ESL School Management Software

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ESL School Management Software• This presentation gives a general overview of the ESL School Management Software functionality using screenshots• Detailed instructions on the initial setup and ongoing use of the ESL School Management Software are included in the User Manual and are not included in this presentation• The ESL School Management Software requires Microsoft Access 2007 or above• Existing student, homestay and agent data held in spreadsheets can be easily imported for you upon request to this integrated application• Your logos, letterheads and footers can be imbedded in your ESL School Management application so that reports are customised specifically for your school• Until 31st March 2011, we are offering customised branding, import of your data and a full year of email/phone support at no charge

Benefits to You • time and cost savings – because all output including enrolment forms, homestay reports, monthly reports, end of study reports is automatically generated, you will be amazed at the savings of time and energy required to produce these• government requirements for information automatically generated, for example report on nationalities/ages. Just click on the report link.• no more separate lists of Students, Homestays and Agents – they are all in one place which means one place to enter data, one place to update data, and data consistency.• once a Students details have been input to the database, an enrolment form can be automatically generated at the click of the mouse• you can search your Homestays to see which ones are not only available, but also satisfy cats, dogs and smoking criteria that a Student has requested• once a Student’s details have been input and a Homestay assigned, a Homestay Report can be automatically generated and emailed to the Agent at the click of the mouse• student results are entered into the student’s result screen and at the click of the mouse, a report will be produced and even automatically emailed to the agent• it’s built using Microsoft Access and if you want extra features or functionality in your customized version, it’s not a problem

in essence it’s all about automation – once data is input, the rest looks after itself!

Language School Management Menu

The Main Menu is the hub of the database. From the Main Menu, you can add/update Students, Homestays, Agents, Activities, and Study Topics. You can enter Student Results, Student Activities, find a matching Homestay Family for a Student, and produce multiple reports. Let’s now drill down to see what happens when you click on each of the buttons.

Adding and Updating Students

Click on the Students button to open the Student Screen as shown in the next slide.

Add/Update Student Screen - 1

The Student screen is used to enter new students into the database, or to modify an existing student’s details. The Homestay and Agent are assigned. The links at the top of the screen produce the enrolment form, produce or email the homestay report, and provide navigation back to the main menu. Details of the student, the programme enrolled for, the homestay and the agent are entered as shown above – scroll down to view more details.

Add/Update Student Screen - 2

Scrolling down, we see that travel details, entrance test results, and answers to some marketing questions can be stored on the Student screen. Any activities entered for the student are also displayed here for easy reference.

The Enrolment Form

Once details are entered into the Student screen, the Enrolment Form may be produced. Click on the Preview Enrolment Form link at the top of the screen as indicated above.

The Enrolment Form

Clicking on the Preview Enrolment Form link automatically generates and displays the form. If any details are not correct, you can go back to modify them and then reproduce the enrolment form. You can then print it for your records. The enrolment form may be customised to suit your school requirements.

The Homestay Report

Once a student has been assigned to a Homestay, the Homestay Report may be produced. Click on the Preview Homestay Report link at the top of the screen as indicated above

The Homestay Report

Clicking on the Preview Homestay Report link automatically generates and displays the Homestay Report. If any details are not correct, you can go back to modify them and then reproduce the Homestay Report. You can then print it for your records. The Homestay Report may be customised to suit your school requirements.

Emailing the Homestay Report

Once you are happy that the Homestay Report is correct, click on the Email Homestay Report link at the top of the screen as indicated above to email the report directly to the Student’s Agent.

Emailing the Homestay Report

Clicking on the Email Homestay Report link converts the Homestay Report into pdf format and automatically creates an email to the Agent. Simply write the body of your email and send.

Adding and Updating Homestays

Click on the Homestays button to open the Homestay Screen as shown in the next slide.

Add/Update Homestay Screen - 1

The Homestay screen is used to enter new Homestays into the database, or to modify an existing Homestay’s details. The links at the top of the screen provide the ability to delete a Homestay , email the Homestay family, and provide navigation back to the main menu. Details of the Homestay are entered as shown above – scroll down to view more details.

Add/Update Homestay Screen - 2

Scrolling down, we see that further family details can be held in the Homestay screen. Past and present students assigned to the Homestay are also displayed here for easy reference.

Emailing the Homestay Family

If you would like to email the Homestay Family, click on the Email Homestay Family link at the top of the screen as indicated.

Emailing the Homestay Family

Clicking on the Email Homestay Family link automatically creates an email to the Homestay. Simply write the subject and body of your email and send.

Adding and Updating Agents

Click on the Agents button to open the Agent Screen as shown in the next slide.

Add/Update Agent Screen

The Agent screen is used to enter new agents into the database, or to modify an existing agent’s details. Details of current and past students referred by the Agent appear at the bottom for easy reference.

Emailing the Agent

If you would like to email the Agent, click on the Email Agent link at the top of the screen as indicated.

Emailing the Agent

Clicking on the Email Agent link automatically creates an email to the Agent. Simply write the subject and body of your email and send.

Adding and Updating Activities

Activities are the extra-curricular opportunities that your school offers. Click on the Activities button to open the Activities Screen as shown in the next slide.

Add/Update Activities Screen

The Activities screen is used to enter new activities into the database, or to modify an existing activity’s details. Entering an Activity in this screen allows it to be selected when entering Activities against Student records, and will allow reports of Student Activity fees to be produced.

Adding and Updating Topics

Topics are the study subjects that your school offers. Click on the Topics button to open the Topics Screen as shown in the next slide.

Add/Update Topics Screen

The Topics screen is used to enter new Topics into the database. Entering a Topic in this screen allows it to be selected when entering weekly Results against Student records.

Entering Results

Results can be entered for each Student as they complete a Topic. Click on the Enter Weekly Results button to open the Weekly Results Screen as shown in the next slide.

Weekly Results Screen

The Weekly Results screen is used to enter results into the database. Select the student from the dropdown list that appears when the dropdown list is clicked. Previous results are shown and new results can be added.

Assessment Record

Clicking on the Assessment Record link at the top of the Weekly Results screen produces a print preview of the Student’s assessment record, which can be printed if required.

Entering Monthly Results

Monthly Summary Results can be entered for each Student. Click on the Enter Monthly Results button to open the Monthly Results Screen as shown in the next slide.

Monthly Results Screen - 1

The Monthly Results screen is used to enter monthly summary results into the database. Select the student from the dropdown list that appears when the dropdown list is clicked. Previous monthly results can be navigated to and new results can be added.

Monthly Results Screen - 2

Scrolling down in the Monthly Results screen shows the remaining fields.

Monthly Report

Clicking on the Preview Monthly Report link in the Monthly Results screen produces the Monthly Report for the student. The above example is designed to be printed on letterhead but there is also the option for you to provide your logo and header/footer to customise this report to your school, and print with or without pre-printed paper. The check box questions can also be customised to reflect your learning outcomes.

Email Monthly Report to Agent

Clicking on the Email Report to Agent link automatically creates an email to the Agent, with the Monthly Report in pdf format. Simply write the subject and body of your email and send.

Entering End of Study Results

End of Study Results can be entered for each Student. Click on the Enter End of Study Results button to open the End of Study Results Screen as shown in the next slide.

End of Study Results Screen - 1

The End of Study Results screen is used to enter end of study summary results into the database. Select the student from the dropdown list that appears when the dropdown list is clicked. Up to four different levels (Elementary, Pre-intermediate, Intermediate, Upper Intermediate) with different statements are available. Statements in the example such as ‘Can find facts in the text’ can be changed to suit your school. The information stored here is used to create the end of study report.

End of Study Results Screen - 2

Scrolling down in the End of Study Results screen – please see next slide to continue

End of Study Results Screen - 3

Scrolling down in the End of Study Results screen – all of the details you have entered here including boxes checked, and the teacher comment, will appear in the End of Study Report.

End of Study Report

Once the end of study results have been entered, the End of Study Report may be produced. Click on the Preview Report link at the top of the screen as indicated above

The End of Study Report

Clicking on the Preview Report link produces the End of Study Report for the student. The above example is designed to be printed on letterhead but there is also the option for you to provide your logo and header/footer to customise this report to your school, and print with or without pre-printed paper. The check box questions can also be customised to reflect your learning outcomes.

Email End of Study Report to Agent

Clicking on the Email Report link automatically creates an email to the Agent, with the End of Study Report in pdf format. Simply write the subject and body of your email and send.

Entering Student Activities

Student Activities can be entered for each Student. Click on the Enter Student Activity button to open the Student Activities Screen as shown in the next slide.

Entering Student Activities

The Student Activities screen is used to enter extra-curricular student activities offered by your school into the database. Select the student from the dropdown list that appears when the dropdown list is clicked, and add an activity to that student. Activities available are controlled by the Activities you have entered using the Add/Update Activities Screen .

Find a Matching Family

Once a student specifies his/her preference for cats/dogs/smoking families, the student can be matched with a compatible family. Click on the Find a Matching Family button.

Find a Matching Family

The Find a Matching Family screen is used to search for families that match the cat, dog and smoking criteria that the student has specified. Select Yes, No or Doesn’t Matter from the dropdown lists, then click on one of the binocular buttons to find a matching family. Results will be displayed in print preview format and can be printed if required.

Flight Details Report

Click on the Flight Details button – you are immediately asked for the start date of the period you are interested in. This is used to select students based on their Enrolment Date.

Flight Details Report

The Flight Details report asks for the date range that you are interested in, then shows a print preview of the flight information in the format above. Note that this example has been taken from a live ESL School Application so student names and agent companies in all report screenshots have been obscured to protect privacy – of course your reports will show these details.

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Age, Nationality and Programme Hours Report

Click on the Age, Nationality and Programme Hrs button – you are asked for the start and end dates of the period you are interested in. This selects students based on their Enrolment Date and displays the following report.

Age, Nationality and Programme Hours Report

Age, Nationality and Programme Hours Report asks for the date range that you are interested in, then shows a print preview in the format above.

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How Heard about Us Report

This report is very useful in your marketing efforts. Click on the How Heard about Us button – you are asked for the start and end dates of the period you are interested in. This selects students based on their Enrolment Date and displays the following report.

How Heard about Us Report

How Heard about Us Report asks for the date range that you are interested in, then shows a print preview in the format above.

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Agent

Why Chose Us Report

This report is very useful in your marketing efforts. Click on the Why Chose Us button – you are asked for the start and end dates of the period you are interested in. This selects students based on their Enrolment Date and displays the following report.

Why Chose Us Report

Why Chose Us Report asks for the date range that you are interested in, then shows a print preview in the format above.

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Activities Report

This report is very useful in your marketing efforts. Click on the Activities button – you are asked for the start and end dates of the period you are interested in. This selects students based on their Enrolment Date and displays the following report.

Activities Report

The Activities Report asks for the date range that you are interested in, then shows a print preview in the format above, giving summaries of Activity Costs for each student.

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Search Engine Report

This report is very useful in your marketing efforts. Click on the Search Engine button – you are asked for the start and end dates of the period you are interested in. This selects students based on their Enrolment Date and displays the following report.

Search Engine Report

The Search Engine Report asks for the date range that you are interested in, then shows a print preview in the format above, giving summaries for each search engine.

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Social Network Report

Social networking is the new buzz word and you need to know what your students use. Click on the Social Network Site button – you are asked for the start and end dates of the period you are interested in. This selects students based on their Enrolment Date and displays the following report.

Social Network Report

The Social Network Report asks for the date range that you are interested in, then shows a print preview in the format above, giving summaries for each Social Network.

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Agent Referrals Report

To produce a report on Agent Referrals by Country, click on the Referrals by Country button – you are asked for the start date of the period you are interested in. This selects students based on their Enrolment Date and displays the following report.

Agent Referrals Report

The Agent Referrals Report asks for the start date that you are interested in, then shows a print preview in the format above, giving summaries for each Country. This lets you track Agent performance so that you can encourage those doing well for you and follow up those that are not.

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Agent List

To produce a report on Agents, click on the Agent List button. This displays the following report.

Agent List

The Agent List Report shows a print preview in the format above – name, company, contact details and address.

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Homestay Placements Report

To produce a report on Homestay Placements , click on the Homestay Placements button. This displays the following report.

Homestay Placements Report

The Homestay Placements Report summarises placements made to each Homestay. It shows a print preview in the format above.

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Homestay Nights Report

To produce a report on Homestay Nights , click on the Homestay Nights button. This displays the following report.

Homestay Nights Report

The Homestay Nights Report lists students and nights stayed in Homestays. It shows a print preview in the format above.

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Inactive Families Report

This report gives a list of families who are currently inactive, meaning they are not currently available to host a student.

Inactive Families Report

The Inactive Families Report lists families not currently available for hosting and is shows a print preview in the format above including the family contact details. From time to time you may wish to contact these families to see if they would like to resume hosting.

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Homestay List

This report gives a list of families who are currently active, meaning they are currently available to host a student.

Homestay List

The Homestay List reports on families currently active on your books and is shows a print preview in the format above including the family contact details.

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We are a medium sized language school based in Taupo, New Zealand. After many years of using different databases – one for students, one for home stay families, one for activities and operators – we decided to combine everything into one database. TechSalad listened to our requirements, went away and came back with a very easy to use programme that has streamlined all our information. Everything is now linked so we can see at a glance which students have been placed with which homestay families, the activities students’ have participated in and all other general enrolment information. The database has made the statistics I have to provide so much easier to collate. Each agency – NZQA, Ministry of Education, Statistics New Zealand, English New Zealand – has a different way of collecting information with different date ranges that they want the information for. It used to be quite a long winded process but now all I have to do is print out a report and I’ve got all the information right there. The teachers enter the students’ weekly test results in to the database along with general comments regarding class participation which makes our monthly student reporting so much easier. There have been remarkably few problems in the start up of our using the database. There were a couple of minor glitches to fine tune but the longest time TechSalad has spent making any changes has been when we weren’t clear enough with our instructions. The database has proved to be a real time saver and has made our jobs that much easier. I would highly recommend TechSalad for your next database! Esther McErlain ManagerTAUPO LANGUAGE

A Testimonial..

ESL School Management Software

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