Student Manager 101 SeriesStudent Manager 101 Series

Part 1/5Part 1/5

NamesNames

    It can help you do your job

        Faster

        Easier

        With more accuracy

    

Student Manager is an instrument…….

NOT a CD Player

(or MP3 Player.. For you “young ‘uns”)

Your involvement and participation Is required!

    

So … the amount of benefit you get fromStudent Manager is directly proportionalTo the investment you make in learning

How to use it… in your environment!

You are NOT alone…

You have help….

www.aceware.com

Remember, there’s always online help at ……

Or from the Student Manager Tool bar……

Student Manager data is managed through three major areas…..

• Names - your students, your potential students

• Courses – Your programs, classes, workshops, conferences, online programs,

etc.

• Registrations – and the payments related to them

Other icons on the toolbar include:

• Lookup Faculty

• Add/Edit Codes

• Edit Preferences

• Open the Online Help Guide

• Log on a Different User

Click on the icon, or use the drop-down menus to access each area.

To Leave Student Manager . . .

Go to File and choose

Exit

When you leave your office,

ALWAYS Close (EXIT) Student Manager

Clicking on Edit provides the opportunity to Undo, Copy, Edit, Paste, Clone and Paste Name record, set

Preferences and establish or edit your User Profile.

Module

Is where you can get to your data…

To add/edit or Delete records in your system….

Reports …..

290 + reports in 84 different areas…

(all reports can be modfied…)

Tools…

for maintenance & cleanup

A quick place to get a “Big Picture” of the total size of your system is under “Help”

- About Student Manager

Click the + sign to add a name

3 ways to begin!3 ways to begin!

1

2

3 On the keyboard – Alt + A

From Modules, select Names, Add New Name

Since only checked fields

display, you can remove fields,

improving accuracy.

NOTE: Many fields can be re-labeled and/or

validated.

Customize the name screen with Preferences

We’ll cover this in moreDetail in the Last Series

# 5 - Codes

Pink brackets are also validated data fields, but

link to a table.

Data Validationfields with dropdown

arrows)

Remember.. What you “See” dependsOn what fields you’ve enabled inThe Name Preferences Area..

The + sign means you

can add codes

On-the-fly

Student ID #

The ID # is the unique identifier for the Names table.  

Organizations have the option of entering a unique 9 digit ID, or allowing the system to generate an ID number for the Name record (if you do not enter a #, the system will generate a unique ID number when you save the record).  

System generated ID numbers begin with your site code (e.g. if 'X' is your site code the numbers would begin at X00000001; select Edit / Preferences / Organization Defaults to set the site code.  

A few fields deserve extra mention . . .

Badge Name: for those people who don’t like the name their mother gave

them, or prefer to go by the name “Bubba”

When a husband and wife enroll for ballroom dance, you don’t need to

send the household two brochures. “Don’t mail” lets you hide one of the

names when running mailing lists.

NOTE: in 7.2.A you can“Re-Purpose” this field

A few fields deserve extra mention . . .

A complimentary field to “Don’t Mail” is Excl which excludes the name from

mass emails

(This allows you to comply with “Can Spam” regulations )

A few fields deserve extra mention . . .

Source identifies how the customer arrived at your doorstep the first time.

Add Interest identifies those classes in which the customer expressed an interest.

As they register for courses, the subject code from the course is added to this field.

No limit is placed on the amount of Interest codes a student may have.

Interest Codes are a POWERFUL tool for Marketing and Program Management! . .

•Can add as many as you want

•Can “Scope” by program area

•Can auto-fill from Course “Subject”

•Can be edited or deleted

A few fields deserve extra mention . . .

Occupation and Organization

Record the student’s career choice in occupation, and the industry in which they work in organization.

For example, on campus you have nurses and law enforcement officers (occupation) who work in education (organization).

Recording both is more accurate when generating mailing lists.

NOTE: again…in 7.2.A you can

“Re-Purpose” these fields

Membership(s)

A powerful tool to manage, track, and control access to classes.

There is a special webinar devoted to handling memberships in the webinar archive.

Student Manager Automatically adds….

Add Date, Updated Time, Updated, Created by, and Updated by. This creates a historical record of activity on the record.

Saving your work….

Any Button EXCEPTUndo

AbandonEsc

Will SAVE your edits

Saves.. Screen Remains

Open

Saves(Closes Screen)

If you have NOT saved changes, will

UnDo any Edits (Screen Remains Open)

You do NOT have to hit SAVEBefore an OK/Close

If you have NOT saved changes, will

UnDo any Edits (Closes Screen)

Looks up (finds) a new name (also SAVES)

Once you’ve built a list of names, use the Find tool to locate a name in the list.

Find

Navigating the FIND window

To EXIT the Find Window..

Press ESC

(the X close box does NOT do it)

What you type appears here….

Getting your Timing down

You may set the # of seconds the FIND

window “waits” for you to enter the next

keystroke(s) in Preferences

(The Default is 3.5 seconds)

Lets you search using about a variety of options

•First Name•Partial Address•Key word in Firm•Notes in Comments•Part of email address•Or custom conditions

Here’s a few good tips!

Credential Tab

A whole new tab on the name screen that helps you record test scores (think Work Keys),

transcript info from other schools, job placement, etc.

You can even track multiple scores for the same test, filter results, and keep

notes.

Here’s a few good tips!

1. Locate name2. Edit / Clone name3. Add a blank name

record (or locate an existing record)

4. Edit / Paste AddressWhen adding names, the

Last name added/edited isBy default..

The address that would beCloned

Clone Name (copy address from an existing record)

Deleting an email from the name screen will bring up a dialog box

For the special case when you REALLY, REALLY don’t want to ever email this person…

Blacklisting prevents the email address from being inadvertently added later.

NOTE: this is a System Wide Preference.. That is by default OFF.

You can make the change permanent under name

preferences

Additional Reports provides the ability to print a #10 envelope, generate a fax cover

sheet, or print a transcript.

Reports / Demographic / Mailing Labels

Print Marked Labels

Remember HELP is available

Super tool for tracking

Catalog/ Brochure requests

When the user logs in on the Call Back date, the Call Back window will open showing the Call Back information: 

Who calls On what date

This Call Back Feature alsoAvailable for Faculty and Courses

Just Double Click on the Email Address

Separate the addresses with a comma and a

space

Type the “good” Student ID#

over the “evil” Student ID#

and follow the onscreen prompts

Student Manager 101Student Manager 101 CoursesCourses

From our cabin to yours, Wednesday, October 10

Same time, same link!