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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.

New School Year Procedures

Important Information

You must have performed your promotions to the new school year before implementing the new school year procedures.

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.

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.
  7. If needed, select another Grading Period.
  8. After you enter all the dates you want, click Clo

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

Upload a New Data Set for HeadMaster Online

If you use HeadMaster Online and have been using scheduled automatic uploads, you must select a new data set 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 data set.
  4. If you are using HeadMaster Lunch and would like to automatically import preorders, select the Import Lunch Preorders check box.

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.
  4. Click Enroll
  5. Click OK.

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.

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.
  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.

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.

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.
  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.

Reset Lesson Plans

If your teachers have been using the Lesson Plans feature and you have copied the lesson plans to the new data set, 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.

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
  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.

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.

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.
  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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