you a drop down menu
to select from.
Referral Code-This gives you a drop down menu
to select from.
Tracking Code-This gives you a drop down menu
to select from.
Financial Aid-This gives you a drop down menu to select from.
Flags
Query
The flags query gives you the option to select from the following
check boxes:
Veteran Active Need Award
Dependent Not Active Non Need Award
Ledger Closed NSLDS Loan Default
Title IV
Dates
Query
Initial Date- This gives you the option to query by initial contact
date range.
Appointment- This gives you the option to query by appointment date
range.
Enrolled Date- This gives you the option to query by the enrollment
date range.
DOB- This gives you the option to query by date of birth date range.
HS Grad- This gives you the option to query by high school
graduation date range.
Courses
Contract Hrs- This gives you an option to query by contract hours
range.
Course- This gives you the option to query by course.
Admission Rep-This gives you the option to query which students are
assigned to which admission rep.
Financial
Contract $- This enables you to query by contract amount.
Maint $- This enables you to query by maintenance amount.
Total Family Income- This enables you to query by total family
income amount.
Student
Reports Query
These are the typical
query fields you will find in the Student reports section.
Name
Query
Last
Name - This gives you two fields to type reason being if you wanted to do a
last
name
range.
IMPORTANT: If you can not bring up your student by a
last name, try querying by social security number.
First
Name- This will bring all students up with the first name that is entered.
SSN
(Social Security #)- This will bring up the student who matches the SSN.
State-This
will bring all students who are in that state.
Permit
Number- This helps you bring up a student by a permit number.
Personal
Query
Date of Birth-This field also gives you an
option to put in a range.
Sex-This field you will enter an M for Male,
for F for female.
Race-This gives you a drop down menu to select
from,
Marital Status- This gives you a drop down menu
to select from.
Scholastic Level-This gives you a drop down
menu to select from.
Referral Code-This gives you a drop down menu
to select from.
Tracking Code-This gives you a drop down menu
to select from.
Education Level-This gives you a drop down menu
to select from.
Veteran-This gives you a box to check.
Dates
Query
All of the dates are in date range format, if you want to use for a
single day, use the same date twice. Here is an example of the date range
fields you may find.
Initial Date-This would be initial contact date.
Enrolled Date-This is the enrollment date.
Start Date- This would be actual start date.
Original Start-This is for the original start
date. (Just in case the start date has changed).
Drop 1-This is for students that have dropped
one time, or if the student has dropped
and re-enrolled more than once, this would be
the date they dropped the first time.
ReEnroll 1- This is for students that have
dropped and re-enrolled, this would be for the
re-enrollment date, if they have dropped and
re-enrolled more than once, this would be
the date that they first re-enrolled.
Drop 2- This is for students who have dropped a
second time.
ReEnroll 2- This is for students who have
re-enrolled a second time.
Contract Grad-This is for the date that the
student is contracted to graduate, this is not
the actual graduation date.
Projected Grad- This is an auto populated date
that is configured in Smart, and will
always err on the side of the school.
Actual Grad- This is the date that the student
is actually graduating on.
Ldgr Closed- This date range will help you find
every student that had a ledger closed
in the date range you put in.
Courses
Query
Course Hrs- This gives you a range of course hours. Course hours are
contract hours, not attended hours.
AMA-This is a range.
Attendance Hours- This is a range. This is how many hours attended.
Course- This is a drop down menu of available
courses.
Enrollment Type- This is a drop down menu of
available enrollment types.
Contract Hrs- This is a single field. With this field you can query
for students who have a certain amount of hours.
Class- Time of day they attend. (Day or Night)
Financial
Query
Contract $- This is a range, and helps you
query by total amount of contract.
Financial Aid-This is a drop down menu so you can select from the
available financial aid types.
Dependent- This flag helps you query by students who are considered
dependent or independent.
Head of Household-This is a check box, if you check this, it will
pull all students who are considered
head of household.
Zero EFC-This is a check box, if you check this, it will pull all
students who have a Zero EFC.
Flags
Query
Drop Code 1-In this field you can type in your drop code, and anyone
with that drop code for their first or only drop, will come up on the report.
Drop Code 2-In this field you can type in your drop code, and anyone
with that drop code for their second drop date will come up on the report.
Ledger Closed- By checking this box if you would like a report for
every student who has a closed ledger.
Title IV- By checking this box if you would like a report for
everyone who is Title IV eligible.
Dropped-By checking this box to bring up all
dropped students.
Active-By checking this box this will bring up
all active students.
SAP-By checking this box, this will bring up
all students in SAP.
Over Contract- By checking this box, this will bring up all students
that are over contract.
Not SAP- By checking this box, this will bring
up all students not in SAP.
Not Active- By checking this box, this will bring up all graduated,
dropped and inactive students.
Is Active On – This gives you an area to put a date range. This is
great if you are looking for students who are active in a certain time period.
Grades
Query
GPA – This gives you a range, where you can query for students in a
certain range of GPA.
REPORTS
ALUMNI
Alumni
Reports
Here is a breakdown of the individual reports that can
be found under the Alumni Reports section.
Alumni
Comments
This report shows you
comments that have been entered for alumni. The comments are entered in the
notes section. If a comment does not show, it is because it has not been
entered.
This will show all notes
that are entered. This report can be queried. This report has the following
fields included on it are as follows:
Name
Permit Number
SSN (unless hidden)
Graduation date:
If any notes have been
entered, they will appear here.
This information is in
list form.
Alumni
Demographics
This report provides the
general demographic information needed for tracking graduated students. This
report can be queried.
The information listed on the
report is as follows:
Name
Home
Phone SSN (unless hidden) Course
Address
Permit Number Start Date
Contract Grad Date
Work Phone Actual Grad Date
Pager Graduate Status Pass/Place Code
Email Cell
Phone License Exam
Date
Alumni
Employment History
This report provides the
last 3 employers address and phone numbers along with hire dates to track your
graduated students’ employment. This report can be queried.
The information listed on
the report is as follows:
Personal Employment
1 Employment 2 Employment 3
Name Name Name Name
Address Address Address
Address
Home Phone Permit # Phone Phone Phone
SSN (hidden) Course Start Date Contrct
Grad
Employment Type Employment Type Employment
Type
Actual Grad Graduate
Status Code License Exam
Date
Data Last Updated Data
Last Updated Data
Last Updated
Alumni
Labels Sort Alpha/Alumni Labels Sort Zip
This report is used to
create mailing labels to all graduated students. You can sort them either
alphabetically, or by zip code. This is a report you can query and you should
definitely export these before you print so you can use all your labels.
Name
Street Address
City, State, Zip
Employer
1 Mailing Labels Sort Alpha/Employer 1 Mailing Labels Sort Zip
This report is used to
create mailing labels to all graduated students employers. You can sort them
alphabetically or by zip. This can also be queried and is best printed after
exporting.
Company Name
Street Address
City, State, Zip
REPORTS
ANNUAL
Annual
Reports
These reports are not to replace your annual reports;
they are here to help you by providing the information needed to fill out the
annual reports. Please see detail below:
1098T
The 1098T reports are
broken down by year and are set up by the IRS specifications for the year. They
are broken down even further to the regular view, along with grid view and then
the mailing labels.
1098-T
“YEAR” – This view is for printing the actual 1098T’s.
1098-T
“YEAR” Grid View – This view is a list of everyone that
will have a 1098T.
1098-T
“YEAR” Labels – These are the mailing labels for
students that get a 1098T
ACCSCT
These reports are broken
down by year and are here to help you fill out your annual reports for ACCSCT.
These are subject to change by year.
COE
These reports are designed
according to the COE specifications, and are subject to change.
FISAP
The FISAP stands for
Fiscal Operations Report and Application to Participate
These reports are broken
down by year, and are also broken down by information provided by
the Dept of Education and are subject to change.
IPED
IPED reports need to be
completed seasonally, and these reports gather all of the information that is
input by users into a form in the specifications put out by IPED's. These
reports are broken down by year and by season and are subject to change.
NACCAS
The reports are broken
down by year and are set to NACCAS specifications and are subject to change
annually. These reports are not to replace your annual report, they are here to
give you the information you need to fill out your annual reports.
REPORTS
LEDGER
Ledger
Reports
Here
is a breakdown of the individual reports that can be found under the Ledger
Reports section.
90-10 Calculation
The
following reports are found in the 90-10 Calculation Ledger Reports folder.
90-10
Calculation
This report will show you
the detail of funds paid to your school and how much of it was paid by federal
funds. At the end of the report it will show a cumulative area to summarize how
much was paid to your school, and how much of the total was federal funds, as
well as a percentage.
The following fields are
found on this report:
Program Code
Name Check
Number
Total Paid to School Course
Amount Paid to School from
Fed Funds Cash/Card Totals
Pay Date Total
Paid
Year Amounts
Paid Breakdown by Program
Type
90-10
This report will show you
the detail of funds paid to your school and how much of it was paid by federal
funds for a certain date range. At the end of the report it will show a date
range box to summarize how much was paid to your school, and how much of the
total was federal funds, as well as a percentage.
The following fields are
found on this report:
Program Code
Name Check
Number
Total Paid to School Course
Amount Paid to school from
Fed Funds Cash/Card Totals
Pay Date Total
Paid
Year Amounts
Paid Breakdown by Program
Type
90-10
Calculation Fiscal Year
This report will show you
the detail of funds paid to your school and how much of it was paid by federal
funds for a certain date range. At the end of the report it will show a fiscal
year area to summarize how much was paid to your school, and how much of the
total was federal funds, as well as a percentage.
The following fields are
found on this report:
Program Code
Name Check
Number
Total Paid to School Course
Amount Paid to school from
Fed Funds Cash/Card Totals
Pay Date Total
Paid
Year Amounts
Paid Breakdown by Program
Type
90-10
Calculation Prior Month
This report will show you
the detail of funds paid to your school and how much of it was paid by federal
funds for a certain date range. At the end of the report it will show a prior
month area to summarize how much was paid to your school, and how much of the
total was federal funds, as well as a percentage.
The following fields are
found on this report:
Program Code
Name Check
Number
Total Paid to School Course
Amount Paid to school from
Fed Funds Cash/Card Totals
Pay Date Total
Paid
Year Amounts
Paid Breakdown by Program
Type
Check Register
The
following reports are found in the Check Register Ledger Reports folder.
Check
Register Cumulative
This report will pull any
ledger entry that has something (check number or words) recorded in the check
number field of a ledger entry.
The following fields are
found on this report:
Check Number Amount
Name Code
SSN Type
Date Program
Year Pay Period
Check
Register Cumulative by Student Name
This report will pull any
ledger entry that has something (check number or words) recorded in the check
number field of a ledger entry. This will break it down by student name.
The following fields are
found on this report:
Name Code
SSN Type
Check Number Program
Date Pay Period
Year Totals
Amount
This report will pull any
ledger entry that has something (check number or words) recorded in the check
number field of a ledger entry. This will query it for a specific date range
that you enter.
The following fields are
found on this report:
Check Number Code
Name Type
SSN Program
Date Pay Period
Year Totals
Amount
The check register allows
you to view all checks that have been entered into SMART in a date range. This
is also broken down by student.
The following fields are
found on this report:
Name Code
SSN Type
Check Number Program
Date Pay Period
Year Totals
Amount
Check
Register Fiscal Year
This report will pull any
ledger entry that has something (check number or words) recorded in the check
number field of a ledger entry. This will query it for a fiscal year.
The following fields are
found on this report:
Name Code
SSN Type
Check Number Program
Date Pay Period
Year Totals
Amount
Check
Register Fiscal Year by Student Name
This report will pull any
ledger entry that has something (check number or words) recorded in the check
number field of a ledger entry. This will query it for a fiscal year, and break
it down by student name.
The following fields are
found on this report:
Name Code
SSN Type
Check Number Program
Date Pay Period
Year Totals
Amount
Check
Register Prior Month
This report will pull any
ledger entry that has something (check number or words) recorded in the check
number field of a ledger entry. This will query it for the prior month.
The following fields are
found on this report:
Check Number Code
Name Type
SSN Program
Date Pay Period
Year Totals
Amount
Check
Register Prior Month by Student Name
This report will pull any
ledger entry that has something (check number or words) recorded in the check
number field of a ledger entry. This will query it for prior month and break it
down by student name.
The following fields are
found on this report:
Name Code
SSN Type
Check Number Program
Date Pay Period
Year Totals
Amount
Contract Revenue
These are the following
reports you will find under the Contract Revenue Ledger Reports folder.
Contract
Revenue
This report is in list
format and breaks down earned and unearned tuition. This also shows you prepaid
tuition and the contract balance. When running the contract revenue report, it
will automatically run for all students that are considered enrolled on today’s
date.
The following fields are
found on this report:
Name Value Per/Hr
SSN Contract Tuition
Start Date Earned Tuition
Active Status Tuition Cancel $
Grad/Drop Date Unearned Tuition
Course Tuition Receivable
Course Hours Pre Paid Tuition
Total Contract $ Contract Balance
Hours Attended
Contract
Revenue Enrolled As
This report is in list
format and breaks down earned and unearned tuition. This also shows you prepaid
tuition and the contract balance. When running the contract revenue enrolled as
report, it will run for all students who are considered enrolled as of the date
you request.
The following fields are
found on this report:
Name Value Per/Hr
SSN Contract Tuition
Start Date Earned Tuition
Active Status Tuition Cancel $
Grad/Drop Date Unearned Tuition
Course Tuition Receivable
Course Hours Pre Paid Tuition
Total Contract $ Contract Balance
Hours Attended
Earned Unearned Straight Line Method
The
following reports are available in the Earned Unearned Straight Line Method
Ledger Reports folder.
Earned
Unearned Straight Line Method
This report shows you the
earned and unearned income broken down by student. The earned tuition is the amount
the student earned from attending, the unearned amount is what they have paid
and have not yet earned. If the student is to drop, the unearned amount would
be the amount to return to the various agencies. When running this report you
will select the month and year you want this data to pertain to.
The following fields are
found on this report:
Name Cumulative Months
Permit Number Value per Month
SSN Contract Tuition
Start Date Month Earned Tuition
Active Stats Month Earned Books/Kit/Fees
Grad/Drop Date Month Earned Total
Course Total Earned
Course Months Unearned Tuition
Total Contract $ Unearned Books/Kit/Fees
Earned Unearned Using Attended Hours
The
following reports are available in the Earned Unearned Straight Line Method
Ledger Reports folder.
Earned
Unearned by Period
This report shows you the
earned and unearned income broken down by student. The earned tuition is the
amount the student earned from attending, the unearned amount is what they have
paid and have not yet earned. This is based on hours attended. When running
this report, you will not select a month and year, this is the cumulative
information.
The following fields are
found on this report:
Name Cumulative Hours
Permit Number Hours Attended
SSN Value per Hour
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Hours Unearned Balance
Total Contract $
Earned
Unearned by
The following fields are
found on this report:
Name Cumulative Hours
Permit Number Hours Attended
SSN Value per Hour
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Hours Unearned Balance
Total Contract $
Earned
Unearned by Period Prior Month
The following fields are
found on this report:
Name Cumulative Hours
Permit Number Hours Attended
SSN Value per Hour
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Hours Unearned Balance
Total Contract $
Earned Unearned Using Credits
The
following reports are available in the Earned Unearned Using Credits Ledger
Reports folder.
Earned
Unearned by
The following fields are
found on this report:
Name Cumulative Credits
Permit Number Credits Attended
SSN Value per Credit
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Credits Unearned Balance
Total Contract $
Earned
Unearned by Period Prior Month with Credits
The following fields are
found on this report:
Name Cumulative Credits
Permit Number Credits Attended
SSN Value per Credit
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Credits Unearned Balance
Total Contract $
Earned
Unearned by Period with Credits
The following fields are
found on this report:
Name Cumulative Credits
Permit Number Credits Attended
SSN Value per Credit
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Credits Unearned Balance
Total Contract $
Earned Unearned Using Scheduled Hours
The
following reports are available in the Earned Unearned Using Scheduled Hours
Ledger Reports folder.
Earned
Unearned by Period Date Ranged with Scheduled Hours
The following fields are
found on this report:
Name Cumulative Hours
Permit Number Hours Attended
SSN Value per Hour
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Hours Unearned Balance
Total Contract $
Earned
Unearned by Period Prior Month with Scheduled Hours
The following fields are
found on this report:
Name Cumulative Hours
Permit Number Hours Attended
SSN Value per Hour
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Hours Unearned Balance
Total Contract $
Earned
Unearned by Period with Scheduled Hours
The following fields are
found on this report:
Name Cumulative Hours
Permit Number Hours Attended
SSN Value per Hour
Start Date Contract Tuition
Active Status Earned Tuition
Grad/Drop Date Total Earned Tuition
Course Tuition Cancel
Course Hours Unearned Balance
Total Contract $
Income Statement
The
following reports are available in the Income Statement Ledger Reports folder.
Income
Statement
The following fields are
found on this report
Name Tuition Paid Earned Tuition Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Hours Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Income
Statement- 12 Month
The following fields are
found on this report
Name Tuition Paid Earned Tuition Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Hours Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Income
Statement- 12 Month with Credits
The following fields are
found on this report
Name Tuition Paid Earned Tuition
Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Credits Earned Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Income
Statement- Earned 12 Month
The following fields are
found on this report
Name Tuition Paid Earned Tuition Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Hours Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Income
Statement- Earned 12 Month with Credits
The following fields are
found on this report
Name Tuition Paid Earned Tuition
Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Credits Earned Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Income
Statement- Earned by
The following fields are
found on this report
Name Tuition Paid Earned Tuition Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Hours Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Income
Statement – Earned by
The following fields are
found on this report
Name Tuition Paid Earned
Tuition Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Credits Earned Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Income
Statement Prior Month
The following fields are
found on this report
Name Tuition Paid Earned Tuition Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Hours Pre Paid Tuition
Total Write Off Value per Hour Contract Balance
Total Cancel $ Contract Tuition
Income
Statement Prior Month with Credits
The following fields are
found on this report
Name Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Credits Earned Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Income
Statement with Credits
The following fields are
found on this report
Name Tuition Paid Earned Tuition
Cumulative
SSN Fees Paid Tuition
Cancel $
Start Date Equipment/Books Paid Unearned Tuition
Penalties Paid Other Paid Total
Tuition Paid
Total Contract Paid Total Paid Contract Tuition Receivable
Total Contract $ Cumulative Credits Earned Pre Paid Tuition
Total Write Off Value per Hour Contract
Balance
Total Cancel $ Contract Tuition
Missing Program Check
The
following reports are available in the Missing Program Check Ledger Reports
folder.
Missing
This report will summarize
all ledger entries that do not have a program assigned for a specific date
range. This is sorted by check number.
The following fields are
found on this report:
Name Amount
Date/Year Code
Check# Type
Program Pay Period
Missing
Program Check Number Prior Month
This report will summarize
all ledger entries that do not have a program assigned for the prior month.
This is sorted by check number.
The following fields are
found on this report:
Name Amount
Date/Year Code
Check# Type
Program Pay Period
Program Summary
The
following reports are available in the Program Summary Ledger Reports folder.
Program
Summary
This report lists all
ledger entries for the year and is broken down by each program. At the end each
program lists, it will give the program total, total refund paid, total cancel
and total write off for the program. At the end of the report, it will give you
the grand totals.
The following fields are
found on this report:
Program Permit #
Check # Name
Date Type
Year Pay Period
Code Totals
Amount
This report lists all
ledger entries for the date range you enter and is broken down by each program.
At the end each program lists, it will give the program total, total refund
paid, total cancel and total write off for the program. At the end of the report,
it will give you the grand totals.
The following fields are
found on this report:
Program Permit #
Check # Name
Date Type
Year Pay Period
Code Totals
Amount
Program
Summary Fiscal Year
This report lists all
ledger entries for the fiscal year and is broken down by each program. At the
end each program lists, it will give the program total, total refund paid,
total cancel and total write off for the program. At the end of the report, it
will give you the grand totals.
The following fields are
found on this report:
Program Permit #
Check # Name
Date Type
Year Pay Period
Code Totals
Amount
Program
Summary Prior Month
This report lists all
ledger entries for the prior month and is broken down by each program. At the
end each program lists, it will give the program total, total refund paid,
total cancel and total write off for the program. At the end of the report, it will
give you the grand totals.
The following fields are
found on this report:
Program Permit #
Check # Name
Date Type
Year Pay Period
Code Totals
Amount
Prospect
The
following reports are available in the Prospect Ledger Reports folder.
Prospect
Receipts Cumulative
This report details the
ledger entries made for prospects while in prospect status. This is in list
format, if there are multiple transactions it will group them by student and
total them at the bottom of the group. This also shows how they are allocated.
The following fields are
found on this report:
Permit # Date Type
Name Check # Pay Period
Year Program Total
Amount Code Total
Breakdown
This report details the
ledger entries made for prospects in a specific date range while in prospect
status. This is in list format, if there are multiple transactions it will
group them by student and total them at the bottom of the group. This also
shows how they are allocated.
The following fields are
found on this report:
Permit # Date Type
Name Check # Pay Period
Year Program Total
Amount Code Total
Breakdown
Prospect
Receipts Prior Month
This report details the
ledger entries made for prospects for the prior month while in prospect status.
This is in list format, if there are multiple transactions it will group them
by student and total them at the bottom of the group. This also shows how they
are allocated.
The following fields are
found on this report:
Permit # Date Type
Name Check # Pay Period
Year Program Total
Amount Code Total
Breakdown
Receipts
The
following reports are available in the Receipts Ledger Reports folder.
This report shows all
ledger entries for students in a specific date range. This is broken down by course
and at the end of the course section it is totaled. This also shows how the
ledger entries are allocated.
The following fields are
found on this report:
Permit # Date Type
Name Check # Pay Period
Year Program Total
Amount Code Total
Breakdown
Receipts
Fiscal Year
This report shows all
ledger entries for students in the fiscal year. This is broken down by course
and at the end of the course section it is totaled. This also shows how the
ledger entries are allocated.
The following fields are
found on this report:
Permit # Date Type
Name Check # Pay Period
Year Program Total
Amount Code Total
Breakdown
Receipts Prior Month
This report shows all
ledger entries for students in the prior month. This is broken down by course
and at the end of the course section it is totaled. This also shows how the
ledger entries are allocated.
The following fields are
found on this report:
Permit # Date Type
Name Check # Pay Period
Year Program Total
Amount Code Total
Breakdown
This
Months Receipts
This report shows all
ledger entries for students for the current month. This is broken down by
course and at the end of the course section it is totaled. This also shows how
the ledger entries are allocated.
The following fields are
found on this report:
Permit # Date Type
Name Check # Pay Period
Year Program Total
Amount Code Total
Breakdown
Today’s
Receipts
This report shows all
ledger entries for students for the current day. This is broken down by course
and at the end of the course section it is totaled. This also shows how the
ledger entries are allocated.
The following fields are
found on this report:
Permit # Date Type
Name Check # Pay Period
Year Program Total
Amount Code Total
Breakdown
Refund Summary
The
following reports are available in the Refund Summary Ledger Reports folder.
This report shows you
detail for all refunds made in a specific date range. This is broken down by
month and listed in date order. This also shows how the refund was allocated
and for which student.
The following fields are
found on this report:
Program Name Code Drop
Date
Date Amount Pay Period
Year Permit # Total
Check # Name
Refund
Summary Fiscal Year
This report shows you
detail for all refunds made in the fiscal year. This is broken down by month
and listed in date order. This also shows how the refund was allocated and for
which student.
The following fields are
found on this report:
Program Name Code Drop
Date
Date Amount Pay Period
Year Permit # Total
Check # Name
Refund
Summary Prior Month
This report shows you
detail for all refunds made in the prior month. This is listed in date order.
This also shows how the refund was allocated and for which student.
The following fields are
found on this report:
Program Name Code Drop
Date
Date Amount Pay Period
Year Permit # Total
Check # Name
SFA
Compliance Audit
The
following reports are available in the SFA Compliance Audit Ledger Reports
folder.
SFA
Compliance Audit- Dropped Terminated Withdrew
The following fields are
found on this report:
Name Perkins FDLPU
Last Drop Date FFELS PLUSD
Pell FFELU ATB
SEOG PLUS TOTAL
CWP FDLPS
SFA
Compliance Audit- Dropped Terminated Withdrew Prior Month
The following fields are
found on this report:
Name Perkins FDLPU
Last Drop Date FFELS PLUSD
Pell FFELU ATB
SEOG PLUS TOTAL
CWP FDLPS
The following fields are
found on this report:
Name SEOG PLUS Total
Active Status CWP FDLPS
LOA Perkins FDLPU
Grad Date FFELS PLUSD
PELL FFELU ATB
SFA
Compliance Audit- Active Grad LOA Prior Month
The following fields are
found on this report:
Name SEOG PLUS Total
Active Status CWP FDLPS
LOA Perkins FDLPU
Grad Date FFELS PLUSD
PELL FFELU ATB
The following fields are
found on this report:
Name SEOG PLUS Sub Total
Active Status CWP FDLPS Running Count
LOA Perkins FDLPU
Grad Date FFELS PLUSD
PELL FFELU ATB
SFA
Compliance Detail Audit- Active Grad LOA Prior Month
The following fields are
found on this report:
Name SEOG PLUS Sub Total
Active Status CWP FDLPS Running Count
LOA Perkins FDLPU
Grad Date FFELS PLUSD
PELL FFELU ATB
SFA
Compliance Detail Audit- Dropped Terminated Withdrew
The following fields are
found on this report:
Name Perkins FDLPU
Last Drop Date FFELS PLUSD
Pell FFELU ATB
SEOG PLUS TOTAL
CWP FDLPS
SFA
Compliance Detail Audit- Dropped Terminated Withdrew Prior Month
The following fields are
found on this report:
Name Perkins FDLPU
Last Drop Date FFELS PLUSD
Pell FFELU ATB
SEOG PLUS TOTAL
CWP FDLPS
Transactions
The
following reports are available in the Transactions Ledger Reports folder.
Today’s
Transactions
This report will show all
transactions for the current day. This shows the allocation of each transaction
and shows the new balance after the transaction has been applied.
The following fields are
found on this report:
Name Penalty ADJB
Check # Misc MISC
Detail Total REFD
Tuition, Kits & Books New Balance Total Cancel/WOFF
Fee Disbursed Total Breakdown
Other Penalty CASH
Tax CARD
Transactions
Cumulative
This report will show all
transactions. This shows the allocation of each transaction and shows the new
balance after the transaction has been applied.
The following fields are
found on this report:
Name Penalty ADJB
Check # Misc MISC
Detail Total REFD
Tuition, Kits & Books New Balance Total Cancel/WOFF
Fee Disbursed Total Breakdown
Other Penalty CASH
Tax CARD
This report will show all
transactions for a specific date range. This shows the allocation of each
transaction and shows the new balance after the transaction has been applied.
The following fields are
found on this report:
Name
Penalty ADJB
Check # Misc MISC
Detail Total REFD
Tuition, Kits & Books New Balance Total Cancel/WOFF
Fee Disbursed Total Breakdown
Other Penalty CASH
Tax CARD
Transactions
Prior Month
This report will show all
transactions for the prior month. This shows the allocation of each transaction
and shows the new balance after the transaction has been applied.
The following fields are
found on this report:
Name Penalty ADJB
Check # Misc MISC
Detail Total REFD
Tuition, Kits & Books New Balance Total Cancel/WOFF
Fee Disbursed Total Breakdown
Other Penalty CASH
Tax CARD
Credit
Hour Earned Tuition as of
The following fields are
found on this report:
Permit # Contract Length in Days Earned Tuition Dollars
Name Earned Days Unearned Tuition Dollars
Active Status Earned Pct
Start Date Contract Dollars
Contract Grad Date Tuition Dollars
Cumulative
Balance as of
This report breaks down
the contract amount and total paid as of a specific date. This also shows if
the student has a balance, or a credit balance. When running this report it
will run for the current date, however you can change the date at the top of
the screen to fit your needs.
The following fields are
found on this report:
Name Total Paid
SSN Total CNCL/WOFF
Start Date Debit Balance
Contract Credit Balance
Disbursement
Forecasting
The following fields are
found on this report:
Name Date Expected to
Reach Payment Period 1
SSN Date
Expected to Reach Payment Period 2
Start Date Date Expected to Reach
Payment Period 3
Grand Total Hours Date Expected to Reach Payment Period 4
Remaining Hours
Earnings
and Receivables- Details
The following fields are
found on this report:
Name Fees Paid Earned Tuition Cumulative
SSN Equipment/Books Paid Tuition Cancel
Start Date Other Paid Unearned Tuition
Active Status Total Paid Contract Total Tuition Paid
Grad/Drop Date Cumulative Hours Attended Tuition Receivable
Total Contract $ Hours Attended This Period Pre-Paid Tuition
Total Write Off Value Per Hour Contract Balance
Total Cancel$ Contract Tuition
Tuition Paid Earned Tuition This Period
Financial
Aid Awards
The following fields are
found on this report:
Name Disbursed Amount
Permit # Loan Fees
Award/Program Remaining Amount
Date Need Based Loans
Award Amount Totals
Last
Payment Aging Summary
The following fields are
found on this report:
Name Days 31-60
SSN Days 61-90
Contract$ Days 91-120
Min Mthly Payment Days + 120
Last Pay Date Contract Balance
Days 0-30
Last
Payment Summary
The following fields are
found on this report:
Name Contract
Balance
Min Monthly Payment Drop Date
Date of Last Payment Grad Date
Total Amount of Payment Projected Grad Date
Total Paid Total Hours
Ledger
Statement
This will print all
students’ ledgers.
The following fields are
found on this report:
Name Date Total Paid to Student
Permit # Year Total Paid Contract
Contract$ Type/Code Contract Balance
Mthly Pmt Amount Total Paid Tuition,
Books, Fees, Other
Amount Voucher/Check # Cumulative Data Box
ID# Program Over
Contract Estimate $
Phone # Pay Period
This report will show you
ledger statements for all students who have transactions in a specific date
range.
The following fields are
found on this report:
Name Date Total Paid to Student
Permit # Year Total Paid Contract
Contract$ Type/Code Contract Balance
Mthly Pmt Amount Total Paid Tuition,
Books, Fees, Other
Amount Voucher/Check # Cumulative Data Box
ID# Program Over
Contract Estimate $
Phone # Pay Period
Ledger
Statement Prior Month
This report will pull all
ledger statements for students’ that have transactions in the prior month.
The following fields are
found on this report:
Name Date Total Paid to Student
Permit # Year Total Paid Contract
Contract$ Type/Code Contract Balance
Mthly Pmt Amount Total Paid Tuition,
Books, Fees, Other
Amount Voucher/Check # Cumulative Data Box
ID# Program Over
Contract Estimate $
Phone # Pay Period
Loan
Entrance Interview Exception Report
The following fields are
found on this report:
Name Pay Date
Student Address Amount
SSN Year
Start Date Pay Period
Program
Missing
ISIR Records
This report will show all
students who have missing ISIR records for a fiscal year.
The following fields are
found on this report:
Name Start Date
SSN Amount
Pell ID Program
EFC Year
Verification Award
Active Status Total Hours
Open
Ledger Accounts
This report will show you
a list of all open ledger accounts as of a specified date. This also details
the earned and unearned tuition for the date specified.
The following fields are
found on this report:
Name Contract Balance
Active Status Tuition Dollars
Start Date Earned Tuition
Contract Dollars Cancel Tuition$
Total Paid Contract Unearned Tuition
Cancel $ Total Tuition Paid
Write Off $
Open
Ledger Accounts with Credits
This report will show you
a list of all open ledger accounts as of a specified date. This also details
the earned and unearned tuition for the date specified.
The following fields are
found on this report:
Name Contract Balance
Active Status Tuition Dollars
Start Date Earned Tuition
Contract Dollars Cancel Tuition$
Total Paid Contract Unearned Tuition
Cancel $ Total Tuition Paid
Write Off $
Payment
Breakdown
This report breaks down
payments for a specified year. The first page will show a list of all students
that have payments for the specified year. The next section breaks down the
monies paid to school by type for the specified year. The next section breaks
down the monies paid to school by code. The final section breaks down monies
paid to student by type.
The following fields are
found on this report:
Students Included on
report
Month
Amount Paid to School
Type & Amount
Total $
Student
Ledger Detail Report
This report sorts by
student and lists all ledger entries made for the student in date order. It
shows the type, code and amount.
The following fields are
found on this report:
Name Disb. Amount Current Amount
Permit# Post Date Pay Period
Contract $ Year Voucher/Check
Number
Start Date Ledger Type Program
Name
Grad Date Ledger Code Total
REPORTS
PROSPECT
PROSPECT
The prospect reports are here for you to track the
progress of prospective students.
Admission
test Score
This report provides a
listing of all the prospective students admissions test score. This report can
be queried.
The following fields can
be found on this report:
Name
Permit #
Admissions Test Name
Score
Date Test Was Taken
Location Test was taken
(optional)
Initials of Test
Administrator
Category
Breakdown
This report provides a
breakdown of all prospects categorizing the number of prospects into what
category they fall into i.e.: race, age, education, marital status, using
financial aid and how they were referred to the school. This report can be
queried.
The following fields can
be found on this report:
Ethnicity Breakdown
Age Breakdown
Referral Breakdown
Financial Aid Breakdown
Marital Status Breakdown
Education Breakdown
Gender Breakdown
Monthly
Prospect Tally
This report provides
information on how many prospects were entered into Smart each month and
averages that count it also provides a breakdown of prospects by their referral
code (how they heard about the school). This report can be queried.
The following fields can
be found on this report:
Month
# of Prospects Entered
into Smart for the Month
Average Entered For the
Month
Total Prospect Count
Referral Codes
User Defined Referral
Codes
Referral Code Legend
Prospect
Admissions Weekly Report by Initial Date
The following fields can
be found on this report:
Date of Call
Time of Call
Name
Phone #
1st Contact Date
1st Interview Date
1st FA Appt Date
Enrollment Date
Prospect
Admissions Weekly Report by Recruiter
The following fields can
be found on this report:
Date of Call
Time of Call
Name
Phone #
1st Contact Date
1st Interview Date
1st FA Appt Date
Enrollment Date
Prospect
Conversion Statistics
This Report is used to
track the number of days it took to convert a prospect into a student. This
report can not be queried.
The following fields can
be found on this report:
Prospect Conversion
Statistics
Date A Prospect Became a
Student
Date Became a Prospect
#of days it took to
convert A Prospect to a Student
Admission Reps Initials
Name
Course
Prospect
General Report
This report provides
general demographic information on a prospect. This report can be queried.
The following fields can
be found on this report:
Name, Address and Email of
Prospect
Phone #
Prospect #
SSN
Course
Contact/Appointment Dates
Referral Code
Class
Recruiter
Fin Aid Status
Prospect
General Report with Comments
This report provides
general demographic information on a prospect includes any notes put in under
the prospects profile. This report can be queried.
The following fields can
be found on this report:
Name, Address and Email of
Prospect
Phone #
Prospect #
SSN
Course
Contact/Appointment Dates
Referral Code
Class
Recruiter
Fin Aid Status
Comments or Notes Put In
Under The Prospects Profile
Prospect
Mailing Labels Sort Name/Prospect Mailing Labels
This report is used to
generate mailing labels for prospects. This can be queried and it can be sorted
alphabetically or by zip code. This report can be queried.
The following fields can
be found on this report:
Prospect Name and Address
Prospect
Zip Code Status
This report is used to
track what zip code prospects are living at to assist in student marketing of
high traffic enrollment areas. This can be queried.
The following fields can
be found on this report:
Zip Code
Prospect #
Name
Course
Initial Contact Date
Phone #
Recruiter
Statistics
This Report is used to
track the number of days it took to convert a prospect into a student. This
report can not be queried.
Admission Reps Initials
Student Name
Date Converted To A
Student
REPORTS
SECURITY
Detailed
Security Report
This details who has access to The SMART System, and
which access they have.
REPORTS
STUDENT
STUDENT
Here is a breakdown of the individual reports that can
be found under the Alumni Reports section.
Academic Transcript
In
this section you can print out the academic transcripts. Below you will find
what is included on each report.
Academic
Transcript Exam Date Order
This report states your course, labs, tests and results, completion date, graduation
date and has an option to add a signature. This is cumulative data and sorted
by exam date.
The following fields are
found on this report:
Name/Address Labs (Listed)
SSN Cumulative Data
Active Status Estimated Over Contract
Amount
Enrollment Hours Student Signature
Scheduled Hours School Official Signature
Exams (Listed)
This report states your course, labs, tests and results, completion date, graduation
date and has an option to add a signature. This is data pertaining to a
specific date range and is sorted by exam date.
The following fields are
found on this report:
Name/Address Labs (Listed)
SSN Cumulative Data
Active Status
Enrollment Hours Estimated Over Contract Amount
Scheduled Hours Student Signature
Exams (Listed) School Official Signature
Academic
Transcript Exam Date Order Prior Month
This report states your course, labs, tests and results, completion date, graduation
date and has an option to add a signature. This is prior month data and sorted
by exam date.
The following fields are
found on this report:
Name/Address Labs (Listed)
SSN Cumulative Data
Active Status
Enrollment Hours Estimated Over Contract Amount
Scheduled Hours Student Signature
Exams (Listed) School Official Signature
Academic
Transcript Exam Num Order
This report states your course, labs, tests and results, completion date, graduation
date and has an option to add a signature. This is cumulative data and is
sorted by exam number.
The following fields are
found on this report:
Name/Address Labs (Listed)
SSN Cumulative Data
Active Status Estimated Over Contract
Amount
Enrollment Hours Student Signature
Scheduled Hours School Official Signature
Exams (Listed)
This report states your course, labs, tests and results, completion date, graduation
date and has an option to add a signature. This is data that is pertaining to a
specific date range and is sorted by exam number.
The following fields are
found on this report:
Name/Address Labs (Listed)
SSN Cumulative Data
Active Status
Enrollment Hours Estimated Over Contract Amount
Scheduled Hours Student Signature
Exams (Listed) School Official Signature
Academic
Transcript Exam Num Order Prior Month
This report states your course, labs, tests and results, completion date, graduation
date and has an option to add a signature. This is prior month data and is
sorted by exam numbers.
The following fields are
found on this report:
Name/Address Labs (Listed)
SSN Cumulative Data
Active Status Estimated Over Contract
Amount
Enrollment Hours Student Signature
Scheduled Hours School Official Signature
Exams (Listed)
Evaluation
Report
This report shows
cumulative data for these areas:
Name/Address Cumulative Data
SSN Estimated Over Contract Amount
Active Status Student Signature
Enrollment Status School Official Signature
Academic
Transcript with Credits
This report states your course, labs, tests and results, credits earned, completion
date, graduation date and has an option to add a signature. This is cumulative
data and sorted by exam date.
The following fields are
found on this report:
Name/Address Exams & Credits
SSN Labs & Credits
Active Status
Enrollment Hours Estimated Over Contract Amount
Scheduled Hours Student Signature
Academic
Transcript Exam Date Order Prior Month with Credits
This report states your course, labs, tests and results, completion date, credits
earned, graduation date and has an option to add a signature. This is data
pertaining to the prior month and is sorted by exam date.
The following fields are
found on this report:
Name/Address Exams & Credits
SSN Labs & Credits
Active Status Prior Month Data
Enrollment Hours Estimated Over Contract Amount
Scheduled Hours Student Signature
Academic
Transcript Exam Date Order with Credits
This report states your course, labs, tests and results, credits earned, completion
date, graduation date and has an option to add a signature. This is cumulative
data and sorted by exam date.
The following fields are
found on this report:
Name/Address Labs & Credits
SSN Cumulative Data
Active Status Estimated Over Contract
Amount
Enrollment Hours Student Signature
Scheduled Hours School Official Signature
Exams & Credits
This report states your course, labs, tests and results, credits earned, completion
date, graduation date and has an option to add a signature. This is data for a
date range and sorted by exam number.
The following fields are
found on this report:
Name/Address Exams & Credits
SSN Labs & Credits
Active Status
Enrollment Hours Estimated Over Contract Amount
Scheduled Hours Student Signature
Academic
Transcript Exam Num Order Prior Month with Credits
This report states your course, labs, tests and results, credits earned, completion
date, graduation date and has an option to add a signature. This is prior month
data and is sorted by exam number.
The following fields are found
on this report:
Name/Address Labs & Credits
SSN Prior Month Data
Active Status Cumulative Data
Enrollment Hours Estimated Over Contract Amount
Scheduled Hours Student Signature
Exams & Credits School Official Signature
Academic
Transcript Exam Num Order with Credits
This report states your course, labs, tests and results, credits earned, completion
date, graduation date and has an option to add a signature. This is sorted by
exam number.
The following fields are
found on this report:
Name/Address Exams & Credits
SSN Labs & Credits
Active Status
Enrollment Hours Estimated Over Contract Amount
Scheduled Hours Student Signature
Attendance
Attendance
Sheet
This is a blank attendance
sheet. This is for print and write-in purposes.
The following fields are
found on this report:
Month Days of the Month
Permit # Absence Codes
Course/Name
Days
Absent Exceptions
This report lists the days
that the students have been absent. This is grouped by student.
The following fields are
found on this report:
Name Days
Permit# Cumulative Total
Hours
Date Cumulative Total
Days
Hours
Days
Absent
This report lists the days
that the students have been absent for a specific date range. This is grouped
by student.
The following fields are
found on this report:
Name Days
Permit# Total Hours in the
Date Total Days in
the
Hours
Days
Absent Exceptions Prior Month
This report lists the days
that the students have been absent for the prior month. This is grouped by
student.
The following fields are
found on this report:
Name Days
Permit# Total Hours in the
Prior Month
Date Total Days in
the Prior Month
Hours
Lab
Credit Hour History Cumulative
This report summarizes the
amount of credit hours earned on each lab for the students.
The following fields are
found on this report:
Name # Required
Course Credits Earned
Permit # Hours
Lab Name Cumulative Data
Lab # Instructor Signature
Date Student Signature
Grade
This report summarizes the
amount of credit hours earned on each lab for the students for the specific
date range.
The following fields are
found on this report:
Name # Required
Course Credits Earned
Permit # Hours
Lab Name Cumulative
Data
Lab # Instructor Signature
Date Student Signature
Grade
Lab
Credit Hour History Prior Month
This report summarizes the
amount of credit hours earned on each lab for the students for the prior month.
The following fields are
found on this report:
Name # Required
Course Credits Earned
Permit # Hours
Lab Name Cumulative Data
Lab # Instructor Signature
Date Student Signature
Grade
Lab
Credit Hour Summary Cumulative
This report summarizes the
amount of credit hours earned on each lab for the students.
The following fields are
found on this report:
Name Credits Earned
Course Total Hours
Permit # Cumulative Data
Lab Name Instructor Signature
Lab # Student Signature
This report summarizes the
amount of credit hours earned on each lab for the students for a specified date
range.
The following fields are
found on this report:
Name Credits Earned
Course Total Hours
Permit # Cumulative Data
Lab Name Instructor Signature
Lab # Student Signature
Lab
Credit Hour Summary Prior Month
This report summarizes the
amount of credit hours earned on each lab for the students for the prior month.
The following fields are
found on this report:
Name Credits Earned
Course Total Hours
Permit # Cumulative Data
Lab Name Instructor Signature
Lab # Student Signature
Monthly
Attendance
This report breaks down
the amount of days present and the total hours for the month that is specified.
The following fields are
found on this report:
Date Name Re-Enroll Date
Time Student Initials Days Present
Signatures Course Grand Total Hours
School License Number Start Date Total Prev Hours
Permit Number Grad/Drop Date Total Hours for the Month
Monthly
Attendance Hours
This report is a grid that
will show you the amount of daily hours the student has attended for the
specified month and year.
The following fields are
found on this report:
Date Student Initials Total Hours for the Month
Time Course Total Prev Hours
Signatures Start Date Grand Total Hours
School License Number Grad/Drop Date GPA
Permit Number Re-Enroll Date Hours Present Each Day
Name Days
Present
Qtrly
Attendance Hours Listing
This report details total
hours attended per quarter of the calendar year.
You will find the
following fields on this report:
Permit# Quarter2 Attendance
Name Quarter3 Attendance
Start Date Quarter4 Attendance
Quarter1 Attendance Total Hours
Scheduled
vs. Actual Hours
This report details a
students scheduled hours and days versus actual hours and days. It also
determines the difference between scheduled hours and days versus actual hours
and days. It will also show you the percentage of time attended.
You will find the
following fields on this report:
Permit# Course Hours Hours Scheduled
Name Days Scheduled Actual Hours Attended
Start Date Actual Attended Days Difference
SAP Status Difference Percent
Course Percent Totals
Scheduled
vs. Actual Hours Prior Month
This report details a
students scheduled hours and days versus actual hours and days for the prior
month. It also determines the difference between scheduled hours and days
versus actual hours and days for the prior month. It will also show you the
percentage of time attended for the prior month.
You will find the
following fields on this report:
Permit# Course Hours Hours Scheduled
Name Days Scheduled Actual Hours Attended
Start Date Actual Attended Days Difference
SAP Status Difference Percent
Course Percent Totals
Scheduled
vs. Actual
This report details a
students scheduled hours and days versus actual hours and days for a specified
date range. It also determines the difference between scheduled hours and days
versus actual hours and days for the specified date range. It will also show
you the percentage of time attended for the specified date range.
You will find the
following fields on this report:
Permit# Course Hours Hours Scheduled
Name Days Scheduled Actual Hours Attended
Start Date Actual Attended Days Difference
SAP Status Difference Percent
Course Percent Totals
Student
Attendance History
This report details the
attendance for the entire time a student is enrolled. This sorts the students
alphabetically. It is broken down by each day. In the shaded column of the
report, you will find the cumulative total. At the bottom of the report you
will find a box full of cumulative data.
You will find the
following fields on this report:
Permit# Average Hours/Days
Name Cumulative Hours
Date Cumulative Days
Hours Cumulative Data
Days Over Contract Estimated
Amount
This report details the
attendance for a specified date range. This sorts the students alphabetically.
It is broken down by each day. In the shaded column of the report, you will
find the total for the specified date range. At the bottom of the report you
will find a box full of cumulative data.
You will find the
following fields on this report:
Permit# Average Hours/Days
Name Cumulative Hours
Date Cumulative Days
Hours Cumulative Data
Days Over Contract Estimated
Amount
This report details the
attendance for a specified date range. This sorts the students by permit
number. It is broken down by each day. In the shaded column of the report, you
will find the total for the specified date range. At the bottom of the report
you will find a box full of cumulative data.
You will find the
following fields on this report:
Permit# Average Hours/Days
Name Cumulative Hours
Date Cumulative
Days
Hours Cumulative Data
Days Over Contract Estimated
Amount
Student
Attendance History Prior Month
This report details the
attendance for the prior month. This sorts the students alphabetically. It is
broken down by each day. In the shaded column of the report, you will find the
total for the prior month. At the bottom of the report you will find a box full
of cumulative data.
You will find the
following fields on this report:
Name Average Hours/Days
Permit# Cumulative Hours
Date Cumulative Days
Hours Cumulative Data
Days Over Contract Estimated
Amount
Student
Attendance History Prior Month Permit
This report details the
attendance for the prior month. This sorts the students by permit number. It is
broken down by each day. In the shaded column of the report, you will find the
total for the prior month. At the bottom of the report you will find a box full
of cumulative data.
You will find the
following fields on this report:
Name Average Hours/Days
Permit# Cumulative Hours
Date Cumulative Days
Hours Cumulative Data
Days Over Contract Estimated
Amount
Student
Monthly Attendance History Calendar Yr
This report breaks down
the total hours into monthly totals for a specific year. You select the year
when the report prompts you.
You will find the
following fields on this report.
Name Average Hours/Days
Permit# Cumulative Hours
Date Cumulative Days
Hours Cumulative Data
Days Over Contract Estimated
Amount
Student
Monthly Attendance History Plus 12 months
This report breaks down
the total hours into monthly totals. The date and year that you select when the
report prompts you, is the beginning date of the report then adds 12 months.
This is in the format of a grid.
You will find the
following fields on this report:
Permit#
Name
Start Date
Total Hours per Month
Total Cumulative Hours
Total
Hours Summary
This report will show the
total hours per student.
You will find the
following fields on this report:
Name Course Hours Percent Completed
Permit# Hours Attended Total Count of Students on
Report
Start Date Transfer Hours Grand Total Hours
Course Total Hours
This report will show the
total hours per student for a specific date range.
You will find the
following fields on this report:
Name Course Hours Percent Completed
Permit# Hours Attended Total Count of Students on
Report
Start Date Transfer Hours Grand Total Hours
Course Total Hours
Total
Hours Summary Prior Month
This report will show the
total hours per student for the prior month.
You will find the
following fields on this report:
Name Course Hours Percent Completed
Permit# Hours Attended Hours during the
Start Date Transfer Hours Total Count of Students on
Report
Course Total Hours Grand Total Hours
Labels
In this section you will
be able to print labels for mailing.
Billing
Labels Sort Course
These are mailing labels
that are sorted by course.
Name/Address
Billing
Labels Sort Name
These are mailing labels
that are sorted by name.
Name/Address
Billing
Labels Sort Permit
These are mailing labels
that are sorted by permit number.
Name/Address
Billing
Labels Sort SSN
These are mailing labels
that are sorted by social security number.
Name/Address
Course
Labels Sort Alpha
These are labels that are
sorted alphabetically.
Name/Address/Permit/SSN/Course
Course
Labels Sort Course
These are labels that are
sorted by course.
Name/Address/Permit/SSN/Course
Course
Labels Sort Permit
These are labels that are
sorted by permit.
Name/Address/Permit/SSN/Course
Course
Labels Sort SSN
These are labels that are
sorted by social security number.
Name/Address/Permit/SSN/Course
Student
Mailing Labels Sort Alpha
These are mailing labels
sorted alphabetically.
Name/Address
Student
Mailing Labels Sort Zip
These are mailing labels
sorted by zip code.
Name/Address
Leave
Leave
of Absence Status
This report will show all
students who have had a leave of absence. It details the date they started and
ended the leave of absence and the amount of days on leave of absence.
You will find the following
fields on this report:
Name Hours Attended Active Status
Permit# % Completed Begin LOA Date
SSN GPA End
LOA Date
Start Date AMA Number of Days on LOA
Course Home Phone Number Total Student Count
Leave
of Absence Status Active Student
This report will show all
active students who have had a leave of absence. It details the date they
started and ended the leave of absence and the amount of days on leave of
absence.
You will find the
following fields on this report:
Name Hours Attended Active Status
Permit# % Completed Begin LOA Date
SSN GPA End
LOA Date
Start Date AMA Number of Days on LOA
Course Home Phone Number Total Student Count
Leave
of
You will find the
following fields on this report:
Name Hours Attended Active Status
Permit# % Completed Begin LOA Date
SSN GPA End
LOA Date
Start Date AMA Number of Days on LOA
Course Home Phone Number Total Student Count
Leave
of Absence Status Prior Month
You will find the
following fields on this report:
Name Hours Attended Active Status
Permit# % Completed Begin LOA Date
SSN GPA End
LOA Date
Start Date AMA Number of Days on LOA
Course Home Phone Number Total Student Count
Progress Report
Progress
Report
The progress report prints
up all of the labs and tests accomplished since the student has been enrolled.
You will find the
following fields on this report:
Name Lab Completed Student Signature
SSN Number Required School Official Signature
Dates Number Remaining Honor Roll
Hours Lab Description Sap Status
Active Status Test Grade Probation Status
Permit Number Test Description Suspension Status
Progress
Report as Transcript
The progress report prints
up all of the labs and tests accomplished since the student has been enrolled
in the form of a transcript.
You will find the
following fields on this report:
Name Lab Completed Student Signature
SSN Number Required School Official Signature
Dates Number Remaining Honor Roll
Hours Lab Description Sap Status
Active Status Test Grade Probation Status
Permit Number Test Description Suspension Status
Progress
Report as Transcript- Legal
The progress report prints
up all of the labs and tests accomplished since the student has been enrolled.
This runs in the form of a transcript and prints on legal paper.
You will find the
following fields on this report:
Name Lab Completed Student Signature
SSN Number Required School Official Signature
Dates Number Remaining Honor Roll
Hours Lab Description Sap Status
Active Status Test Grade Probation Status
Permit Number Test Description Suspension Status
The progress report prints
up all of the labs and tests accomplished by a student in a specified date
range.
You will find the
following fields on this report:
Name Lab Completed Student Signature
SSN Number Required School Official Signature
Dates Number Remaining Honor Roll
Hours Lab Description Sap Status
Active Status Test Grade Probation Status
Permit Number Test Description Suspension Status
Progress
Report Monthly
The progress report prints
up all of the labs and tests accomplished by a student for the selected month.
You will find the following
fields on this report:
Name Lab Completed Student Signature
SSN Number Required School Official Signature
Dates Number Remaining Honor Roll
Hours Lab Description Sap Status
Active Status Test Grade Probation Status
Permit Number Test Description Suspension Status
Contract
Cost Breakdown
This report breaks down
the contract cost by payments period and by allocation.
You will find the
following fields on this report:
Name Course Hours and Costs
Permit# Period Breakdown
SSN Cost Breakdown
Contract
Graduation Approaching
This report shows all
students who are graduating within a month of the date you specify.
You will find the
following fields on this report:
Name Start Date
Permit# Contract Grad Date
Course Actual Grad Date
Total Hours Number of Days until Contract Grad
Date
Course
Start Date Profile
This report will group
students by start date.
You will find the
following fields on this report:
Name Drop Date GPA
SSN Drop Code AMA
Home Phone # Determined Received
Title IV
Active Status Passed Exam Code Employer Name
Grad Date Hours Attend Start Date
Drop# Percent Complete
Emergency
Contact
This report pulls each
students emergency contact information.
You will find the
following fields on this report:
Name Parent/Guardian Name
Student Phone# Emergency Contact 1
Work Phone# Emergency Contact 2
Spouse Name
Enrollment
Status
This report pulls
enrollment status information as of a specific date.
You will find the
following fields on this report:
Category
Enrollment Type
Day
No Preference
Total
General
Report
This report pulls all
information that has been input into the student profile.
You will find the
following fields on this report:
Personal Information
Demographics
Dates
General
Report with Comments
This report pulls all
information that has been input into the student profile and will also pull in
information that has been input into the notes section.
You will find the
following fields on this report:
Personal Information
Demographics
Dates
Comments/Notes
This report will detail
the lab services that were completed by each student for a specified date
range.
You will find the
following fields on this report:
Name Grand Total Labs Done
Lab Date Required Number of Labs
Lab# Remaining Number of
Labs
Description Start Date
Total Labs Total Labs Done
Lab
Service Totals Prior Month
This report will detail
the lab services that were completed by each student for the prior month.
You will find the
following fields on this report:
Name Grand Total Labs Done
Lab Date Required Number of Labs
Lab# Remaining Number of
Labs
Description Start Date
Total Labs Total Labs Done
Loan
Contact
This report shows you
contact and emergency contact information for each student.
You will find the
following fields on this report:
Name Guarantor Relationship to Student
Home Phone# Contact Name Years Known
Work Phone# Contact Address Loan
Entrance Date
Lender Contact Phone Number Loan Exit Date
New
Starts Document Report
This report shows you
which documents you have in for new starts in a specified date range.
You will find the
following fields on this report:
Name Start Date
SSN Document
Course Total Student Count
Registration
List
This report breaks down
which students are registered in which course.
You will find the
following fields on this report:
Date SSN
Name Permit#
Address Date of Birth
Phone Number Course
Remaining
Lab Services by Service
This report breaks down
the remaining lab services as of the current day per student.
You will find the
following fields on this report:
Name # Required Cumulative Data Box
Course # Performed Instructor Signature
Permit# Date Student Signature
Lab Description Grade
Lab Number Day of Week
Remaining
Lab services by
This report breaks down
the remaining lab services as of the specified date range per student.
You will find the
following fields on this report:
Name # Required Cumulative Data Box
Course # Performed Instructor Signature
Permit# Date Student Signature
Lab Description Grade
Lab Number Day of Week
Remaining
Lab Services by Service Prior Month
This report breaks down
the remaining lab services as of the prior month per student.
You will find the
following fields on this report:
Name # Required Cumulative Data Box
Course # Performed Instructor Signature
Permit# Date Student Signature
Lab Description Grade
Lab Number Day of Week
Satisfactory
Academic Progress
This report is in a list
form, to give you a streamline view for all students SAP status.
You will find the
following fields on this report:
Name Hours Attended Test Score Value
Permit# Transfer Hours Major Test Score Value
Start Date Remaining Hours Lab Score Value
SAP Status %Completed GPA
Course AMA
Course Hours Min Required Hours
Status
Report
The status report shows a
female and male count. It shows you a count for the different levels.
You will find the
following fields on this report:
Entry Level Eve Hispanic Total
Count
Intermediate/Advanced Blank Asian
Full-3/4 Enrollment Veteran Status Other
Part-Half Enrollment White Blank Race
Day Black Course
M/F
Student
Admission Test Scores
This report lists students
and their admissions test score. This information pulls from the profile
section in the Admission Test tab.
You will find the
following fields on this report:
Name Test Date
Permit# Where Was Test Taken
Test Name Initials of Test Administrator
Score
Student
Borrower Sheet
This is a report where you
can list the details of the lender situations for each student.
You will find the
following fields on this report:
Last Date of Attendance Loan Period Current
Employer Parent/Guardian Info
Enrollment Status Loan Type Loan Entrance Date Reference
Information
Lender Name/Address Loan Exit Date Student Signature
Guarantor SSN/DL#/DOB/Phone # Spouse Information
Loan Status
Student
Category Breakdown
This report is broken down
into categories. This is a count report, not a listing of each student and can
be queried.
You can find the following
categories on this report:
Ethnicity Pass/Place Enrollment Drop Code 2
Age Level Title
IV Elig Drop Code 3
Education Financial Aid SAP
Class Other NSLDS
Acct Closed Marital CTP
Referral Gender Drop Code 1
Student
Course Roster
This breaks down which
students are in which course and can be queried.
This report contains the
following information:
Course Name XFER Hours
Student Name Active Status
Start Date Current LOA (Y or N)
CRHHRS (Course Hours) Length (Course Length)
STUHRS (Attended Hours)
Student
Demographics
This report details the
student demographics, this report shows in a list format.
You can find the following
information on this report:
NAME GRAD-DROP DATE
PERMIT NO. COURSE
SSN HOURS ATTEND
START DATE % COMPLETE
HOME PHONE
These fields are answered
with a Y or N, for Yes or No:
ACT OVR
SAP SFA
DEP GPA
VER PELL AWRD
NSLDS AMA
Students
Enrolled as of
This report is useful if
you need to know who all was enrolled as of a certain date. Once you select the
report it will prompt you for “as of date”. Once the date is entered, the
report will find all students enrolled as of that date.
This report contains the
following information:
Course Name Grad
Student Name Drop
Permit No. Re-Enroll
Start Date Total Hours
Contract Date
Zip
Code Breakdown
This report breaks down
which students are in which zip codes in a listing format.
This contains the
following information:
Zip Code Start
Permit No. Date
Name Phone
Course Number
SYSTEM SETUP
The
system setup reports are compiled of different codes that have been set up to
use and where you use them.
Additional
Drop Codes
This report gives you a
listing of the drop codes and the description that coincides with the code.
The following fields can
be found on this report:
Code
Code Description
Additional
Referral Codes
This report gives you a
listing of the referral codes and the description that coincides with the code.
The following fields can
be found on this report:
Code
Referral Description
Admission
Test Codes
This report breaks down
the codes you have entered for admissions tests and the description that
coincides with the code.
The following fields can
be found on this report:
Code
Test Description
Contract
Codes
This report breaks down
the contract codes that are in the system, along with the description.
The following fields can
be found on this report:
Code
Contract Description
Course
Listing
This report gives you a
breakdown of your courses, and payment periods and details how that course is
set up.
The following fields can
be found on this report:
Course Name
Total Course Hours
Enrollment Period
Over Contract Charge
Amount
Payment Period Breakdown
Employment
Codes/Employment Types
This breaks down the
employment codes and what their description is. You use these codes when
filling in employment information for graduated students.
The following fields can
be found on this report:
Employment Code
Employment Description
Active Status
Employment Types Code
Employment Type
Description
Graduate
Status Codes
This report breaks down
the graduate status and the code that coincides with it. This is entered in the
alumni profile and is referenced on various reports.
High
School Codes
This report breaks down
the high school codes/names. This information is entered in the student profile
and is referenced on various reports.
The following fields can
be found on this report:
Code
School Description
Lab
Services
This report breaks down
the Lab Code, Lab Number, Number Required, and what course coincides with the
lab.
The following fields can
be found on this report:
Lab #
Lab Name
# Required
Course Assigned To
Pass
Placed Result Codes
This report breaks down
the pass placed result code and the description and if the code is active.
The following fields can
be found on this report:
Code
Pass Placed Description
Code Active Status
Program Name
Name
Program Description
Federal Disbursement
Restrictions Status
Need Based Status
Non Cash Status
Program
Name Report
This report allows you to
match up the program codes to the description. This also tells you whether this
has federal disbursement restrictions, if its need based or if it is non cash.
This information is referenced in the ledger.
The following fields can
be found on this report:
School
Calendar
This report gives you a
list of all of the days the school is closed.
The following fields can
be found on this report:
Day of the Week
Special
Note
This can break down the
days the school is closed into a date range.
The following fields can
be found on this report:
Day of the Week
Special
Note
School
Calendar Prior Month
This breaks down the days
the school is closed for the prior month.
The following fields can
be found on this report:
Day of the Week
Special
Note
Test
Names
This breaks down the Test
Number, Test Name, Test Type, and Course it coincides with.
The following fields can
be found on this report:
Test Number
Test Name
Type
Course Assigned To
Tracking
Codes
This report breaks down
tracking codes and the description.
The following fields can
be found on this report:
Code
Code Description