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HeadMaster
What do you want to do?
Customize the Home Screen and the Calendar (see page 2)
School Calendar (see page 3)
Use Reminders (see page 8)
Work with Grids (see page 10)
View and Print Data (see page 14)
Generate and Log Correspondence (see page 26)
Background Checks (see page 34)
Manage Custom Fields (see page 36)
Use the Calendar Tab (see page 39)
Create Lists (see page 41)
Edit an Individual's General Information (see page 43)
Immunization Records (see page 45)
Customize Program Options and Lists (see page 48)
Change Your Password (see page 49)
HeadMaster Import (see page 50)
Activate or Deactivate a Group of Individuals (see page 52)
HeadMaster SchoolCast™ Export (see page 53)
Implement New School Year Procedures (see page 54)
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1 Customize the Home Screen and the Calendar
What do you want to do?
Customize the Home Screen (see page 2)
Customize the Calendar (see page 2)
1.1 Customize the Home Screen
The Home screen displays when you open the program. It's divided into three sections:
Main Menu — Displays lists of information about individuals and groups in the program including
classes, teachers, families, students, and other individual types.
Assistants — Displays a list of tasks you can perform in the program including Adding Students,
Posting Grades, and Updating Permanent Records.
Other — Displays program options and other information about an individual or group.
You can customize the Home screen display on the Customize tab, located at the bottom of the screen.
To customize the Home screen display, click the Customize tab. Make your selections in the Home Tab
section, and click OK.
1.2 Customize the Calendar
You can customize the Calendar display on the Customize tab, located at the bottom of the screen.
To customize the Calendar tab, on the Home screen, click the Customize tab. Make your display selections
in the Display Options section.
Calendar events are indicated by a small graphic image called an event icon. To select an event icon to
display on your calendar, on the Home screen, click the Customize tab. Click the Calendar Event Icon
drop-down list and select an image.
Useful Information
Only those with teacher logins will see the Show Assignments and Show Lesson Plans check
boxes.
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2 School Calendar
What do you want to do?
Set Up Custom Events and Closing Lists (see page 3)
Create a School Calendar (see page 4)
Add Closings, Events, and Half Days (see page 6)
Remove Events from the School Calendar (see page 6)
Print the School Calendar (see page 7)
Viewing the School Calendar (Teachers and Staff) (see page 7)
Close and Open the Calendar Legend (see page 7)
2.1 Set Up Custom Events and Closing Lists
You can create a custom list of events and closings (such as holidays) to insert into the school calendar.
Once created, the list is available as an Event list when you insert an event or holiday in the calendar.
Setting up custom lists is optional because you can add events and closings directly from the school
calendar. However, if you take time to pre-define these lists, it may save you time later.
To create custom lists
1. On the Home screen, click Define List.
2. Under Calendar, click Day Types.
3. Click Add.
4. Enter a description of the closing or event. For example, enter Christmas or Science Fair.
5. In the Type list, select Closed, if the school will be closed, or Events, for an important occurrence.
6. Click OK.
7. Repeat steps 3 through 6 for each closing or event you want to add.
To edit an event or closing
1. On the Home screen, click Define Lists.
2. Under Calendar, click Day Types.
3. Double-click the description you want to change.
4. Change the Description, or select a new Type.
5. Click OK.
To remove an event or closing
1. On the Home screen, click Define Lists.
2. Under Calendar, click Day Types.
3. Click to select the description you want to remove.
4. Click Delete.
5. When the confirmation message displays, click Yes.
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Useful Information
After you set up custom closing and event lists, you can print a list for reference. Click Print. In the
preview window, click the Print icon.
2.2 Create a School Calendar
The School Calendar contains half and full day closings and events, such as the science fair, athletic events,
or special presentations. You can print the calendar for distribution to students and parents. Additionally,
teachers and staff can view the calendar when they log in to HeadMaster.
The School Calendar is created using the start and end dates of your grading periods. Before you begin
adding events or closings to the calendar, check to see that your grading periods are set up properly. For
more information, see Set Dates for Grading Periods.
By default the calendar creates a standard school week (Monday through Friday), where students meet for
the same classes each day. However, you can reset the school calendar so that it displays a custom start
and end date, days of the week that you specify, or one that displays block scheduling: Alternate Days (A/B
Days) or Alternate Weeks (A/B Weeks). If you're setting up your calendar for the first time and know you
want to use either A/B Days or A/B Weeks, select one of these types first. This will prevent you from having
to reset the schedule.
To create a standard school calendar for the first time
1. On the Tools menu, click School Calendar. The default standard calendar displays.
2. Add closings and events. See Add Closings, Events, and Half Days (see page 6).
3. To save, click OK.
To create an A/B Days or A/B Weeks calendar
1. On the Tools menu, click School Calendar. The default standard calendar displays.
2. Click Reset.
3. In the Type list, select A/B Day or A/B Week. See More about Block Scheduling (see page 4).
4. Click OK. The alternate days or weeks calendar displays with duo-colored blocks.
5. Add closings and events. See Add Closings, Events, and Half Days (see page 6).
6. To save, click OK.
2.2.1 More about Block Scheduling
Block scheduling is a type of academic scheduling in which each student has fewer classes per day for a
longer period of time. The A/B or alternate day plan organizes each day into four 90-minute periods, but has
a total of eight classes meeting over two consecutive days (“A Day” and “B Day”). Another way of distributing
classes is to alternate ABABA weeks with BABAB weeks. See examples below.
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Example of Block Scheduling - A Week
Time
Mon (A)
09:00 - 10:45 English II
Tue (B)
Wed (A)
Thu (B)
Fri (A)
Geometry
English II
Geometry
English II
10:50 - 12:35 World History P.E./Health World History P.E./Health World History
12:40 - 1:00
Lunch
01:05 - 02:45 Art II
Lunch
Lunch
Lunch
Lunch
Biology
Art II
Biology
Art II
Example of Block Scheduling - B Week
Time
Mon (A)
09:00 - 10:45 Geometry
Tue (B)
Wed (A)
Thu (B)
Fri (A)
English II
Geometry
English II
Geometry
10:50 - 12:35 P.E./Health World History P.E./Health World History P.E./Health
12:40 - 1:00
Lunch
01:05 - 02:45 Biology
Lunch
Lunch
Lunch
Lunch
Art II
Biology
Art II
Biology
Example of Block Scheduling - Mixed
Time
Mon (A)
09:00 - 09:50 English II
Tue (B)
Wed (A)
Thu (B)
Fri (Mixed)
Geometry
English II
Geometry
English II
09:55 - 10:45
Geometry
10:50 - 11:40 World History P.E./Health World History P.E./Health World History
11:45 - 12:35
12:40 - 1:00
P.E./Health
Lunch
01:05 - 01:55 Art II
Lunch
Lunch
Lunch
Lunch
Biology
Art II
Biology
Art II
02:00 - 02:45
Biology
2.2.2 Reset Calendar Options
Resetting the calendar options is generally used at the start of a new school year. Resetting the options
erases all data in the current calendar. You can also reset the options when you want to change the start
and end dates of the calendar, change the specific days of the week that display, or switching from a
standard calendar to a block scheduled calendar (A/B Days or A/B Weeks).
To reset calendar options
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1. With the School Calendar open, click Reset.
2. Adjust the Start Date and/or End Date.
3. Make a selection in the Type list.
4. All days of the week display in the calendar. Selected days are active days, or days your school is
regularly open.
5. Click OK. HeadMaster builds the new calendar based on the options selected.
2.3 Add Closings, Events, and Half Days
After you create a calendar, you can add school closings (half and whole day) and events. You can add
these one day at a time or you can add a closing or event to an entire week.
To add closings or events
1. On the Tools menu, click School Calendar.
2. Right-click a date on the calendar, and make your selection.
3. In the Closed or Events menu, select the type of closing (such as Christmas) or the event (such as
Science Fair) to add to the calendar.
4. Repeat steps 2 through 3 for each closing or event you want to add.
5. Click OK.
To add a half day
1. On the Tools menu, click School Calendar.
2. Right-click a date on the calendar, and make your selection.
3. Click Half Day.
4. To reset the day to a standard day, right-click the date and select Standard Day.
Useful Information
You can also mark the calendar using the toolbar. Click the date on the calendar you want to set.
On the toolbar, click Standard Day, Half Day, Add By Day, or Add By Week.
2.4 Remove Events from the School Calendar
You can remove a closing or event from the calendar.
To remove a closing or event, on the Tools menu, click School Calendar. Right-click a date, and click
Remove Item
Useful Information
If you marked an entire week, you must remove each day individually.
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2.5 Print the School Calendar
There are two ways to print the school calendar. You can print a Calendar View report and a Detail View
report. A preview of each report displays prior to printing.
To print the school calendar
1. On the Tools menu, click School Calendar.
2. On the toolbar, click Print and select a view.
3. To print the report, click the Printer icon and click OK.
2.6 Viewing the School Calendar (Teachers and Staff)
Teachers and staff can only view and print the school calendar.
To view the school calendar, on the Tools menu, click School Calendar.
For information about printing the calendar, see Print the School Calendar (see page 7). For assistance
with the calendar legend, see Close and Open the Calendar Legend (see page 7).
2.7 Close and Open the Calendar Legend
By default the legend displays on the school calendar page. To close the legend, click the X. To re-open the
Legend, on the toolbar, click Show Legend.
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3 Use Reminders
What do you want to do?
Add Reminders (see page 8)
Delete a Reminder (see page 8)
Edit a Reminder or Mark a Reminder as Completed (see page 9)
Make Reminders Public (see page 9)
Print a List of Reminders (see page 9)
Viewing Reminders (see page 9)
3.1 Add Reminders
Reminders are the "sticky notes" in HeadMaster. After you set up reminders, they display on the
HeadMaster Calendar tab. While Reminders can be added on the Calendar tab, you can also view, add,
edit, filter, and print reminders from the Reminder List.
Reminders can be used to notify the following:
Individual parent meetings
Teacher meetings
Parent-Teacher Conferences
Administration meetings
Medical Appointments
Holidays
Personal reminders
Athletic events
Student Birthdays
To add reminders in the Reminder List
1. On the Home screen, click Reminders.
2. Click New.
3. Enter the name, expiration date, and notes, if any.
4. Click OK.
3.2 Delete a Reminder
You can delete a reminder from HeadMaster if it is no longer applicable or has been completed. You can
only remove reminders from the Reminder List.
To delete a reminder
1. On Home screen, click Reminders.
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2. Click to select the reminder you want to delete.
3. Click Delete.
4. Click Yes.
3.3 Edit a Reminder or Mark a Reminder as Completed
You can edit reminders, and you can mark them as completed.
To edit a reminder in the Reminder List
1. On Home screen, click Reminders.
2. Double-click the reminder you want to change.
3. Make the changes, and click OK.
3.4 Make Reminders Public
The ability to make a reminder public is a useful feature for school administrators. When a reminder is made
public, it displays on the Calendar tab under Reminders. You can use this to remind teachers that grades are
due by a specific date or of meetings, school functions, or other deadlines.
To make a reminder public
1. On the Home screen, click Reminders.
2. To add a new reminder, click New. To edit an existing reminder, click Edit.
3. Enter a publish date and an expiration date.
4. Select the Make Public check box, and click OK.
3.5 Print a List of Reminders
You can preview or print a list of reminders from the Reminder List.
To preview or print a list of reminders
1. On Home screen, click Reminders.
2. To preview, on the shortcut bar, click Preview.
3. To print, on the shortcut bar, click Print.
3.6 Viewing Reminders
There are two ways to view reminders:
On the Home screen, click Reminders. All reminders appear in the Reminder List.
On the Home screen, click the Calendar tab. Reminders are grouped in the Reminder box, and an
icon displays on the calendar to indicate a reminder exists for that date.
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4 Work with Grids
What do you want to do?
Customize Grids (see page 10)
Filter by Form (see page 11)
Filter by Selection (see page 11)
Filter Grids (see page 12)
Open Saved Views (see page 12)
Save a View (see page 12)
Sort Grids (see page 12)
Search in a Grid (see page 13)
Save a Grid as a File (see page 13)
4.1 Customize Grids
You can access most of the information stored in HeadMaster via information grids, also called List Views.
Information grids have two primary purposes:
They enable you to find and select specific records.
They allow you to view commonly used information without loading individual records.
Grids can be customized to display the fields or columns that you want to see. For example, by default, the
Assignments grid displays the following default columns: Name, Class Section, Period, Date Assigned, and
Date Due. However, Mrs. Smith would like to also view the assignment type, such as “homework” or “test” as
well as the description of the assignment. She can add these columns to her grid and save the custom view.
To customize a grid view
1. With your cursor in the grid, right-click your mouse.
2. On the right-click menu, click Customize. The Customize Grid menu displays the available column
names.
3. Select the field names you want to add to the grid, and click OK.
Useful Information
You can click and drag the field name to the place on the grid where you want it displayed.
To remove a column from the grid
1. With your cursor in the grid, right-click your mouse.
2. On the right-click menu, click Customize. The Customize Grid menu displays the available column
names.
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3. Select the field names you want to remove from the grid, and click OK.
Useful Information
To resize the column, place the cursor on the line between two fields. Click and drag the border to
the desired width. To automatically adjust the width to fit the data in the column, place the cursor
on the line between two fields and double-click the mouse.
To save your customized grid view
1. On the toolbar, click Save Current View.
2. In the Save View dialog box, enter the name of your view. For example, enter "My View."
3. Click OK.
You can also customize the grid colors.
To customize grid colors
1. On the Home screen, click Options.
2. In the options list, click Custom Colors.
3. Select a pre-made color scheme from the drop-down list, or select your own colors from the sample
grid.
4. Click Close.
4.2 Filter by Form
When you need to filter a list using three or more fields, use the Filter by Form option.
To filter by form
1. On the toolbar, click Filter by Form. The Filter by Form dialog box displays.
2. Select the items you want to filter for.
3. Click OK. The grid displays the record type you selected.
4. To print the filtered view, on the toolbar, click Print.
5. To clear the filter, on the toolbar, click Clear Filter.
4.3 Filter by Selection
To obtain a quick view of the records you want to see based on one or two fields, use the Filter by Selection
option.
To filter by selection
1. To highlight the selection or type of records you want to view, click a cell that contains the record
selection.
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2. On the toolbar, click Filter by Selection. The grid displays the record types you selected.
3. To filter the grid again, repeat steps 1 and 2 as many times as necessary.
4. To print the filtered view, on the toolbar, click Print.
5. To clear the filter, click Clear Filter.
4.4 Filter Grids
If you want to minimize the types or number of records you can see in the grid, you can filter the records so
that you can find just what you are looking for.
There are two ways to filter grids:
Filter by Selection
Filter by Form
If you want to filter only one or two fields, use the Filter by Selection to obtain a quick view of the records you
want to see. However, if you need to filter three or more fields, use the Filter by Form method to eliminate
redundant keystrokes.
To print the filtered view, on the toolbar, click Print.
4.5 Open Saved Views
After you save one or more views, you can switch between various grid views.
To switch views
1. On the toolbar, click Open Saved View.
2. Select the view name you want to see, and click OK.
4.6 Save a View
You can save a view you use often so it can be opened again at a later time.
To save a view
1. On the toolbar, select Save Current View. The Save View dialog box displays.
2. In the dialog box, enter the name of your view. For example, enter “My View.”
3. Click OK.
4.7 Sort Grids
Information can be sorted by any field in the grid in ascending or descending order.
To sort a column
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1. Click the column heading.
2. To reverse the sort order, click the column heading again.
4.8 Search in a Grid
You can search within a grid for specific information. To search for information in a grid, click the column
heading name, and enter letters or numbers in the Search for text box located above the grid.
4.9 Save a Grid as a File
As an administrator, you can export data from HeadMaster and save it in a file. You can also save an
information grid as a webpage (.htm, .html), text comma delimited (.txt), or comma delimited (.csv) file.
Useful Information
You can export specific records in the order you want by filtering for specific criteria and sorting in
the desired order prior to exporting the data. The data is exported using the current sort order and
filter criteria.
To save a grid as a file
1. On the Home screen, click the type of information grid you want to export (Students, Parents,
Teachers, etc.)
2. Customize the list view and filter or sort the criteria as needed.
3. On the shortcut bar, click Save to File.
4. In the Save in list, select a location to save the file.
5. Enter a name in the File name field.
6. In the Save as type list, select a file type. Example: .htm, .html, .txt, or .csv.
7. Click Save.
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5 View and Print Data
What do you want to do?
Search for Information (see page 14)
Print Reports (see page 17)
Use Mailing Labels (see page 23)
5.1 Search for Information
What do you want to do?
Build a Search Query (see page 14)
Create and Save a Search (see page 15)
Create and Save Commonly Used Searches (see page 16)
Locate People (see page 17)
5.1.1 Build a Search Query
A query is a question or inquiry. When you create a search, you have a question in mind. To answer the
question, you need to know what information to enter into a search before you can get the correct
information out of a search. Decide what information you are looking for and break it into manageable pieces
or fields.
For example, you need a list of all female students with a GPA greater than 3.5 so that you can recognize
them at this year's graduation. Start the search by breaking the information down. You need to perform a
search that isolates the following characteristics:
The individuals must be students.
The students must be females.
The students must be graduating May of the current school year.
The students must have a GPA greater than 3.5.
Now that you have broken this down into distinct items, you can create this query.
Conditions further define a field in a search. Conditions contain three parts:
Field –- Search for any field in HeadMaster. Examples of fields are First Name, Current GPA, Locker
Number, or Immunization Date Due.
Operator --- Use mathematical expressions such as greater than, less than, equal to, not equal to, ends
with, starts with, and contains.
Value --- Enter a specific representation for the field. For example, if the field is Grade Level, a value is K5.
To create the query in the example above
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1. On the Home screen, click Searches.
2. Click New.
3. On the General tab, in the Name field, enter Female Honor Graduates.
4. Click the Type list, and select Student.
5. Click the Criteria tab. On the toolbar, click the Toggle And Or until the Query condition is And.
6. Under Fields, expand Individual and double-click Gender.
7. Click the Operator list and select Is Equal To.
8. Click the Value list and select Female. Click OK.
9. Repeat steps 6, 7, and 8 for each of the remaining parts of the query:
10. For Field, select Active Student; For Operator, select Is Equal To; and for Value, select Female.
11. For Field, select Current GPA; For Operator, select Is Greater Than; and for Value, enter 3.5.
12. For Field, select Graduation Date; For Operator, select Is Equal To; and for Value, enter 5/31/2013.
13. On the toolbar, click Process Search.
Useful Information
You must have at least one field (or criterion) selected to perform a search. These fields are strung
together using AND or OR statements. Each sub-level (AND and OR) must contain at least two
options. Once a field has been selected, you can select Operators and Values for the field.
Operators and Values are limitations upon the field. Possible Operators are: Is Greater Than, Is
Less Than, Is Equal To, Is Not Equal To, Starts With, Ends With, and Contains. Values can be
anything that a specific field can be worth. By adding conditions (fields with operators and values),
you can structure a search to find exactly what you are looking for.
5.1.2 Create and Save a Search
When you create and save searches, you're building a search list that contains queries that you can use
over and over. From the Search window, you can view, add, change, delete, and print the results of
searches or queries on your data.
To enter a new search
1. On the Home screen, click Searches.
2. Click New.
3. On the General tab, enter a descriptive name that relates to the results of the search. The search
criteria will be saved by the name you enter here.
4. To select a type from the search list, click the Type list.
Useful Information
If you search the Parent type, you can also include Secondary Parents (for students with
blended families) in your search results.
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5. To help identify a saved search later, enter a Description.
6. Click the Criteria tab.
7. On the toolbar, click the condition And or Or. To create a search that requires two or more criteria,
click And. To create a choice between two criteria in the search, click Or. When using Or, you can
search for one criteria or another, but not both.
8. To enter conditions, double-click a field. In the Fields list, select a mathematical expression that
compares the field with the value and enter or select a value.
9. To add other conditions, repeat step 6. If you need to remove conditions, in the toolbar, click Clear
Criteria.
10. To view the results of the query, click Process Search on the tool bar.
Useful Information
When building queries, you may need to change the condition set in step 7 above. To change an
AND to an OR, or an OR to an AND, select the condition. On the toolbar, click Toggle And Or.
5.1.3 Create and Save Commonly Used Searches
Searches provide all the tools you need to filter your data and find specific information for use in reports,
communications, and extracts. You can combine multiple sets of criteria for complex searches.
You can perform a search to locate and return records of students, teachers, parents, classes, other people,
alumni and staff members with something specific in common. When you search in HeadMaster, you enter
criteria that narrows the search to the information you are looking for. Once you select the criteria, you can
view the results instantly. Searches automate the process of looking at each record to find those that match
your criteria. The search results that are returned can be used to print reports. You can also export search
results for use in other programs.
The following are examples of situations when searches can be used to find the information needed:
A local camp is planning a retreat for girls in middle school to take place over the summer. You want
to make sure all of your middle school girls receive a mailer about the camp. This search is performed
with student data.
You are planning a Spring Festival for the school and you need parents to help run it. You need to
print a listing of all parents who have volunteered to help at school functions. This search is performed
with parent data.
You need a list of all teachers who have a Master's Degree or Ph.D. to send to your governing body
for accreditation. This search is performed with teacher data.
A prospective student is inquiring about college prep classes your school offers to students entering
high school as freshmen. This search is performed with classes data.
You need a list of active staff members who are also parents. This search is performed with staff data.
The Junior League is sponsoring a luncheon for women who serve as board members of non-profit
schools and organizations in the area. You want to make sure the female board members at your
school receive information on the luncheon. This search is performed with other people data.
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Your school promised a tuition discount for all new students who pre-enrolled in May 2013. You need
a list of these individuals so you can apply the discount to their tuition. This search is performed with
pre-enrolled data.
A group of investors wants to build a drug rehabilitation facility two blocks from your school. There is
going to be a town meeting in two weeks to discuss the issue, but only individuals who live in the
29505 ZIP code area may attend the meeting. You want to make sure that the families in that area
are informed of the situation and the upcoming meeting. This search uses family data.
5.1.4 Locate People
To locate individuals, such as students, parents, teachers, prospective, or other, on the Home screen, click
Locate.
Useful Information
If the Home screen is not displayed, in the Shortcuts menu, click Locate. The Shortcuts menu is
located by default to the left of the main window.
To locate an individual
1. On the Locate toolbar, click View Type, and select the type of individual you want to locate.
2. In the Locate field, enter the first few letters of the person you want to find. Headmaster highlights the
name.
3. To view or edit the individual’s record, double-click the individual’s name.
4. To delete the individual from the data, click Delete on the toolbar.
5. To add an individual, click New.
5.2 Print Reports
What do you want to do?
Set Up and Print a Report (see page 18)
Adjust Report Margins (see page 18)
Set Up School Contact and Term Information to Print on Reports (see page 18)
Add Your School Logo to Reports and Report Cards (see page 19)
Export the Report to a File Format (see page 19)
Copy Reports (see page 20)
Edit the Statement Report to Print on Pre-Printed Statement of Account Forms (see page 20)
Understand Report Builder Basics (see page 21)
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5.2.1 Set Up and Print a Report
You can print reports that contain important information about your school and students. A wide variety of
options are available for each type of report. Additionally, administrators can set security options for
individual reports, thereby limiting the information that other users can view. On the Home screen, or on the
Main Menu, click Reports.
You can also copy a report and customize it to display the information that you want on it. Once you copy a
report, you can make it private or public. A private report can only be viewed by the individual who made it
private.
After you select a report, you have the option of using search, sort, filter and miscellaneous options to
customize or limit the data that is sent to the report. Report options differ depending on the type of report you
select.
If necessary, you can customize the printer and page settings for a particular document. Make the changes
you want, and the default settings will return automatically once the document is closed.
To set up and print a report
1. Under Report List, select a report.
2. Set the search and filter options you want.
3. Click Print.
5.2.2 Adjust Report Margins
If you have problems with information being cut off of your reports, you can adjust your printer margins.
To adjust your printer margins, on the report toolbar, click Setup. Adjust margins and click OK.
5.2.3 Set Up School Contact and Term Information to Print on
Reports
An administrator should enter the term and school’s contact information in Options so that it will properly
display on reports and correspondence. See also Add Your School Logo to Reports and Report Cards (see
page 19).
Useful Information
Canadian Clients: To display the Canadian format for social security numbers, you must type
either Canada or CA in the country field.
To add the school term and contact information
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1. On the Home screen, click Options.
2. Click School Info.
3. Under Term, enter a Description, such as “School Year (2013-2014).”
4. Under contact, enter the contact information.
5. Enter the address.
6. Click Close.
5.2.4 Add Your School Logo to Reports and Report Cards
If you add your school’s logo to the HeadMaster database, you can print the logo on report cards and other
official documents or reports. You must have an image file located on your computer or a removable storage
device. Once added, the logo automatically appears on report cards.
To add the school logo
1. On the Home screen, click Options.
2. Click School Info.
3. Under School Logo, click Add.
4. In the Browse window, locate the file that contains the school logo image.
5. Select the image, and click Open. The image will display under School Logo.
6. Click Close.
To remove the school logo
1. On the Home screen, click Options.
2. Click School Info.
3. Under School Logo, click Remove.
4. Click Close.
5.2.5 Export the Report to a File Format
Using Print to File, you can export a report to a destination on your hard drive. The report can be posted as
a web page, imported in another software program, emailed, or saved as an image file. The following file
formats are supported by HeadMaster:
BMP stands for Bit-Mapped graphics format and is the standard for graphics files. You can save a
report as a BMP, which is an image, in order to insert the report into a Microsoft® Word® document.
For example, save a report card as a BMP and insert it into a document to show an example of what
your report cards look like.
HTML stands for Hyper Text Markup Language, the authoring language used to create documents on
the World Wide Web. You could save a report card as a HTML file and post it on you school's web
page to show students and parents what their report cards will look like and perhaps explain the
format.
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PDF stands for Portable Document Format, which makes it possible to send formatted documents
and have them appear on the recipient's monitor or printer as they were originally formatted. To view
a report saved in PDF format, you need Adobe® Acrobat Reader® which ships on the Headmaster
CD-ROM.
RTF stands for Rich Text Format and is an interchange format for exchange of documents between
Microsoft Word and other systems. For example, save the Family List report as a RTF so that you can
make changes or manipulate the text on the report in Microsoft Word or Notepad before distributing
the report to office employees.
To print in a specific file format
1. On the Report toolbar, click Print to File.
2. To set the location to save the file, click Browse. Navigate to the folder where you want to save it,
and click Save.
3. Click the File Type list and make your selection.
4. To view the file prior to export, click Preview. Otherwise, click Export. The file will be saved to the
location you specified.
5.2.6 Copy Reports
Occasionally, you may need to create or customize a report so that it meets the needs of your organization.
You can copy a report, edit it using Report Builder, and save it for later use.
To save a report
1. On the Home screen, or on the Main Menu, click Reports.
2. Select a report, and click Copy.
3. Enter a name for the report, and click OK. To edit the report, double-click the report name to open it in
Report Builder.
5.2.7 Edit the Statement Report to Print on Pre-Printed
Statement of Account Forms
You can edit the Statement report with Report Builder so the statement will print on the ACS pre-printed
Statement of Account form.
To edit the Statement report
1. On the Home screen, or on the Main Shortcuts menu, click the Reports icon.
2. Under Billing, click Statement.
3. On the toolbar, click Copy. This makes a copy of the report that you can edit.
4. In the Copy Report dialog box, enter a new name for the report, and click OK.
5. To open the report, double-click the report you want to open.
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6. In the report, under Group Header[ 1 ]: FamilyID, press and hold the Shift key and click each of the
following six fields to select them:
Date Due
Description
Check No.
Date Paid
Amount
Balance
7. Press the Delete button on your keyboard.
8. On the File menu, click Save.
9. On the File menu, click Close. This returns you to the HeadMaster Reports window.
5.2.8 Understand Report Builder Basics
Before you can make any changes to the default reports, you must first make a copy of them. Click to
highlight a report, and click the
Copy button on the toolbar. Give the report a name (this will print as
the title). With your copied report highlighted, click the
Edit button on the toolbar to open the Report
Builder program
The basic steps listed below will be applicable to all reports. Please keep in mind the fields that are available
to add to a report will be dependent upon the type of report you are editing (student, parent, family, class,
etc.).
To delete fields, while in Edit mode, click the field you don't want and press Delete on your keyboard. If the
report you're editing has multiple tabs, it's possible that unwanted fields will be located on them. You'll need
to check each tab to ensure that everything is removed.
To add a title or single line of text
1. On the toolbar, click the
Label button.
2. Click the area in which you want the field to print.
3. In the field above the ruler, enter your data.
4. On the toolbar, click the
RichText button.
5. Click the area in which you want the field to print.
6. On the toolbar, right-click the
RichText button and select Edit.
7. Enter your data.
8. On the main menu, click File > Close.
To resize boxes
1. Click on the box you want to resize.
2. Place the mouse over one of the small circles, hold the left mouse button down, and move it left/right
or up/down.
To move single boxes
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1. Click on the box that needs to be moved to another location.
2. Hold the left mouse button down, and move the box left/right or up/down.
To move multiple boxes
1. Click on the first box you want to move.
2. Press Shift on the keyboard, and click all other boxes that you want to move.
3. Hold the left mouse button down, and move the box left/right or up/down.
To change font size or type
1. Click on the box you want to change.
2. Use
to adjust how the text will print.
To add database fields
1. On the toolbar, click the
DBText button.
2. Click the area in which you want the field to print.
3. Select the data field you want from the drop-down lists
.
Useful Information
The field options you see vary depending on the type of report you are editing.
An added step must be performed if you wish to add information to a report that is outside the original data
design. For example, you can add parent names to a student report (such as Student Address List). The
following procedure is provided as an example:
To add parent names to a student report
1. On the toolbar, click the
SubReport button.
2. Click the area where you want the field to print.
3. Right-click and select Parent Width.
4. Resize the box as needed.
5. Click the empty drop-down list above the ruler and select Family.
6. Repeat steps 1-6, but select Parents. Place the Parents sub-report directly on top of the Family
sub-report.
7. Click the SubReport Family tab and remove all three empty spaces by dragging the gray divider
lines up to the top. Place your mouse above the word Summary, and drag it up to Detail. Place your
mouse above the word Detail and drag it up to Title.
8. Click the SubReport Parents tab, and in the Detail pane add your database fields.
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Useful Information
When creating title headings, follow the steps to add a title or single line of text and place the title in
the title field. For any areas not in use, follow the instructions in step 7 to remove blank spaces.
5.3 Use Mailing Labels
What do you want to do?
Print Mailing Labels (see page 23)
5.3.1 Print Mailing Labels
HeadMaster supports several commonly used Avery® labels for printing addresses, name badges, and
name tags. The following labels are available:
Report
Description
Address (Avery 5160)
Prints a sheet of address labels using Avery 5160 labels.
Address (Avery 5161)
Prints a sheet of address labels using Avery 5161 labels.
Address (Avery 5260)
Prints a sheet of address labels using Avery 5260 labels.
Address/Shipping (Avery 5163) Prints a sheet of address labels using Avery 5163 labels.
Address/Shipping (Avery 5164) Prints a sheet of address shipping labels using Avery 5164 labels.
Name Badge (Avery 5395)
Prints a sheet of name badges using Avery 5395 labels.
Name Tag (Avery 5385)
Prints a sheet of name tags using Avery 5385 labels.
Rolodex (Avery 5386)
3" x 5" rotary cards.
Rolodex (Avery 5388)
Prints 3" x 5" index cards.
There are two parts to printing labels:
Setting up the label data
Setting up the label layout
When setting up the label data, you can select to print labels for a group of individuals, such as all students,
or all parents, or you can use a previously saved search or create a new search to use to print labels based
on specific criteria.
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Setting the label layout means to select from a list the fields you want to print on the label, such as a
student’s address, date of birth, medications, or other information. Also, prior to printing, it is helpful to
preview the labels to make certain that they look they way you want them to.
To print mailing labels
1. On the Home screen, or on the Main Menu, click Reports.
2. On the Reports List, double-click Labels.
3. Select the Avery label stock you want to print.
4. Under Label Data, click the Label Type list and select the name of the group for which you want to
print labels.
5. If you want to sort the labels, for example to have them print in alphabetical name order, click the Sort
by list and select a field to sort by.
6. The Search Type list displays saved searches for the group you selected in Label Type. Click the
Search Type list, and select a saved Search Type.
7. To select a saved search, click the Search list and select a search name. If you don't have a saved
search, click New Search. For help creating searches, see Create and Save Commonly Used
Searches (see page 16).
8. Under Label Layout, click each Line and select the fields you want to print on the label. To print the
field name, select Show Title. To print custom text, select Text and enter the text you want to print on
the label.
9. Also under Label Layout, you can select Show all Families to print all families. If the Show all
Families check box is clear, only primary families will print.
10. Click Print.
To print active students only on labels
1. In the report list, double-click Labels and select a label style.
2. Click the Label Type list and select Student.
3. Click Sort by and select a field of your choice.
4. Click Search Type, and select Student.
5. Click New Search.
6. On the General tab, in the Name field, enter Active Students. Click the Type list, and select Student
.
7. Click the Criteria tab.
8. Under Fields, expand Student and double-click Active Student.
9. In the Condition dialog box, click the Operator list and select Is Equal To. Click the Value list and
select Yes.
10. Click OK.
11. On the toolbar, click Process Search.
12. Click Close.
13. To close the Search window, click OK.
14. On the Labels View window, click the Search list and select Active Students.
15. Select the Label Layout you want and click Preview.
To print labels for the 1st grade (or any other grade) only
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1. In the report list, double-click Labels and select a label style.
2. Click the Label Type list and select Student.
3. Click Sort by and select a field of your choice.
4. Click Search Type and select Class.
5. Click New Search.
6. On the General tab, in the Name field, enter First Grade. Click the Type list and select Student.
7. Click the Criteria tab.
8. Under Fields, expand Student and double-click Grade Level.
9. In the Condition dialog box, click the Operator list and select Is Equal To. Click the Value list and
select 01.
10. Click OK.
11. Click Process Search.
12. Click Close.
13. To close the Search window, click OK.
14. On the Labels View window, click the Search list and select First Grade.
15. Select the Label Layout you want and click Preview.
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6 Generate and Log Correspondence
What do you want to do?
Set Up SMTP Settings (see page 26)
Set Up Mass Email Settings (see page 26)
Send a Mass Email (see page 27)
Send an Email to an Individual (see page 28)
Edit and Delete Correspondence (see page 28)
Filter Correspondence Recipients (see page 28)
Activate the Correspondence Log (see page 30)
Delete the Correspondence Log (see page 30)
Insert a Field in Correspondence (see page 30)
Print Correspondence (see page 31)
Set Up Correspondence (see page 31)
Manage ZIP Codes (see page 32)
6.1 Set Up SMTP Settings
In order to send email or mass email through correspondence, you must enter the default SMTP server
settings in HeadMaster. Before you begin, obtain the server and port settings from your Internet carrier or
system administrator. You will also need your user name and password.
To set up SMTP server settings
1. On the Home screen, click Options.
2. Click SMTP Settings.
3. Enter the server name and port name.
4. To force the user to log on to the outgoing email server, select the Authenticate check box. If you
select this option, the user will be prompted to log on when he connects to the specified server.
5. Select the Use SSL check box to encrypt the email.
6. Enter your user name and password.
7. Enter the school email address. This will function as the default email address for replies unless a
reply email is set up under Settings.
8. Enter a standard signature in the text box.
6.2 Set Up Mass Email Settings
To use the mass email feature in HeadMaster, you must set up email account information and your system
administrator must set up SMTP information. The information entered under settings is the personal email
settings for each teacher, administrator, or staff member in the school. The SMTP settings are school-wide
and should be the same for everyone.
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The email settings under User Settings override the email settings under SMTP settings. For example, if a
teacher prefers email responses to be delivered to her personal mailbox instead of the school's general
mailbox, the teacher should enter an email address for replies under Settings. The replies will be sent to the
teacher instead of the email address set up in the SMTP settings.
To set up personal email account information for mass email
1. On the Home screen, click Options.
2. Click Settings.
3. Under Mass E-mail Settings, enter the username and password for your email account. If you don't
know these settings, contact your system administrator.
4. To have replies sent to a different email address, such as a general school inbox, enter the alternate
email address in the E-mail Address for Replies field.
5. In the Signature text box, enter the name, title, or other information you want to be applied to the
bottom of each mass email.
6.3 Send a Mass Email
After you create or edit correspondence, you can email it to multiple recipients from within HeadMaster. The
advantage of using HeadMaster to send correspondence via email is that you can log the email on the
individual's Communication tab so you can reference it at a later time.
Prior to sending correspondence via email:
Set up mass email settings. For more information, see Set Up Mass Email Settings (see page 26).
Enter SMTP server settings. For more information, see Set Up SMTP Settings (see page 26).
Create or edit the correspondence.
Filter the correspondence recipient list.
To send a mass email
1. On the Home screen, click Correspondence.
2. Double-click the correspondence you want to send, and click E-mail.
3. In the Subject field, enter a description of your email.
4. The user name and password default from the settings entered in the mass email settings and SMTP
server settings. You can enter an E-mail Address for Replies if they should be sent to a different
address, such as a teacher assistant's email address.
5. In the Signature field, enter your name and title as it should appear in the email. You can leave this
blank if you've already included this in your correspondence.
6. To send the email, click Next.
7. After HeadMaster sends the mass email, it displays a list of individuals who didn't receive the email
and the reason for the failure.
8. Click Close.
9. The Log Printing/Email dialog box displays. Enter the information, and click Save Log.
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Useful Information
When you are emailing documents that are longer than one page, you should use the Attach File
option. For OnDemand users, we recommend that you not send a file that exceeds a 1.75M.
Desktop users should contact their email provider to find out the recommended maximum file size.
6.4 Send an Email to an Individual
You must have an email program, such as Outlook® or Thunderbird™ installed on your computer and you
must have Internet access. You can look up and send an email to any individual in your data. This method
sends a single email to one individual.
To send an email to an individual
1. On the Home screen, click Students, Parents, Teachers, Staff, Prospective, or Other People.
2. Double-click the individual you want to send an email to.
3. Click the Phone tab.
4. If there is more than one email address, click to select the one you want to use.
5. Click the Send E-mail button.
6. Your default email application opens with the email address you selected filled in. Enter your
message, and click Send.
6.5 Edit and Delete Correspondence
You can edit and delete letters you composed in Correspondence.
To edit or delete your correspondence
1. On the Home screen, click Correspondence.
2. Select the letter you wish to edit or delete, and click Edit or Delete.
3. If deleting, a confirmation dialog box displays. Click Yes. If editing, revise the document as needed
and click OK.
4. HeadMaster automatically saves the document for use within the program. To save the letter for use
in another program, on the File menu, click Save As. In the File Name box, enter a name for the file
and click Save.
6.6 Filter Correspondence Recipients
You may need to filter the list of potential recipients of the correspondence.
There are two ways to filter the list:
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The first filter starts with a list of individuals based on the Document type you selected. It can be
narrowed by removing individuals from the list that shouldn't receive the correspondence. For
example, if the document type is Students, then students appear in the filtered list and individual
students can be added to the list.
The second filter is based on saved search criteria. This criteria can be set up and saved by clicking
Searches. Use this filter method when the list of recipients is more complex than a general group of
individuals. For example, you may wish to send a letter to active senior students or to the parents of
4K children with no immunization records.
To filter based on the type
1. On the Home screen, click Correspondence.
2. Double-click the correspondence you want to filter, and click the Filter/Search tab.
3. Select Print only these individuals in the list, and click Select. The Select Individual dialog box
displays.
4. In the Search for field, enter the name of a student you want to add and click the Student Name.
5. Click OK.
6. Continue this process until all names for the correspondence have been added to the list.
7. Click OK.
To filter based on a search
1. On the Home screen, click Correspondence.
2. Double-click the correspondence you want to filter, and click the Filter/Search tab.
3. Select Print only these individuals in the list, and click Search.
4. Click the Search list and select the search you want to use. Click OK.
5. All individuals that fit the search criteria display. Select any you don't want to send correspondence to,
and click Remove.
6. Click OK.
When selecting recipients in the Correspondence window, teachers can filter the class roster to display the
names of students in a particular class. First, create the correspondence you plan to send to parents or
students. In the Correspondence window, the Document Type must be Parent or Student. Save your
correspondence. For more help creating correspondence, on the Home screen, click Correspondence.
When the Correspondence List window opens, on your keyboard, press F1 to view online help.
To filter a class roster
1. On the Home screen, click Correspondence.
2. Double-click the letter or email you want to send.
3. Click the Filter/Search tab.
4. Select Print only these individuals in the list.
5. Click Select.
6. In the Select Class list, select the class.
7. Click OK.
8. You can then select individual students, and click Remove to delete them from the correspondence
list; or, to add additional classes, click Select and repeat steps 6 and 7.
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This feature is available for those using a Teacher Login.
6.7 Activate the Correspondence Log
The Correspondence Log keeps a record of letters or email sent to individuals. When you print a letter or
send email to an individual, a log of the correspondence appears on the Communications tab for that
individual. Before you can track correspondence in the log, though, you must activate the correspondence
log.
Useful Information
The Log Correspondence feature only applies to letters and email produced in the Correspondence
window.
To activate the correspondence log
1. On the Home screen, click Options.
2. Click Settings.
3. Under Log Settings, select Log Correspondence Print Activity.
4. Click Close.
6.8 Delete the Correspondence Log
You can delete the log for all existing correspondence or for correspondence within a specific date range.
To delete the correspondence log
1. In the File menu, select Mass Change.
2. Expand Individual, and select Correspondence Log.
3. Under Select Date, select All Dates or Date Range.
4. Click Delete.
6.9 Insert a Field in Correspondence
You can insert Headmaster data fields in new or existing correspondence in order to merge personal
information with a form letter. For example, if you're typing a letter to all parents of 4K students, you can
enter fields that'll merge the parent's name, mailing address, and student's name with your standard text.
To insert a field in correspondence
1. On the Home screen, click Correspondence. Create a new letter or edit an existing letter.
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2. Field names are located to the right of the editor in the Fields For dialog box. To insert a field name in
the body of the letter, double-click the Field Name or click the name and Insert Field.
3. To save changes and close the editor, click OK.
6.10 Print Correspondence
After you create or edit correspondence, you can print a copy for each recipient. Once printed, HeadMaster
prompts you to log the correspondence on the individual's Communication tab so you can reference it at a
later time.
Prior to printing correspondence, you must:
Create or edit the correspondence
Filter the correspondence recipient list
To print correspondence
1. In the Correspondence window, click Print.
2. In the Printer Name list, select a printer.
3. Select the option that best describes the pages you want to print.
4. Enter the number of copies of each letter you want to print. For example, if you enter 2, two copies of
each letter will print.
5. Click OK.
6. The Log Printing/Email dialog box displays. Enter the correspondence information, and click Save
Log.
6.11 Set Up Correspondence
You can compose letters, email, or other document types with the Correspondence tool. Be aware that when
you're emailing documents that are longer than one page, you should use the Attach File option. We
recommend to not exceed a 5MB file size.
Useful Information
If you log in as a teacher, you'll be able to correspond with other teachers and staff, but under
Student and Parent correspondence, you'll be able to select only students enrolled in your class
and the parents associated with them.
To set up correspondence
1. On the Home screen, click Correspondence.
2. To create a new letter or email, click New.
3. Enter a name and description for the correspondence. Click the Document Type list and select a
type. Enter notes in the Notes field.
4. To open the editor, click Create. Type a letter in the editor, inserting data fields as needed.
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5. To save your changes and return to the correspondence list, click OK. HeadMaster automatically
saves the document for use within the program. To save the letter for use in another program, on the
File menu, click Save As. In the File Name field, enter a name for the file. Click Save.
6. To generate the letter, click Print or E-mail, depending on what you want to do with the document.
One letter will be created for each individual who is a member of the group selected in Document
Type. For example, if you selected Student, then a letter will be generated for each student. If you
would like to filter the recipient list, click the Filter/Search tab.
7. To close the Correspondence window, click OK. You may return to the Correspondence window to
edit letters and emails at any time.
6.12 Manage ZIP Codes
A list of frequently used ZIP Codes are stored in HeadMaster to help minimize repetitive data entry. ZIP
Codes are automatically added to this list each time a ZIP Code is entered for an individual. You can also
add to this list manually. Additionally, you can set a default ZIP Code to be used in the absence of the user
entering one. The default ZIP Code should be the most frequently used one.
When you enter a default ZIP Code, HeadMaster automatically uses the ZIP Code in the absence of a user
entering one. If necessary, the user can type over the default ZIP Code when entering data.
To set the default ZIP Code
1. On the Home screen, click Options.
2. Click Default ZIP Code.
3. Enter the ZIP Code information, and click Close.
You can add a new ZIP Code to a list of frequently used ZIP Codes. ZIP Codes are also added to this list
automatically if a ZIP Code is entered on an individual record.
To add a ZIP code
1. On the Home screen, click ZIP Codes.
2. Click Add.
3. Enter the information associated with the ZIP Code.
4. Click OK.
Because ZIP Codes are automatically added to the list of frequently used ZIP Codes, you should
occasionally review the list and do some housekeeping. You can edit or delete ZIP Codes from this list.
To change a ZIP Code
1. On the Home screen, click ZIP Codes.
2. Double-click ZIP Code.
3. Change the ZIP Code information, and click OK.
To delete a ZIP Code
1. On the Home screen, click ZIP Codes.
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2. Select a ZIP Code, and click Delete.
3. When the confirmation message displays, click OK.
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7 Background Checks
What do you want to do?
Add a Safeguard Task (see page 34)
Create Safeguard Task Descriptions and Statuses (see page 34)
Request Background Checks (see page 35)
7.1 Add a Safeguard Task
HeadMaster provides a background check process called Safeguard that integrates with the SecureSearch
service. You can submit background check requests directly from HeadMaster to SecureSearch and
manage the information from one location. For more information about SecureSearch and background
requests, visit http://www.acstechnologies.com/products/acs/features/acs-safeguard.
Administrators have full access to the Safeguard features and can grant Safeguard rights to users within
User Administration.
Other People, Parents, Staff, and Teacher records have a Safeguard tab where you to can store and
manage their background information in one place.
To add a Safeguard task
1. On the Home screen, click Other People, Parents, Staff, or Teachers.
2. Double-click an individual’s record.
3. Click the Safeguard tab.
4. Click Add.
5. In the Task Description drop-down list, select a defined description or choose <New> to enter a new
description.
6. In the Status Description drop-down list, select a defined description or choose <New> to enter a new
description.
7. If the task is a completed one, enter a date in the Date Completed field.
8. If you want to add comments to the task, enter them in the Comments field.
9. If you want to add another task, select Add Another.
10. Click OK.
7.2 Create Safeguard Task Descriptions and Statuses
You can create a number of general task descriptions and statuses for Safeguard tasks all in one place.
There is no limit to how many you can create.
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Useful Information
Use general task descriptions and statuses that can cover a variety of situations. For example, task
descriptions may include Chaperone or Driver, and task statuses may be Complete, Pending, Yes,
No, and so on.
To add a task description
1. On the Home screen, click Define List.
2. Under Safeguard, select Task Description.
3. Click Add.
4. Enter a task description, and click OK.
To add a task status
1. On the Home screen, click Define List.
2. Under Safeguard, select Task Status.
3. Click Add.
4. Enter a task status, and click OK.
7.3 Request Background Checks
You can request background checks on individuals through HeadMaster in partnership with SecureSearch.
To request a background check
1. On the Home screen, click Other People, Parents, Staff, or Teachers.
2. Double-click an individual’s record.
3. Click the Safeguard tab.
4. Click Request Background Check.
5. Follow the instructions on the screen.
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8 Manage Custom Fields
What do you want to do?
Add a Custom Field (see page 36)
Change a Custom Field (see page 37)
Delete a Custom Field (see page 38)
8.1 Add a Custom Field
You can define custom fields for students, parents, teachers, classes, alumni, or prospective students.
For example, you may want to track locker combinations for students. These fields are called “custom fields.”
You can add, edit, and delete custom fields, but you can also lose data if changes are made to an existing
field.
When you add custom fields in options, the fields display on the Custom tab for the type of individual you
selected during set up.
Useful Information
If you want custom fields to display in the grid view for each type of individual, on the Home screen,
click Options > Settings. Select Allow Custom Fields in Main Grids. Be advised that this slows
the loading of the grid view.
Useful Information
When adding custom fields, close all current grids containing the field type you're adding. For
example, if you're adding student custom fields, the Student grid must be closed.
To add a custom field
1. On the Home screen, click Options.
2. Click Custom.
3. Click the Type list, and select an individual type (Student, Teacher, etc.). The custom field displays on
the individual window for the type you select.
4. Click Add.
5. Enter the custom field properties.
6. Click OK.
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Additional Field Information
When you add a custom field, you can name the field, set the type and length of the data that can be
entered in the field, create a Value list that the user can search values in, set a default value, and mark
the field private.
Field Name — Enter a descriptive field label. Examples: College, Highest Degree, Year
Graduated from College, Married, Number of Children, and Alumni Pledge.
Field type — The field type limits the type of data that can be entered.
Text — This is the default field type. Text can be words, numbers, or a combination of both.
Example: Clemson University, A1-B5-H78.
Currency — Dollar amounts. Example: $10.00 or .50.
Date — Displays dates in the format of MM/DD/YYYY.
Real Number — Includes rational and irrational numbers, such as decimals and integers (natural
numbers, negative numbers, and zero).
Whole Number — A positive integer, such as 1, 50, 100. This field type will not accept negative
numbers.
Yes/No — This places a check box in the custom field that the user selects or clears. Example:
Married is a yes/no field. The Custom tab displays a check box that is selected for yes, or
cleared for no.
Field Size — To limit the number of characters that can be entered, enter a positive number.
Example: If your locker combinations have a standard number comprised of 10 digits, set the
field size to 10.
Category — If you have more than one custom field, enter categories to organize the fields.
Example: The custom fields are categorized by College, Family, and Financial.
Default Value — Enter a selection that will automatically be used by the program in the absence
of a choice made by the user.
Private Field — To prevent this field from printing on reports, select this check box.
Uppercase — To force uppercase letters, select this check box.
Lookup Values — To build a list of values that will appear in a Value list, enter each value with a
return after it. On the Custom tab, this field will have a Lookup Values list that the user can select
from.
Must Choose Value From List — If selected, the user is required to select a value from the list.
If clear, the user can enter a value in the field.
8.2 Change a Custom Field
You can change a custom field to be tracked for students, teachers, parents, staff, or classes.
This could result in the loss of data if you change a field containing existing data.
To change a custom field
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1. On the Home screen, click Options.
2. Click Custom.
3. Double-click the custom field that you want to change.
4. Change any of the information.
5. Click OK..
8.3 Delete a Custom Field
You can delete a custom field to be tracked for students, parents, staff, or classes.
To delete a custom field
1. On the Home screen, click Options.
2. Click Custom.
3. Select the field you want to remove, and click Delete.
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9 Use the Calendar Tab
What do you want to do?
Add Reminders on the Calendar Tab (see page 39)
Edit a Reminder or Mark a Reminder Complete (see page 39)
View Assignments (Teachers) (see page 39)
View Individuals Currently Checked In (see page 40)
To View Today's Attendance (see page 40)
9.1 Add Reminders on the Calendar Tab
You can set up and edit reminders on the Calendar tab or in the Reminder List. However, you can only
delete reminders from the Reminder List.
After you set up reminders, they display on the HeadMaster Calendar tab, and the calendar displays a small
icon on the date the reminder is set.
To add reminders on the Calendar tab
1. On the Home screen, click the Calendar tab, located at the bottom of the screen.
2. On the date you want to add a reminder, right-click, point to Add > Reminder.
3. Enter the reminder information.
4. Click OK.
9.2 Edit a Reminder or Mark a Reminder Complete
You can edit reminders in HeadMaster after they've been entered.
To edit reminders on the Calendar tab
1. On the Home screen, click the Calendar tab, located at the bottom of the screen.
2. Double-click the reminder you want to change.
3. Make your changes to the reminder.
4. To mark a reminder complete, select the Completed check box.
5. Click OK.
9.3 View Assignments (Teachers)
Teachers can add and edit assignments on the Calendar tab. However, assignments can only be deleted
from the Assignments List.
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After you add assignments to the program, they appear in the assignments area of the Calendar tab and are
highlighted on the calendar.
To view assignments on the Calendar tab
1. On the Home screen, click the Calendar tab, located at the bottom of the screen.
2. Under Assignments, double-click the assignment you want to view or edit.
3. To close the assignment, click OK.
9.4 View Individuals Currently Checked In
Administrators can view all individuals who are currently checked in.
To view all individuals currently checked in, on the Home screen, click the Calendar tab (located at the
bottom of the screen).
9.5 To View Today's Attendance
Administrators can view the current day's attendance for all teachers who have posted it.
To view the current day's attendance, on the Home screen, click the Calendar tab (located at the bottom of
the screen).
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10 Create Lists
What do you want to do?
Set Up an Activity List (see page 41)
Set Up Individual Lists (see page 41)
10.1 Set Up an Activity List
You can define activities and apply them to students, parents, teachers, or classes. HeadMaster contains
some pre-defined activity lists, but you can customize the lists to suit your needs.
Once you set up activity lists, they display on the Activity tab of the student, parent, teacher, or class record.
To add an activity to the activity list
1. On the Home screen, click Activities.
2. Select Student, Parent, Teacher, or Class.
3. Click Add.
4. Enter a name for the new activity.
5. Click OK.
To change an activity in the activity list
1. On the Home screen, click Activities.
2. Select Student, Parent, Teacher, or Class.
3. Under List of Available Activities, double-click the description you want to change.
4. Change the name of the activity.
5. Click OK.
To remove an activity from the activity list
1. On the Home screen, click Activities.
2. Select Student, Parent, Teacher, or Class.
3. Under List of Available Activities, click the description you want to remove.
4. Click Delete.
5. When the confirmation message displays, click OK.
10.2 Set Up Individual Lists
You can customize several types of lists that apply to all individual types. These lists include:
Address types (home, vacation, other)
Church affiliations (Baptist, Presbyterian, Catholic)
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E-mail types (home, school, business)
Phone types (fax, pager, mobile)
Race (American Indian, Caucasian, Hispanic, African American)
Relation (grandparent, brother, sister, mother, father)
Suffix (Jr., Sr., III)
Title (Rev., Dr., Mrs., Mr., Miss)
For general information about how you can use Define Lists to customize data entry for your organization’s
specific purposes, see Customize Program Options and Lists (see page 48).
To create individual lists
1. On the Home screen, click Define List.
2. Under Individual, select the list type (Address Types, Church Affiliation, etc.) that you want to create.
3. Click Add.
4. Enter a description.
5. Click OK.
To edit a list item
1. On the Home screen, click Define List.
2. Under Individual, select the list type (Address Types, Church Affiliation, etc.) that you want to edit.
3. In the list of available types, double-click the description that you want to change.
4. Enter a new description.
5. Click OK.
To remove a list item
1. On the Home screen, click Define Lists.
2. Under Individual, select the list type (Relation, Suffix, Title, etc.) that you want to edit.
3. In the list of available types, click the description you want to remove.
4. Click Delete, and Yes.
5. Click OK.
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11 Edit an Individual's General Information
What do you want to do?
Change an Individual Phone Number (see page 43)
Change an Individuals' Active Status (see page 43)
Change a Preferred Name (see page 44)
11.1 Change an Individual Phone Number
Individual numbers are unique numbers used to identify the individual, whether a student, parent, teacher,
staff, other, or prospective. These numbers are located on the General tab of the individual’s record.
To change an individual number
1. On the Home screen, click Students, Parents, Teachers, Staff, Other People, or Prospective.
2. Double-click an individual’s record.
3. On the General tab, change the Individual #.
4. To save changes, click OK.
11.2 Change an Individuals' Active Status
You can change the active or inactive status for individuals or for a group of individuals, such as students,
parents, teachers, or staff. For more information about activating a group of individuals using Mass Change,
see Activating or Deactivating a Group of Individuals. For information about deactivating a family, see
Deactivate a Family or Family Members.
Note
If you are activating a student who has classes, the student will be re-activated in all of the classes
unless you clear the class check boxes in the Confirm dialog box.
To activate an individual
1. On the Home screen, click one of the following individual icons: Students, Parents, Teachers, Staff,
Prospective Students, Alumni, or Other People.
2. Double-click the individual’s record.
3. Click the General tab.
4. Select the Active check box. (Depending on the individual type, this may be labeled “Active Student,”
“Active Contributor,” etc.)
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5. Clear the check boxes for any classes that you don't want to reactivate the student in.
6. Click Close, then OK.
To deactivate an individual
1. On the Home screen, click one of the following individual icons: Students, Parents, Teachers, Staff,
Prospective Students, Alumni, or Other.
2. To select the individual’s record, double-click the name.
3. Click the General tab.
4. Clear the Active Student check box.
5. To enter the Date Deactivated, click the lookup button and select a date.
6. Click OK.
11.3 Change a Preferred Name
A preferred name is the name that an individual wants to be called. For example, a student named
Alexander, may like to be called Alex instead. You can edit the name that a student, parent, teacher, staff,
prospective, or other prefers to be called.
To change a preferred name
1. On the Home screen, click one of the following individual icons: Students, Parents, Teachers, Staff,
Prospective Students, or Other People.
2. Double-click the individual’s record.
3. Click the General tab.
4. Change the Preferred Name.
5. Click OK.
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12 Immunization Records
What do you want to do?
Store Immunization Records (see page 45)
Add Immunization Records (see page 46)
Edit or Delete Immunization Records (see page 46)
Update Immunization Records (see page 46)
Update Immunizations for Multiple Students (see page 47)
12.1 Store Immunization Records
Immunizations are the preventative shots students receive on a schedule to inoculate them against
infectious diseases and illnesses. Using HeadMaster, you can track the immunizations that are important to
your school, state, or district. HeadMaster contains the names of many standard inoculations already
entered, but you can customize this list.
When immunizations are entered on the prospective or student record, dates are associated with them.
Therefore, instead of entering a series of shot names in the Immunization List (such as Hepatitis 1, Hepatitis
2, and Hepatitis 3), enter Hepatitis only once in the Immunization list. Then, on the prospective or student
record, add Hepatitis and associate three different dates with the immunization.
To set up immunizations
1. On the Home screen, click Immunizations.
2. To add an immunization, click Add.
3. To change an immunization, click Edit.
4. Enter or edit the name of the immunization.
5. Click OK.
6. When you're finished setting up immunizations, click OK.
To remove immunizations
1. On the Home screen, click Immunizations.
2. Click the immunization you want to remove from the list.
3. Click Delete.
4. Click OK.
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12.2 Add Immunization Records
After you set up or revise an immunization list for your school, you're ready to add immunization information,
such as the name of the vaccine, the date received, and date due to the prospective and student records.
To add an immunization
1. On the Home screen, click Students or Prospective Students.
2. Double-click on an individual’s name.
3. Click the Immunizations tab.
4. Click Add.
5. Click the Immunization drop-down list, and select a vaccine.
6. Click Add.
7. Enter the date.
8. Click OK.
12.3 Edit or Delete Immunization Records
You can edit or delete immunization information from a prospective or student record.
To change an immunization record
1. On the Home screen, click Students or Prospective Students.
2. Double-click on an individual’s name.
3. Click the Immunizations tab.
4. Click Edit.
5. Change immunization information.
6. Click OK.
To remove an immunization record
1. On the Home screen, click Students or Prospective Students.
2. Double-click on an individual’s name.
3. Click the Immunizations tab.
4. Click to select an immunization record, and click Delete.
5. Click Yes.
12.4 Update Immunization Records
After you set up or revise an immunization list for your school, you're ready to track the dates those
immunizations are received by the students.
To update the date an immunization is received
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1. On the Home screen, click Students or Prospective Students.
2. Double-click on an individual’s name.
3. Click the Immunizations tab.
4. Select an immunization from the grid, and click Edit.
Useful Information
The following messages show the current status of each immunization in the grid:
Completed — All immunizations in the series have been given.
Overdue — Required immunizations are out of date.
Not Set Up — Required immunizations have not been assigned.
Missing DOB — No date of birth is entered for the selected student.
Current — Required immunizations are up-to-date.
5. Click Add.
6. Enter the date, and click OK.
12.5 Update Immunizations for Multiple Students
The school nurse or other administrator can mass add or remove specific immunizations using the Manage
feature.
To update the immunizations for multiple students
1. On the Home Screen, click Immunizations.
2. Select the immunization you want to add or remove, and click Manage.
3. If you intend to update prospective students’ immunization records, as well, select Include
Prospective. The All list will update to include their names.
4. Select students from the All list to apply the change to, and click Add (or double-click the name). To
remove students from the Selected list, select them and click Remove (or double-click the name).
Useful Information
On your keyboard, press and hold Ctrl to select multiple students, or press and hold Shift to
select blocks of students. You can also use Add All or Remove All to assign or delete an
immunization for the entire list.
5. When finished selecting students, click OK.
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13 Customize Program Options and Lists
There are ways to make data entry more efficient and to customize the HeadMaster program so that it
contains lists or data specific to your organization. In many cases, you can create or customize lists of items
that populate lists in HeadMaster. For example, you can set up various address, phone, and email types
such as home, business, or alternate. You can customize lists of church affiliations, name suffixes and titles,
races, and people relationships to suit various geographical or cultural differences represented in your
community or school.
An overview of program options and defined lists is provided below. However, specific program options and
lists are explained in further detail in other sections of this user guide. In addition, to get help with setting up
options and defining lists, press the F1 key on your keyboard from any option or define list window.
To view or set up defined lists, on the Home screen, click Define Lists.
To view or customize options, on the Home screen, click Options.
13.1 Define List Overview
Use Define List to customize HeadMaster to better suit your organization's needs. Define List displays a
tree-view list of available fields that are used in lists throughout HeadMaster.
Although HeadMaster contains default lists, you can customize these lists by adding, editing, or deleting
items contained in them.
To view the Define Lists window, on the Home screen click Define Lists.
13.2 Entering a Value in Define Lists
Select the option you want to enter a value for. Click Add, enter the value indicated and click OK.
13.3 Options Overview
The HeadMaster Options window contains a list of items that should be set up prior to using the program.
For example, Options is where you store default school information and the school logo, SMTP Settings for
connecting to your email or the Internet, skill codes, department names, and more. To view the Options
window, on the Home screen, click Options.
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14 Change Your Password
You can change your password at any time.
To change your password, on the Tools menu, click Change Password. Or, on the Home screen click
Change Password.
Enter the requested password information, and click OK.
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15 HeadMaster Import
The purpose of the HeadMaster Import process is to reduce your amount of manually-keyed data and save
you hours of time at the keyboard. You can use the import process to pull names, addresses, as well as
multiple other categories of student contact data from .csv or .xml import files into HeadMaster. To ensure
the import process works properly, your import file should contain separate columns for each data category.
For example, each data category such as Last Name, First Name, Date of Birth, etc. should have its own
column.
The imported data does not overwrite your existing data. It only adds students to your existing database. For
example, if you have John Smith entered in HeadMaster, and then you add his data with a new import, you'll
have two entries for John Smith within your database.
Useful Information
To use the HeadMaster Import process, you must have created a backup of your program data
within the past 2 days.
Importing data into HeadMaster is accomplished through mapping (or linking) fields in your import file with
the appropriate fields in HeadMaster. The procedure below will guide you through the process.
To import data into HeadMaster
1. HeadMaster desktop clients click the Windows® Start button, click All Programs > HeadMaster >
HeadMaster Import.
OnDemand clients click the HM Import icon on the overlay menu.
2. The HeadMaster Login dialog box displays. Enter your login information.
3. The HeadMaster Import dialog box displays. Click the
ellipses button, and browse to the file that
you want to import.
4. Select whether the imported data is for enrolled or prospective students.
5. In the Data View section, verify that you are importing the correct data.
6. Click Next.
7. Click and drag each Source Field category from the left column to an equivalent category in the right
column. In this step, you're mapping the fields. Click
to expand other data categories that you may
want to map and import.
Useful Information
The Last Name is the only required field for import. Any record that doesn't have a last name
is imported and given the last name "Converted (no last name)."
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8. If your import file is one that you'll use more than once, you can click Save Map in the upper-right
corner of the window. You'll be prompted to provide a name for your new map file. In the future, you
can access your saved map files by clicking Load Map whenever you're in this window.
9. Click Finished.
Once you've imported your data, you should verify that it imported correctly. If the import results are
incorrect, you can correct any issues in the import file; restore the last backup that you made; and then run
the import process again.
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16 Activate or Deactivate a Group of Individuals
When multiple individuals need to be deactivated or activated, you can save time by using the Mass Change
feature.
To activate or deactivate a group of individuals
1. On the File menu, click Mass Change.
2. Double-click Individual.
3. Click Individual Types.
4. In the Select Type drop-down list, select Student, Parent, Teacher, or Staff.
5. Click a name to select an individual. To select multiple individuals, on your keyboard, press and hold
Ctrl while clicking individual names. To select a block of individuals, click the first name in the block,
press and hold Shift, and then click the last name in the block.
6. Select either Activate or Deactivate.
7. Click Change.
8. To confirm, click Yes.
9. Click OK.
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17 HeadMaster SchoolCast™ Export
In an effort to maximize the effectiveness of communication between schools and parents/faculty,
HeadMaster has partnered with SchoolCast™ by High Ground Solutions. What does this mean for you?
SchoolCast offers a rapid communication solution for schools needing to immediately inform targeted groups
of people about things such as student events, school closings, faculty meetings, etc. Through SchoolCast,
you can even schedule automatic phone calls regarding attendance issues and lunch balances.
Taking advantage of these great features involves exporting your HeadMaster data to the SchoolCast
Notification System. Headmaster has made this task as easy as possible through the use of an export
process which guides you one screen at a time through creating an export file with customizable fields.
To export HeadMaster data to SchoolCast
1. Navigate to your HeadMaster install directory (Example: C:\HMaster), and double-click the
SchoolCast Export.exe file.
2. The first screen of the wizard displays. Click Next, and proceed through each screen.
3. On the last screen, click Export.
HeadMaster OnDemand users can set up the SchoolCast export as a scheduled task. You might want to
consider the scheduled task especially if you already run other tasks on a regular schedule. Before
scheduling the export, you must run the export manually the first time in order to select and save the export
settings you want.
To schedule the HeadMaster data export to SchoolCast through OnDemand
1. On the OnDemand overlay menu, double-click the SchoolCast Export icon.
2. The first screen of the wizard displays. Click Next, and proceed through each screen.
3. On the last screen, click Export.
4. After the export, on the OnDemand overlay menu, double-click the Schedule Tasks icon.
5. The Scheduler dialog box displays. Click Add.
6. The Schedule a Task dialog box displays. On the drop-down menu, select SchoolCast Student/Staff
Export.
7. Select the time and days you want the scheduled task to run, and click OK.
8. The Scheduler dialog box displays. On the schedule grid, verify the SchoolCast schedule and click
Close.
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18 Implement New School Year Procedures
The annual preparation for a new school year is a major task for your school, and its important that your
school performs that task well every year. There are a number of HeadMaster procedures that you can use
to ensure that your school is properly prepared for the new school year.
Useful Information
At the beginning of a new school year, you may find it necessary to create a new, empty database.
18.1 New School Year Procedures
Important Information
You must have performed your promotions to the new school year before implementing the new
school year procedures.
18.1.1 Set up the School Information
The first procedure is setting up your term description.
To set up the Term description
1. On the Home screen, click Options.
2. In the Term section, enter the new school year in the Description field. Example: 2012-2013
3. Click Close.
18.1.2 Set Up Grading Period Dates
To have correct attendance totals appear in HeadMaster and on the student report cards, you must set up
the grading period dates for the new school year.
To set up Grading Period dates
1. On the Home screen, click Options.
2. Click Grading Periods.
3. From the tabs at the bottom of the screen, click a grading period.
4. Click Set Dates.
5. For each period, enter a Start Dates and End Dates.
6. Click Close.
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7. If needed, select another Grading Period.
8. After you enter all the dates you want, click Clo
18.1.3 Upload HeadMaster Online Grading Period
If you use HeadMaster Online, you need to select the appropriate grading period to be uploaded.
To select a grading period to upload
1. On the Home screen, click Options.
2. Click HM Online.
3. In the Active Period section, select the appropriate grading period.
4. Click Close
18.1.4 Upload a New Dataset for HeadMaster Online
If you use HeadMaster Online and have been using scheduled automatic uploads, you must select a new
dataset to upload.
To select a dataset to upload
1. On the Home screen, click Options.
2. Click Scheduled Tasks.
3. In the Automated Upload Settings, select the new dataset.
4. If you are using HeadMaster Lunch and would like to automatically import preorders, select the
Import Lunch Preorders check box.
18.1.5 Enroll Prospective Students
If you have been using Prospective Students to manage the waiting list for new students to your school, you
must move those students to the Active Student list. You can enroll one student at a time or multiple
students at the same time.
To enroll prospective students one at a time
1. On the Home screen, click Prospective Students.
2. Double-click the student you want to enroll.
3. Click the Enrollment tab.
4. Ensure the Status information is complete.
5. Click the Enroll Now.
To enroll multiple prospective students at the same time
1. On the Home screen, click Prospective Students.
2. Select multiple students while pressing Shift or Ctrl on your keyboard.
3. On the icon toolbar, click Actions.
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4. Click Enroll.
5. Click OK.
18.1.6 Enter New Students
The Add Student Assistant provides a convenient way for you to enter new students.
To enter new students
1. On the Home screen, click Add Student.
2. Enter the student's information.
3. Click Next.
4. Select Enter new family information.
5. Click Next.
6. Enter the Primary Family Information.
7. Click Next.
8. If there is no secondary family, select None. If secondary family information is available, select Enter
new family information.
9. Click Next.
10. Enter secondary family information (If applicable).
11. Click Next.
12. Enter emergency contact and pickup information.
13. Click Finish.
18.1.7 Assign Homeroom Teachers
You have the ability to mass assign homeroom teachers if you have not retained homeroom teachers during
the promotion process. You can move groups of students from one homeroom teacher to another, or you
can select different students for each homeroom teacher.
To move students from one homeroom teacher to another
1. On the Home screen, click File.
2. Click Mass Change.
3. Click to expand Students.
4. Click Homeroom Teacher.
5. In the Options section, select Search and Replace.
6. In the Value to Change field, click the drop-down arrow and select the current homeroom teacher.
7. In the New Value field, click the drop-down arrow and select the new homeroom teacher.
8. Click Change.
9. Click Yes.
10. Click OK. To change more homeroom teachers, repeat steps 5-10.
To select different students for each homeroom teacher
1. On the Home screen, click File.
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2. Click Mass Change.
3. Click to expand Students.
4. Click Homeroom Teacher.
5. In the Options section, select Select Individual.
6. Click Select. The Select student dialog box displays.
7. Click the Grade Level column header.
8. Select multiple students while pressing Shift or Ctrl on your keyboard.
9. Click Add.
10. Click OK.
11. In the New Value field, click the drop-down arrow and select the new homeroom teacher.
12. Click Change.
13. Click Yes.
14. Click OK.
18.1.8 Enroll Students in Classes
You can enroll multiple students into multiple classes at the same time, or you can do student schedules one
at a time.
To schedule multiple students
1. On the Home screen, click Student Schedule.
2. Select a scheduling option. The following procedure steps will assume selecting the first scheduling
option.
3. Click Next.
4. Select the students you want to create schedules for. Select multiple students while pressing Shift or
Ctrl on your keyboard.
5. Click Add.
6. Click Next.
7. Select the classes you want to add to the student schedules, and click Add. Select multiple classes
while pressing Shift or Ctrl on your keyboard.
8. Click Save.
9. To continue adding classes, click Yes.
18.1.9 Set Up the School Calendar
The School Calendar is created using the start and end dates of your grading periods. Before you begin
adding events or closings to the calendar, ensure your grading periods are set up properly.
To set up the school calendar
1. On the Home screen, click Tools.
2. Click School Calendar.
3. Enter the Start Date.
4. Enter the End Date.
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5. Select the Type.
6. Select the days the school meets.
7. Click OK.
To fill in the school calendar
1. On the Home screen, click Tools.
2. Click School Calendar.
3. On the calendar, right-click a date.
4. Select the calendar option that you want. (To add more items to the calendar, repeat steps 3-4)
5. To save the calendar, click OK.
To print the calendar
1. On the Home screen, click Tools.
2. Click School Calendar.
3. On the calendar, click Print and select the view that you want to print.
18.1.10 Reset Lesson Plans
If your teachers have been using the Lesson Plans feature and you have copied the lesson plans to the new
dataset, you can reset the dates for all teachers' lesson plans.
To reset lesson plans
1. On the Home screen, click Tools.
2. Click School Calendar.
3. Click Reset Lesson Plans.
4. Enter the date for the first day that the lesson plans begin.
5. Click Run.
6. After the lesson plans have been rescheduled, click OK.
7. To close the school calendar, click OK.
18.1.11 Enter New Teachers and Staff
When you add a teacher, a staff record is automatically created. However, when you add a staff person, a
teacher record is not created.
To add a teacher
1. On the Home screen, click Teachers.
2. Click New.
3. Enter personal information on each tab,
4. To save the teacher record, click OK.
To add a staff member
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1. On the Home screen, click Staff.
2. Click New.
3. Enter personal information on each tab.
4. To save the staff record, click OK.
18.1.12 Set Up the Lunch Calendar
You can customize a weekly or monthly lunch calendar by adding items to days in Lunch Calendar.
To add menu items to the Lunch Calendar
1. On the Home screen, click Lunch.
2. Click Lunch Calendar.
3. Click the calendar arrows to select a month.
4. Click a calendar date.
5. In the Menu Items column, double-click each menu item that you want to add. You can also right-click
a calendar date and add the menu items in that manner.
6. To add multiple menu items at the same time, select them while pressing Shift or Ctrl on your
keyboard and then click Add Item to Selected Day.
To copy menu items by day or week
1. On the Home screen, click Lunch.
2. Click Lunch Calendar.
3. Click a calendar date.
4. Click Copy/Paste, and then click either Copy Day or Copy Week.
5. Click the calendar date to which you want to copy the menu items.
6. Click Paste.
To delete menu items
1. On the Home screen, click Lunch.
2. Click Lunch Calendar.
3. Click a calendar date, and click the menu item you want to delete.
4. Click Delete, and then click Delete Item. Click Clear Day to delete all the menu items for the selected
day.
18.1.13 Change Billing Code Amounts
Your tuition and registration may increase each year. However, you do not need to enter new billing codes.
You can simply edit the existing billing codes with the new price.
To edit existing billing codes
1. On the Home screen, click Define List.
2. Click to expand Billing.
3. Click Billing Codes.
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4. Click the billing code you want to edit.
5. Click Edit.
6. Change the amount. (To edit more billing code amounts, repeat steps 4-6)
7. Click OK.
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