HeadMaster for Childcare Ministry Iimages.acswebnetworks.com/1/322/HMChildcareMinistryI.pdf ·...

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HeadMaster for Childcare Ministry I

HeadMaster for Childcare Ministry -

Table of Contents

Getting Started .......................................................................................................... 3 Managing Teacher Information ............................................................................. 10 Managing Staff Information ................................................................................... 11 Managing Children Information ............................................................................ 12 Managing Your Waiting List .................................................................................. 24 Setting Up Classes .................................................................................................. 30


Getting Started

HeadMaster Plus makes it easy to enter and access child information. Before you enter any children into the database set up your drop-down lists and custom fields. To set up drop-down lists:

It is important that your grade levels are in the appropriate order. The order of your grade levels determines how the students are promoted at the end of each school. This documentation will focus on the Grade Level.

Step 1. On the Home screen, click Define Lists.

Step 2. Select Grade Level.

HeadMaster Plus comes with default grade levels. You can add, edit, and delete grade levels from the default list.

Step 3. Add, edit, or delete grade levels. Step 4. Click OK.


To set up custom fields: On the Home screen, click Options.

Custom fields are used to track any information that is unique to your school that is not currently tracked in HeadMaster Plus.

Step 1. Select Custom. Step 2. Select Type (Student, Parent, Teacher, Class, or Pre-Enrolled). Step 3. Click Add.

Step 4. Enter the Field Name. Step 5. Select the Field Type.


Yes/No appears as a check box.

Step 6. Enter the Field Size. The number of characters allowed in the custom field is

dependent upon the chosen Field Type. Character range = 1-299 Step 7. Select a Category (not required).

Using Categories helps to organize the custom fields on the individual student record.

Step 8. Enter a Default Value (not required).

Step 9. Check if this is a Private Field.

Only those users with the rights to view private fields can view this custom field.

Step 10. Select Uppercase to have all responses converted to uppercase letters. Step 11. To create a drop-down menu for your custom field, enter responses in Lookup

Values.

Select Must Choose Value From List to restrict responses to the listed look-up values.


Step 12. To save the custom field, click OK.

To access student custom fields: Step 1. On the Home screen, click Students.

Step 2. Double-click a student.

Step 3. Click the Custom tab. Step 4. Enter information as needed.


Step 5. Click OK.

To manage custom fields: You can mass change custom field responses with the Manage option.

For example: You have a custom field called Registration. Use this custom field to check whether or not a student has turned in a registration form. Instead of creating a new Registration custom field each year, you can mass change it to show that all students have not turned in the registration form for the next school year.

To mass change a custom field: Step 1. On the Home screen, click Options.

Step 2. Select Custom.


Step 3. Select the custom field you want to mass change. Step 4. Click Advanced.

Step 5. Select Change All Records or Change Records that Match selection below. Step 6. If you selected Change Records that Match selection below, choose a Value to

Change.

Step 7. Enter the New Value. Step 8. Click Change.


Step 9. When the change is complete, click OK. Step 10. Click Close.

Step 11. To return to the Home screen, click Close.

To mass change another custom field, repeat steps 3-9.


Managing Teacher Information

To enter teacher information: Step 1. On the Home screen, click Teachers.

Step 2. Click New.

Step 3. Enter information on each tab. Step 4. Click OK when finished.

Last Name and First Name are the only required fields. All other fields are optional.


Managing Staff Information

HeadMaster enables you to track your staff information as well. HeadMaster defines staff as anyone that works at your facility. This includes teachers, administration, front office, custodial and maintenance staff. When you add teachers through Teachers, they are automatically added to the staff list. To add staff:

Step 1. On the Home screen, click Staff.

Step 2. Click New.

Step 3. On the various tabs, enter the appropriate information.


Step 4. To save a staff record, click OK.


Managing Student Information

To add a student and family information:

By using the Add Student Assistant, you create a record for and links between students, parents, and families.


Step 1. On the Home screen, click Add Student.

Step 2. Enter the student’s information. Step 3. Click Next.

Step 4. Select Enter new family information.


Step 5. Click Next.

Step 6. Enter the primary family information. Step 7. Click Next.


Step 8. If there is no secondary family, select None. If secondary family information is available, select Enter new family information.

Step 9. Click Next.

Step 10. Enter secondary family information (if applicable). Step 11. Click Next.


Step 12. Enter emergency contact information. Step 13. Click Next.

Step 14. Enter pickup information. Step 15. Click Finish.


To complete student information: Step 1. On the Home screen, click Students.

Step 2. Double-click the student you want to complete.

Step 3. Click the Student tab. Step 4. Select Homeroom Teacher.


Step 5. Click the Custom tab (if applicable). Step 6. Enter custom fields information.

Step 7. Click the Immunizations tab (if applicable). Step 8. Enter immunization information. Step 9. Click OK to complete the process.


To edit student primary information: Step 1. On the Home screen, click Students.

Step 2. Double-click the student you want to edit.

Step 3. Click the Family tab. Step 4. Double-click the family (Family Form window displays).


Step 5. Step 5. Click the Address or Phone tab and make any necessary changes. Step 6. Step 6. When changes are complete, click OK.

To use Mass Change to assign homeroom teachers:

Mass Change allows you to assign homeroom teachers to multiple students at one time.

Step 1. On the Home screen, click Students.

Step 2. Click File.


Step 3. Select Mass Change.

Step 4. Click the “+” next to Student. Step 5. Select Homeroom Teacher. Step 6. Under Options, choose Select Individual. Step 7. Click Select.


Step 8. Click the Grade Level Header (sort by grade levels). Step 9. Select the students you want to assign to a Homeroom Teacher.

To add multiple students at one time, press and hold the Control or Shift key, then click the students you want to add.

Step 10. Click Add. Step 11. Click OK.

Step 12. In the New Value field, select a teacher.


Step 13. Click Change. Step 14. Click Yes.

Step 15. Click Ok. Step 16. Click Close.


Step 17. On the Student list, click Refresh.

To assign more homeroom teachers, repeat steps 2-15.


Managing Your Waiting List

Depending on your enrollment, you may be required to manage a waiting list for those children who have applied to the school, but a space is not available. You can manage your waiting list by using Pre-Enrolled. To manage your waiting list: On the Home screen, click Pre-Enrolled.

Step 1. Click New.

Step 2. Enter student information. Step 3. Select Pre-enrolled and enter Applied Date and Approved Date (if applicable).


You can sort and filter by Applied Date and Approved Date on the Pre-Enrolled Grid.

Step 4. Select Enter new family information. Step 5. Click Next.


Step 6. Enter primary family information. Step 7. Click Next.

Step 8. If there is no secondary family, select None. If secondary family information is

available, select Enter new family information. Step 9. Click Next.


Step 10. Enter secondary family information (if applicable). Step 11. Click Next.

Step 12. Enter emergency contact information. Step 13. Click Next.


Step 14. Enter pickup information. Step 15. Click Finish.

To sort/filter by Applied Date and Approved Date: Step 1. On the Home screen, click Pre-Enrolled.


Step 2. Right-click on the grid and select Customize.

Step 3. Display Applied Date and Approved Date headers.

Step 4. To sort, click the header you want. Step 5. To save this view, click the Save Current View icon. Step 6. To open this view, click the Open Saved View icon and select the view. Step 7. To print this view, click Print.


Setting Up Classes

In HeadMaster Plus, you can set up classes. Classes must have a subject in which you will need to create. For example, you could create subjects called Daycare or Preschool. To create a subject: Step 1. On the Home screen, click Subjects.

Step 2. Click New.

Step 3. Under Subject Details, enter the Code.

Step 4. Enter the Description. Step 5. Click OK.


To create classes: Step 1. On the Home screen, click Classes.

Step 2. Click New.

On the General tab: Step 3. Enter the Class Name. Step 4. Enter the Teacher. Step 5. Enter the Secondary Teacher (not required). Step 6. Enter the Grade Level. Step 7. Enter the Capacity (maximum number of students allowed in the class). Step 8. Enter the Location.


On the Subjects tab: Step 1. Select the Subject.

Step 2. Enter a Section.

You must enter a Section. Typically Section is used if you are teaching more than one section of the same class. If you only have one section of a class, enter a “1” or the grade level of the students being taught.

Step 3. Description is automatically populated when you select a subject and section.

All other information regarding the subject is populated from prior entry of the subject.


On the Schedule tab: Step 1. Select the days the class is taught. Step 2. In the first day, enter a start and end time. This will populate the times for the rest of

the days the class is taught.

Step 3. To save the class, click OK.

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Class Evaluation

Class: HeadMaster for Childcare Ministry I

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The class content was what I needed. 1 2 3 4 5

The class description was clear and accurate. 1 2 3 4 5

The training documentation was user friendly. 1 2 3 4 5

The trainer clearly communicated the content. 1 2 3 4 5

The trainer effectively managed the class. 1 2 3 4 5

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