Checkpoint Workshop urse Guide - …images.acswebnetworks.com/1/322/T2014_HM_Set_Up_Part_II1.pdf · HeadMaster enables you to set up different class structures such as a 1st Grade

1

HeadMaster: Setting Up HeadMaster Part II

HeadMaster Set Up Part II

2

Copyright

Copyright © 2014 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of

this publication by mechanical or electronic means, including facsimile transmission and e-mail,

without the express permission of ACS Technologies Group, Inc. is strictly prohibited.

Version 11.5

Last Updated 2/24/2014 2:56 PM

Contents

3

Contents Introduction to This Guide .......................................................................................................... 4

Unit 1: Before You Begin ............................................................................................................. 5

Unit 2: Setting Up Grading Scales ................................................................................................ 6

Unit 3: Setting Up Grading Periods .............................................................................................. 9

Unit 4: Setting Up Class Periods ................................................................................................ 12

Unit 5: Setting Up Subjects ........................................................................................................ 13

Unit 6: Setting Up Classes.......................................................................................................... 16

Unit 7: Creating Student Schedules ........................................................................................... 23

Unit 8: Student Schedule Transfers ........................................................................................... 29

Unit 9: Posting School Attendance ............................................................................................ 30

Unit 10: Posting Class Attendance ............................................................................................. 32


4

Introduction to This Guide This document covers the second part of the initial set up of the Headmaster Software.

This guide includes the following concepts:

Setting Up Grading Scales

Setting Up Grading Periods

Setting Up Class Periods

Setting Up Subjects

Setting Up Classes

Creating Student Schedules

Posting School Attendance

Posting Class Attendance


5

Unit 1: Before You Begin Please have the following items completed before setting up classes and taking attendance:

Usernames and passwords for all HeadMaster and Classroom Manager users

Grade levels

School Information

Custom Fields (if needed)

Teachers

Staff

Student information

Homeroom Assignments

If you have one or more of the above items incomplete, please refer to the HeadMaster Set Up

Part I document and video or contact the ACS Technologies HeadMaster Support Department at

1-800-669-2509.


6

Unit 2: Setting Up Grading Scales HeadMaster enables you to set up different class structures such as a 1st Grade class with

multiple subjects. Before setting up subjects and classes, you need to set up your Grading Scales

and Grading Periods.

To set up Grading Scales:

Useful Information

HeadMaster allows for multiple grading scales. For example, you can add one for elementary,

one for junior high, and one for senior high.

1. On the Home screen, click Options.

2. Click Grading Scales.

3. Click Create New.

4. Enter Name.

5. Click OK.

Figure 1: Creating a Grading Scale

6. Click Set as default (if applicable).

7. Click Add.

8. Enter Numeric, Letter Grade 1, Letter Grade 2, and Grade Points.


7

Useful Information

Numeric is the only grade that is required.

Letter Grade 1 = A, B, C, D, F

Letter Grade 2 = O, S, N, U or whatever letters you use

Grade Points = GPA

Figure 2: Adding Grades

Repeat steps 7 & 8 until you have entered all of your grades.

To create another grading scale, repeat steps 3-8.

Other Grading Options:

Extra grade points for honors: enter extra points to be automatically added to the students’

GPA when they take a class marked as honors.

Extra grade points for AP: enter extra points to be automatically added to the students’ GPA

when they take a class marked as AP.

Failing Grade: enter the number that designates what students have failed an assignment or

class. This grade displays in red.


8

Use credits to weigh subjects GPA: if you have classes worth different credits, select this box to

have the number of credits affects the GPA. Example: A Physical Education class is worth 0.5

credits and a Chemistry class is worth 2.0 credits. The GPA received in the Chemistry class will

affect the overall GPA more than the GPA received in the Physical Education class.

Use credits to weigh subjects Average: if you have classes worth different credits, select this

box to have the number of credits affects the Average. Example: A Physical Education class is

worth 0.5 credits and a Chemistry class is worth 2.0 credits. The average received in the

Chemistry class will affect the overall Average more than the average received in the Physical

Education class.

Round Average to ____ decimal places: select up to 4 decimal places for rounding your numeric

average. Example: You set the rounding to two (2) decimal places. A student receives a grade of

89.167. The student’s grade will be an 89.17.

Round GPA to ____ decimal places: select up to 4 decimal places for rounding your GPA.

Example: You set the rounding to two (2) decimal places. A student receives a GPA of 3.478. The

student’s GPA will be a 3.48.

Figure 3: Grading Options


9

Unit 3: Setting Up Grading Periods HeadMaster allows for multiple grading periods. For example, you can add one for elementary,

one for junior high and one for senior high.

Useful Information

Elementary: Quarter 1, Quarter 2, Quarter 3, Quarter 4

Middle: Sem 1 = Quarter 1, Quarter 2 Sem 2 = Quarter 3, Quarter 4

Upper: Sem 1 = Quarter 1, Quarter 2, Sem 1 Exam Sem 2 = Quarter 3, Quarter 4, Sem 2 Exam

To set up Grading Periods:


2. Click Grading Periods.

3. Click Create New (a new window opens).

4. Enter Grading Period Name.

5. Enter Number of Semesters.

6. Enter Number of Periods Per Semester.

7. Enter Number of Weeks Per Period.

8. Click Next.

Figure 4: Creating a Grading Period


10

9. Enter the Start Date and End Date for each grading period.

10. When finished, click Close.

Figure 5: Entering Grading Period dates

To create more grading periods, repeat steps 3-10.

To change the names and weights for grading periods:

1. Highlight the grading period name.

2. Enter the new name. Example: 1st 9 weeks changes to 1st Quarter.

3. Highlight the grading period weight.

4. Enter the new weight. Example: 50% changes to 40%. See “Figure 6: Changing Grading

Period Information” on page 11.


11

Figure 6: Changing Grading Period Information


12

Unit 4: Setting Up Class Periods You have an opportunity to set up class periods. You enter a start and end time for each period

and then assign classes to a specific period. This is not a required item.

To set up Class Periods:


2. Click Period Setup.

3. Click Add.

4. Enter the Code.

5. Enter the Description.

6. Enter the Start Time.

7. Enter the End Time.

8. Click OK.

To create more class periods, repeat steps 2-7.

Figure 7: Setting Up Class Periods


13

Unit 5: Setting Up Subjects HeadMaster can accommodate middle and high school classes as well as self-contained

elementary classes. The first step in class creation is to create subjects. Depending on the size

and needs of your school, you may want to create a set of subjects for elementary, middle and

high school. Each level will have different subject attributes selected.

To create Subjects:

1. On the Home screen, click Subjects.

2. Click New.

3. Enter Subject Code.

4. Enter Credits if applicable.

5. Select how credits are earned.

Useful Information

Earn credits based on:

Year: A student is a taking a math class for one credit, the subject is set to earn

the credit for the entire year. When you view this student’s total credits at

the end of the 1st Semester, it will show one credit earned for the math class.

Semester/Quarter: A student is taking a math class for one credit; the subject is

set to earn credit for Semester/Quarter. When you view this

student’s total credits at the end of the 1st Semester, it will

show .5 credits earned for the math class.

6. Enter Description.

7. Select Grade Type: Numeric, Letter Grade 1, Letter Grade 2, Points, Numeric/Letter

Grade 1 or Numeric/Letter Grade 2. This is what appears on report cards.

8. Select other subject options.

9. Click OK.

Figure 8: Creating a Subject

To create more subjects, repeat steps 2-9.


14

Examples of Elementary, Middle, and High School subjects:

Useful Information

When creating separate sets of subjects for each area, it is helpful to enter a “1-“ before an

elementary subject code. Enter a “2-“ before a middle school subject code. Enter a “3-“ before a

high school subject code. This makes it easier to sort through subjects when creating classes.

See examples below.

Elementary Subject:

Figure 9: Elementary Subject

Middle School Subject:

Figure 10: Middle School Subject


15

High School Subject:

Figure 11: High School Subject


16

Unit 6: Setting Up Classes HeadMaster can accommodate single subject and self-contained classes. This unit shows you

how to set up both class types.

To create classes with a single subject:

Useful Information

Single subject: typically high school or upper school classes and specials classes (art, PE, music,

technology). Students have a different teacher for each subject.

1. On the Home screen, click Classes.

2. Click New.

On the General Tab:

1. Enter Class Name.

2. Enter Teacher.

3. Enter Secondary Teacher. This not required.

4. Enter Grade Level.

5. Enter Course Number. This is not required.

6. Enter Capacity. This is the maximum number of students allowed in the class.

7. Enter Location.

8. Select Grading Period.

9. Select specific periods. For example, a class only meets Semester 1. Clear the check

boxes for Semester 2 - 3rd and 4th 9 weeks, and Final Exam.

10. Select Grading Scale.

11. Clear the check box if class is inactive. This is currently NOT being taught.

12. Clear the check box if you are not taking class attendance. See “Figure 12: Class General

Tab” on page 17.


17

Figure 12: Class General Tab

On the Subject Tab:

1. Select the Subject.

2. Enter a Section.

Useful Information

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 the grade level of the students

being taught.

3. Description: automatically populated when you select a subject and section. See “Figure

13: Class Subject Tab” on page 18.

Useful Information

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


18

Figure 13: Class Subject Tab

On the Schedule Tab:

1. Select the days the class is taught.

2. In the first day, enter a Start and End time or select a Period. This will populate the

times/periods for the rest of the days the class is taught.

3. To save the class, click OK.

Figure 14: Class Schedule Tab


19

To create classes with multiple subjects:

Useful Information

Multiple subjects: typically used in elementary, lower, or primary school. Students have the

same teacher for multiple subjects.


2. Click New.

On the General Tab:

1. Enter Class Name.

2. Enter Teacher.

3. Enter Secondary Teacher. This not required.

4. Enter Grade Level.

5. Enter Course Number. This is not required.

6. Enter Capacity. This is the maximum number of students allowed in the class.

7. Enter Location.

8. Select Grading Period.

9. Select specific periods. For example, a class only meets Semester 1. Clear the check

boxes for Semester 2 - 3rd and 4th 9 weeks, and Final Exam.

10. Select Grading Scale.

11. Clear the check box if class is inactive. This is currently NOT being taught.

12. Clear the check box if you are not taking class attendance.

Figure 15: Class General Tab


20

On the Subject Tab:

1. Select the Subject.

2. Enter a Section.

Useful Information

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 the grade level of the students

being taught.

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

Useful Information

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

4. To select another subject, click Select Subject.

Figure 16: Class Subject Tab


21

5. Select a subject.

6. Enter a Section.

7. Description: automatically populated when you select a subject and section

8. Click OK.

To add other subjects to this class, use steps 4-6.

Once you have added all of the subjects that are taught by the selected teacher, your Subject

tab should look similar to this:

Figure 17: Class Subject Tab for Multiple subject classes

On the Schedule Tab:

1. Select the days the class is taught.

2. In the first day, enter a Start and End time or select a Period. This will populate the

times/periods for the rest of the days the class is taught.

3. To save the class, click OK. See “Figure 18: Class Schedule Tab” on page 22.


22

Figure 18: Class Schedule Tab


23

Unit 7: Creating Student Schedules HeadMaster offers three ways to schedule students in to classes:

1. Student Schedule Assistant

2. Class Roll Tab

3. Student record Schedule tab

To schedule students using the Student Schedule Assistant:

1. On the Home screen, click Student Schedule.

2. Select the scheduling option.

Option #1: Add one class or multiple classes to a single student or group of students.

Option #2: Add one class or multiple classes to an entire grade level. Option #3: Add one class or multiple classes to the entire database. For this step, we are using option #1.

3. Click Next.

4. Select the students you want to create schedules for. There are three options available.

Option #1: Select multiple students by pressing and holding the Ctrl key.

Option #2: Click Grade Level to sort student by grade level.

Option #3: Click a grade level. Then click the Filter Icon.

For this step, we are using option #1.

5. Click Add.

6. Click Next.

Figure 19: Student Schedule Assistant


24

7. Select the classes you want to add to the student schedules (three options available).

Option #1: select multiple classes by pressing and holding the Ctrl key. Option #2: click Grade Level to sort classes by grade level. Option #3: Click a grade level. Then click the Filter Icon. For this step, we are using Option #1.

8. Click Add. 9. Click Save.

Figure 20: Student Schedule Assistant

1. Click Yes or No to continue adding classes.

The selected classes are now added to the students’ schedules.


25

To print multiple student schedules:

2. On the Home screen, click Reports.

3. Click the “+” beside the Schedules book.

4. Click Student Schedules.

5. Select sorting/filtering options.

6. Click Print or Preview.

Figure 21: Printing Student Schedules


26

An example of a student schedule:

Figure 22: Student Schedule

To create a schedule for an individual student:

Useful Information

You may have a student who transfers to your school mid-year. You can use the Student

Schedule Assistant, or you can create the schedule through the student’s individual record.

1. On the Home screen, click Students.

2. Double-click the student’s record.

3. Click the Schedule Tab.

4. Click Add.

5. To select classes, click each class name you want to add.

6. Click Add.

7. Click Close. See “Figure 23: Adding Individual Student Schedule” on page 27.


27

Figure 23: Adding Individual Student Schedule

8. To view the schedule, click Preview.

9. To print the schedule, click Print.

Figure 24: Preview/Print Individual Student Schedule


28

To print a single student’s or multiple students’ grid schedules:


2. Select the student or students for whom you would like to print schedules.

3. In the Icon Tool Bar, click the View Student Schedule icon.

Figure 25: View Student Schedule icon

4. Click the Printer icon.

Figure 26: Student Grid Schedule


29

Unit 8: Student Schedule Transfers Sometimes students need to be transferred from class to another for a variety of reasons: class

size balance, skill level, discipline issues. HeadMaster offers an easy way to transfer a student

from one class to another while keeping current averages and class attendance totals.

To transfer a student from one class to another:


2. Double-click the student you want to transfer.

3. Click the Schedule tab.

4. Single-click the class you want to transfer the student out of.

5. Click Transfer.

6. Select you want to transfer the student in to.

7. Click Next.

Figure 27: Transfer Student Classes

8. Grades display in the corresponding grading periods.

Useful Information

If the classes are different subjects: transferring from Math to English, you need to enter the

period grades manually. Class Attendance transfers automatically.

9. Click Finish.

10. When transfer is complete, click OK.

11. To close the Transfer window, click Close.

12. To save the student record, click OK.


30

Unit 9: Posting School Attendance School Attendance is usually taken at the beginning of the day for the entire school. Then, you

can edit the attendance as needed when students are tardy.

School attendance is based on the Homeroom teacher.

To mark school attendance:

1. On the Home screen, click School Attendance.

Useful Information

When School Attendance opens, it displays the entire school enrollment. You can view the

children for a specific teacher or grade level.

2. Select a date.

3. Mark students absent, tardy, unexcused absent, unexcused tardy, or half day.

Useful Information

You have two options for marking attendance:

Option #1: Click the correct attendance code. Then double-click the student.

Option #2: Right-click on the student and select the correct attendance code.

4. Add a Reason code.

Useful Information

Reason codes enable you to track the reasons given for an absent or tardy mark. You can print

an Attendance Detail report that lists dates and reasons given for the attendance mark.

5. Click OK to save attendance or select another teacher or grade level. See “Figure 28:

Marking School Attendance” on page 31.

Useful Information

You can enter attendance for any date. If you were unable to enter attendance from the day

before, you can select the appropriate date and mark attendance.


31

Figure 28: Marking School Attendance

To print attendance reports:


2. Click the “+” beside the Attendance book.

3. Select a report.

4. Select sorting/filtering options. Click Preview or Print.

Popular School Attendance Reports:

School Attendance Daily Absence: displays absences and tardies for the day. School Attendance Detail: displays dates and reason codes for absences and

tardies for a date range. School Attendance Summary: displays totals for all attendance codes for a date range.


32

Unit 10: Posting Class Attendance With HeadMaster Plus, Pro and Classroom Manager, you can track class attendance. This mainly

applies to upper grade students who switch teachers for each subject.

To post Class Attendance:

1. On the Home screen, click Class Attendance.

2. Select the appropriate date.

3. Click OK.

4. Choose the class you want to post attendance for.

5. Mark students absent or tardy and record a reason code.

6. Click OK.

Figure 29: Marking Class Attendance

Mark class attendance using the seating chart.


2. Select the class that you would like to take attendance for.

3. Click Seating Chart.

4. Click the Attendance icon.

5. Click the student that is absent or tardy. Click through until you find the appropriate

attendance code.

6. Click Close. See “Figure 30: Class Attendance by Seating Chart” on page 33.


33

Figure 30: Class Attendance by Seating Chart

To access Class Attendance Reports:


2. Click the “+” beside the Attendance book.

3. Choose the appropriate Class Attendance report. See “Figure 31: Class Attendance

Reports” on page 34.


34

Figure 31: Class Attendance Reports

Popular Class Attendance reports:

Student Attendance Detail: displays absences and tardies by date per class Student Attendance Summary: displays total absences and tardies by date

range per class.

Documents

Checkpoint Workshop urse Guide - …images.acswebnetworks.com/1/322/T2014_HM_Set_Up_Part_II1.pdf · HeadMaster enables you to set up different class structures such as a 1st Grade