When using your back office database for school related classes, tracking and attendance, there are several annual/ semester steps that have to occur. We suggest your Educational Director complete these steps, as they required senior staff access to different areas within your back office. This process assumes you already have your school set-up in your back office. If you have NOT already set-up your school area, CLICK HERE.
Let's get started!
NEW - Automated Class Advancement
Are you interested in having students auto-advance their grade level every year on June 15th? If so, read on. If not and you prefer the manual method, scroll down to "MANUAL METHOD - Remove Students From Old Classes"
Step #1 - Open a support ticket and ask for the "Jvillage Class Graduation" extension to be enabled.
Step #2 - Visit the individual contact, record of each student and you'll find a custom field group near the bottom of the Summary tab labeled "Grade/Class."
Under this group is a field labeled "Graduating Class" (see above image).
- Enter a four-digit year in this field
- Save the record
You'll see that the Current Grade field is updated automatically.
An alternative to doing this in each record is to batch update via profile.
Step #3 - Create SMART GROUP for each grade based on the current grade custom field. For example, go to Search/Advanced Search and scroll down to "custom fields" and fill in with one grade.
(Have two sections of one grade? Add a tag to each students record like "section a or section b" and then add that tag to your SMART GROUP criteria.)
Click Search, choose your contacts, then, from the 'Actions' drop down, choose "Group - create smart group".
Fill in the Class Name and other relevant information, and then click Save Smart Group.
This extension provides the Scheduled Job: "Call Classgraduate.Updateall API," which is scheduled to RUN DAILY.
It will update the following:
- Current Grade field for all contacts based on the current date and the value of the individual's Graduating Class field.
- Contacts with a graduation date set will auto-advance on June 15th and all of your smart groups will, consequently be updated.
First, you'll need to remove students from their previous classes.
To do this, go to:
- Search>Find Contacts. Begin with one class at a time. For example, choose 7th grade. Click Search.
- From the results screen, choose all. Select the action "Remove Contacts From Group". Click Go.
- Select group to remove (example: seventh grade). Click "remove from group".
- Click BACK in your browser twice (to see original list of students in seventh grade).
NOTE: you can also find contacts who have "inactive" status of a group (e.g. have been removed from the group in the past) by going to Contacts/ Manage Groups/ Use the search bar to type in the name of the group/ Click Search. From the results, you can edit search to find group members who have been "removed" from the group. You'll also see the historical/ inactive groups on a student's contact record "groups" tab.
Next, choose the same contacts to add them to their new class (you return to the list by going BACK in your browser).
- Select the action "Add Contacts To Group". Click Go
- Add contacts to existing group "Eight Grade" or create a new group called "Eight Grade" if it does not already exist. Click "Add to Group".
Repeat this process for all remaining classes/ grades.
Now you'll need to create individual events for each class that will occur in the following semester. This step can be done all at once (all classes for the semester created in one day) or done on a weekly basis. The steps are as follows:
STEP 1: New Event
To begin, click on Events>New Event.
From this screen, enter in the event information as follows:
- Event Type: class
- Participant Status: student
- Event Title: name of the class
- Event Summary/ Description: as desired
- Start Date & Time
- End Date & Time
- Check "is public?" for the class to appear on your front-end website calendar.
Click "Save and Next".
Enter in the address or use an existing address for the event and click "save and done". NOTE: You can also create an event template to use from semester to semester by entering this information into a template (Events/ Event Templates/ New Template).
STEP 2: Repeat An Event
Next, if your classes happen on a regular basis, click Events>Repeat An Event.
From this screen:
a) Choose the original event (from step 1)
b + c) Choose the duration and frequency for how often you'd like the event to repeat.
d) Run a test run first to make sure your date range is correct.
e) Then run in live mode to create your remaining events by uncheck-ing "test run" and clicking "submit".
NOTE: We suggest only creating one semester of classes at a time, at the most, to prevent having a mess on your hands should the event information be incorrect. Once events are created by 'repeat an event', you cannot batch delete or batch update events. Each event now is its own unique event that must be deleted or updated individually.
Repeat this step for each different class type/ class name.
Finally, register students for each event. This step can be done all at once (all classes for the semester created at once) or done on a weekly basis. Student attendance (e.g. participant status) will still need to be updated after the class has been held. To do this, go to::
1. Search>Find Contacts.
2. Choose Group (class) that you'd like to find (ex: seventh grade). Click Save.
3. Results will be students in that group. Choose "All __ Records"
4. From results you can choose "actions" to complete, e.g. "add contacts to event" (see screenshot below):
5. Find the event/ class from the select bar. Choose "register contacts".
Repeat this step for each different class (K - 8) as well as each different event/class date.