Getting Started 1. Harmony. User s Guide

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Getting Started

1

Harmony

User’s Guide

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Chapter 1 Getting Started

Getting Started

Starting Harmony

Harmony is started by double clicking on the Harmony icon. Harmony can also be started by selecting Start > Programs > Lotus Applications > Lotus Notes. Once you have launched the Notes application you will be prompted to select your user name. If your name is not the one listed, select “Other” and choose your id file from the list.

At this point you will be taken to Harmony. User id's and Locations

Your user id is what allows you to gain access to Harmony. User ids are much like keys. As not all keys fit in all doors, not all ids will allow access to all databases or even the same level of access within a database. Depending on your job function, your user id may allow you access to different things than other people's user ids.

When you are logged in to Harmony, you should be logged in as yourself. You should not share user ids and passwords with others. Not only is your id what lets you access Harmony, but it is also what allows Harmony to track the changes you make and the documents you create. For all of these reasons it is very important that you do not share your password with anyone else, as well as making sure that your password is relatively difficult to guess. However, if you do accidentally share your password with someone, or you feel that your password may have been compromised in any way, it is very easy to change.

Choose File > Security > User Security. You will then be prompted to enter your existing password. After that, you will see a screen similar to the one on the next page. Simply click the Set Password button. You will then be asked to enter your old password one more time, and then you will enter the new password twice. That's it!

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Getting Started Chapter 1

Harmony User’s Guide Page 3

Change Password Dialog Box

Navigating Around in Harmony

Navigators and Views

Navigators are graphical menus used in Harmony. By clicking on 'hot-spots' in the navigator you can perform actions such as changing views, exiting, or creating documents.

The highlighted text is the section of the program you are currently in.

As you move your mouse through the navigator, your available selections will be highlighted.

If you click an item in bold text, you will be taken to another section of the program, and the default view for that section will be

displayed.

Views You can search most any view by typing on the keyboard the first Searching

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You can also search for specific words by using the Notes search bar (View - Search Bar, see Notes help for more info.)

"Twisties"

"Twisties" are the little triangles next to a line in the view. A line with a twistie means that there is categorized information below that line that can be displayed or hidden by clicking on the twistie. When the triangle is pointed down, you will see the information displayed under that category. When the triangle is pointed in, you will see the category name only.

Sorting Columns

If the column header has an arrow on the right side, this means that you can sort this column manually. The up arrow will sort the column (A-Z), the down arrow will sort the column (Z-A). You can put the view sorting back the way it was by clicking on the header again.

Note: When a column is sorted manually it becomes the sorted column for searching also.

Selecting Documents

To select a document, highlight the document in the view and press the [Space bar]. This will place a check mark next to that line. You can also add and remove check marks by clicking to the left of the line in the view window.

Scrolling Vertically

There is a scroll bar to the right side of the window that you can use to scroll vertically. You can also use the arrow keys on your

keyboard, or [Page Up] and [Page Down] keys. Scrolling

Horizontally

To scroll horizontally use the arrow keys on your keyboard, or display the horizontal scroll bar by choosing View - Show - Horizontal Scroll Bar from the menu bar.

Type Ahead If you would like to do a search, make sure your mouse is in the right hand frame and begin typing. A box will appear and you can

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Documents Documents are in one of two modes at all times, edit and read. There are two types of fields on a document, editable and computed. When a document is in edit mode, the editable fields can be changed. You can tell if a field is editable by the brackets around the field. When a document is in read mode, the editable fields may not be edited. If the editable fields do not have the brackets around them, the document is in read mode. You can put the document in edit mode several ways:

-Double click somewhere in the document -click the Edit button at the top of the form

-click the Edit Document icon in the smart icon bar

Once the document is in edit mode, and you still don't see brackets around a field, then that field is a computed field. Computed fields are for display only, and the value of that field is computed by the computer.

When entering data into the fields on a document, it is important that the correct type of data is entered. For example, a field that is asking for a date value must have a date value entered into it. The computer is looking for a specific type of value, and if the wrong type is entered, the computer will not know how to interpret the data, and an error will be generated.

Check Box fields allow you to choose as many of the choices as you like. You can select an item by either clicking on it with the mouse, or, if it is the active field, you can also press the space bar to select an item.

To deselect an item, simply click on it with the mouse or press the space bar.

Radio Button fields only allow you to choose one of the options, and can be selected in the same way check box items are.

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Key Word fields are denoted by the triangle next to the field. Key word fields allow type ahead. If you begin typing, the computer will search for options in that list that match what you are typing. You can also click on the triangle or press “Enter” and choose from a menu.

Once you are done with a document and you are ready to close it, you have several options:

-You can click Close in the button bar -You can press Esc on your keyboard

-You can double right click somewhere in the document

-You can click the "x" in the window title at the top of the screen When any of the above options are used, the computer will first check to see if any changes have been made to the document. If so, you will then be prompted to save the document.

The choices will always default to "Yes", so you can just hit the Enter key or the Space Bar to say “yes”. This is your only chance to save the changes you have made, so if you say "No", your changes will not be saved, and the document will be the way it was before it was opened.

If you do not want to close the document, you can choose the "Cancel" option, and your changes won't be saved at that time, and the document will remain open.

When a document is saved, it is added to the family hierarchy of that student. The Student document is the parent of the family, and all

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the subsequent documents are its children or grandchildren. Notes uses the term "Response Document". If a document is a response document, it is a child of another document. This is why it is very important that you are on the correct student when creating documents.

In the above view, the School Year is a Response to the Student, and the Documents are Responses to the School Year. You can see that they are responses by the indentation in the view, under the

document they are a response to.

Replication Save Conflicts

Replication/Save Conflicts are created when the same document is modified by two different people at the same time.

A conflict is noted in views by the grey diamond off the left of the view, as well as [Replication or Save Conflict]. When this occurs, Harmony makes a copy of the document in question, and therefore keeps both versions. It is then up to the user to determine which version of the document is correct. To resolve, just open both documents and compare them. Once you have determined which one to keep, and have made any changes necessary to transcribe data, simply save both documents, and then delete the one you no longer wish to keep.*

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*Once a [Replication or Save Conflict] document is opened and saved, it turns into a regular document. So even though it doesn't show up as a conflict anymore, you will still have a duplicate entry. This is why it is important to save both documents before you delete either one of them.

Tips and Tricks

To move from left to right, top to bottom through the fields on a form, you can use the Tab key.

To move right to left, bottom to top through the fields on a form, you can use Shift+Tab.

If you get an error message, WRITE IT DOWN. We will be able to help you much more efficiently if you can provide the exact error you are getting.

Control+Home - Edit Mode - will take you to the first editable field on the document

Control+Home - Read Mode - will take you to the top of the document

Control+End - Edit Mode - will take you to the last editable field on the document

Control+End - Read Mode - will take you to the end of the document

Shortcut Keys

Esc Closes the active document or view. If it is a document, you will be prompted to save.

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Ctrl+End Takes you to the bottom of the active view or document

Ctrl+S Save

Alt+F4 Closes current application

F9 Refreshes current view or document Ctrl+P Prints the active view or document

Ctrl+A Selects all of the documents in the active view, or the entire contents of the active field

Ctrl+C Copy

Ctrl+V Paste

Ctrl+E Puts document in edit mode

Shift - Collapses the view you are currently in Shift + Expands the view you are currently in

F5 Locks user Id, Password will be required before the computer can be used

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Navigators

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Harmony

User’s Guide

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Chapter 2 Navigators

Main Student Navigator

Students

Main View of all students, sorted by last name as the default. This view can also be sorted by ID and DOB

Students By Grade

Students By Room (Elem. Only)

View of all students, sorted by grade. View of all students, sorted by teacher Birthdays

Class Birthdays (Elem. Only)

View of all students, sorted by month, by DOB

View of all classes, along with a list of birthdays of students in that class

By Family View of all students, sorted by guardian

Student Search View of all students, sorted by Last Name. You may click on First Name, Nick Name, DOB, or ID to sort by any of the columns Inactive Students View of all inactive students

Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

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Navigators Chapter 2

Attendance Navigator

Student Opens the Student Navigator Attendance Opens the Attendance Navigator Absences Today View of all absences today.

Absences by Date View of all absences, sorted by date. Absences by Grade View of all absences, sorted by grade. Absences by Period View of all absences, sorted by period. Tardies by Period View or all tardies, sorted by period.

Absent Lookup View of all absences and tardies, sorted by student. Class Absence

Reports

View of all the absence reports filled out by the teachers, sorted by date and period.

Attendance Review Allows you to review attendance based on parameters you select. You may then create letters, discipline reports, and print attendance reports.

Attendance Letters Calculate ADA

Attendance letters created using the Attendance Review. These letters have been marked approved and printed.

Allows you to calculate ADA based on dates that you enter. Discipline Opens the Discipline navigator

Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

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Discipline Navigator

Student Opens the Student Navigator Attendance Opens the Attendance Navigator Discipline Opens the Discipline navigator

By Infraction Discipline encounters categorized by infractions By Teacher Discipline encounters categorized by teacher By Action Discipline encounters categorized by action taken By Student Discipline encounters categorized by student By Grade Discipline encounters categorized by grade By Term Discipline encounters categorized by term Suspensions All Suspensions

Expulsions All Expulsions Detention

Calendar Last Year

A calendar showing when students should be present to serve detention

Displays discipline records for the prior school year Health Records Opens the Health Records navigator

Classroom Opens the Classroom navigator Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

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Health Records

Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Nursing Visits View of all nursing visits, sorted by date by Grade

by Outcome by Complaint

Nursing visits sorted by grade level Nursing visits sorted by outcome Nursing visits sorted by complaint

Immunizations View of all immunization records, sorted by student Medications Calendar view of all medications to be given Allergies View of all allergies sorted by student by Grade View of all allergies sorted by grade level Health Concerns View of all health concerns sorted by student by Grade

Health Screening Medical Notes

View of all health concerns sorted by grade View of all health screenings sorted by student View of all medical notes sorted by student Classroom Opens the Classroom navigator

Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

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Classroom

Student Opens the Student navigator Classroom Opens the Classroom navigator Grade Book Plans Units Units by Subject (Elem. Only) Units by Teacher (Elem. Only)

Current grading period grade books A list of plans categorized by Teacher A list of units categorized by Teacher A list of all units categorized by Subject A list of all units categorized by Teacher All Grade Books All grade books for the current school year Progress Reports

Report Cards

(Elem. Only)

A view of most recent progress reports and where progress reports can be created by Homeroom or for all students

A view of most recent report cards and where report cards can be created by Homeroom or for all students

Standards Taught A list of plans categorized by teacher and standard Standards

Skills List (Elem.

Only)

Student Skills (Elem. Only)

A list of standards categorized by Course or Subject A list of skills categorized by grade level

An area where student skills and student placement information can be created

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Office Use

Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Opens the Classroom navigator

Office Use Opens the Office Use navigator to the School Calendar Calendar

Days Off

Opens up the School Calendar

A list of days off that do not count towards ADA Student ECA Expands an ECA Section including…

Activities List by student of all ECA’s they have participated in, including

grades and awards

Participants A list of all students participating in each activity for the current

school year

List A list of activities and students participating in them. You may

assign students to activities from this view

Eligibility View for creating progress reports by activity

Lockers Lunch Count

A list of all lockers and combinations and if they have been assigned A list of daily lunch counts

Bus Roster A list of students sorted by their bus number and containing their address and phone number

Textbook Numbers Textbook Rental

List by Teacher of classes and textbooks assigned to each student Opens the Textbook Rental Navigator

More Student Views

A form opens that will give you the option of accessing additional views including…

ADM Ethnicity Guardian Email Addresses

Students sorted by grade and ADM type Students sorted by ethnicity

A list containing students and the guardian email addresses that are entered on their student record

Language Minority

View of all language minority students (based on the information entered on their Student Information form)

Last Year New Enrollees

View of all students that enrolled in the school year prior to the current one

Last Year Withdrawals

View of all students that withdrew in the school year prior to the current one

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Military List A list of all students that have allowed their information to be shared

with the military

New Enrollees View of all students that enrolled during the current school year

Special EducationView of all special education students (based on the information

entered on their Student Information form) State Assistance

Students

View of all state assistance students (based on the information entered on their Student Information form)

Student Drivers View of all students that have a parking permit number or a license

plate number entered on their Student Information

You may sort by Plate Number or Permit Number by clicking on the appropriate column Student Lockers Title Withdrawals Web ID’s Reports (Elem. Only)

A list by grade of students and their assigned lockers, may be sorted by locker number, combination, or student name

A list of all students in the Title I program, sorted by grade and program

View of all students that withdrew during the current school year View of all students who have a Web ID created

An area where various reports can be created for the Elementary System Admin Opens the System Administration Navigator

State Reports

Central Office ECA Accounts

A form opens that allows you to choose which state report you wish to create, what you want to name the file, and instructions for creating the report

Opens the Central Office navigator Opens the ECA Accounts navigator Staff Opens the Staff navigator

Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

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Textbook Rental

Office Use Opens the Office Use navigator to the School Calendar Textbook Rental

Book Fees A report of all book fees Book Fees

Report

State Assistance book fee report Book Fees by

Grade

Open balance book fees by grade- NO State Assistance Book Fees

Open Balance

Open balance book fees Book Fees

Credit Balance

Credit balance book fees SA by Grade

SA Open Balance

Change Fees (Elem. Only)

State assistance fees by grade

State assistance fees with open balances

Area where book fees are set up by subject for Elementary Letters to Print

Letters

Book fee letters that have been created but not printed View of all book fee letters

Payments Last Year OB

View of all book fee payments that have been recorded Open balances from the prior school year

Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

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System Admin

Office Use Opens the Office Use navigator to the School Calendar System Admin

Profile Documents

Displays all profile documents that control the settings and parameters of the system

Templates View of templates available for use in letters and emails Ready for Next

Year?

Expands the choices below, which are used in transitioning from one school year to the next

1. Promote/Retain Prompts you by grade level to indicate which students are not being

promoted

2. Advance Grade Advances the grade on all students that are not marked retained

3. Add School Year Creates a school year for all active students

4. Assign Lockers Takes you through the steps of assigning lockers

5. Assign Homerooms (not Elem)

Takes you through the steps of assigning homeroom teachers randomly

5. Placement (Elem only)

Allows administrators to review data entered by teachers when placing students in their next year classroom. This can be done during the current school year.

6. Assign Teachers (Elem only)

Allows you to assign next year teachers during the current school year (not necessary if the Placement option was used)

Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

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Staff

Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Current grading period grade books Office Use Opens the Office Use navigator Staff Opens the Staff navigator Personnel List of school personnel Personnel

Envelopes

Area where personnel envelopes can be created Personnel Birthdays List of personnel sorted by date of birth

POs and Leave Requests

Opens up the Central Office navigator to the Purchase Orders and Leave Requests screen

Guidance Opens the Guidance navigator Inbox Opens the Inbox navigator

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Guidance Navigator

Students Opens the Student Navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Current grading period grade books Office Use Opens the Office Use navigator Staff Opens the Staff navigator

Guidance Opens the Guidance navigator to the Classes by Student view Classes

List Student Class documents sorted by Term and then Class By Student View of all classes sorted by student, year, and term By Period View of all classes sorted by term and period By Teacher View of all classes sorted by teacher

By Term View of all classes sorted by term Homeroom View of all students sorted by homeroom

Inactive View of all inactive classes sorted by student, year, and term Master Courses View of all courses sorted by school year, and term.

Courses & Classes View of all courses with their classes listed under them by term. Report Cards

Permanent Records (Elem. Only)

View of most recent report cards and the area where they are created View of all permanent records created on Elementary students Class Rank/GPA Most recent GPA Reports sorted by Grade and Rank

Progress Reports View of most recent progress reports and area where they are created View Transcripts

View Grad Status

View of most recent transcripts

View of all graduation status documents Guidance Notes View of all guidance notes sorted by student. Inactive Students View of all students marked as inactive Recent Graduates View of all recent graduates

Standardized Tests Standardized Test section that shows tests sorted by student or test Class Requests

Grade Review (Elem. Only)

View of all Class Requests for the current school year Breakdown of all students’ grades for the Elementary Enrollment View of Schedules, Fees and Enrollment Summaries Show Next Year Opens the Show Next Year Navigator

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Show Next Year

This area allows you to work with Next Year’s Schedule during the current school year Enrollment View of Schedules, Fees, and Enrollment Summaries

Master Courses View of all courses sorted by school year, and term. Courses and

Classes

View of all courses with their classes listed under them sorted by term.

Classes View of all classes sorted by term By Period

By Teacher

View of all classes sorted by term and period View of all classes sorted by teacher

By Student View of all classes sorted by student, year, and term Class List Student Class documents sorted by Term and then Class Request Courses Area where Course Requests are entered

Requests Displayed

View of all Course Request documents sorted by student Course Requests View of all Course Request documents sorted by grade level Course Request

Totals

View of all Course Request documents sorted by course; shows the total student requesting each course

Conflicts View of all scheduling conflicts by course and by student Available Periods View of all students with available periods to be scheduled Set Up Schedule Sets up Next Year’s schedule based on course requests Return to Current

Year

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Inbox

Student Opens the Student navigator Attendance Opens the Attendance navigator Discipline Opens the Discipline navigator Health Records Opens the Health Records navigator Classroom Current grading period grade books Office Use Opens the Office Use navigator Staff Opens the Staff navigator Guidance Opens the Guidance navigator Inbox

To be Approved Documents awaiting approval sorted by Personnel To be Printed Documents that have been approved but not printed Parent Envelopes Area to create envelopes addressed to guardians Student Envelopes Area to create envelopes addressed to students

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Students

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Harmony

User’s Guide

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Chapter 3 Students

Main

When you first log into Harmony, you will be taken to the Main Student view. This view brings up a list of all current students enrolled, along with their school year history. This list can be sorted by the various items listed in the heading across the screen. Simply click one of the headings to resort the student list.

You can view a summary of the student's history by opening (double-clicking) on the desired school year under the student's name. The student's attendance report for that school year will be displayed. You may then click on Discipline to view the Discipline Records, Graduation Status to view the student's current graduation status, Progress to see current grades, Transcript to view the permanent record, Schedule to view the student's schedule for that year, and Report Card to view the student’s report card for that school year. To view the summary for a different school year, open the desired school year and follow the same procedure.

Additionally, underneath each school year is a list of documents that pertain to that school year. You can view each document by double-clicking on the desired document.

Adding a new student

One of the action buttons in the Main Student Navigator is the New Student button. To add a new student to the database, click New Student. This will open up a blank student form. The student’s name will appear at the top of the form when it is saved or refreshed.

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Students Chapter 3

You may click on any tab to move from one section of the Student Information to another.

Tip:

Before entering a new student, be sure to search for the student in the existing student list and the inactive student list to avoid duplicate entries.

Tip: If you do not see the teacher or bus driver you want listed as a choice, go to Staff and either change their Title to the

appropriate selection, or click Create….

Personnel and enter them as staff.

The students’ ID will automatically be assigned. If the student already has a STN you will have the option to change the ID when you save the new student.

There are two options for the fields that have drop down menus. You can type the first letter and it will auto populate, or you can click on the down arrow and a new window will open for you and you can choose from that menu.

Your choices for Teacher are any personnel that have Teacher entered as their Title. When you select a teacher, the room number will automatically be pulled from the teacher’s personnel record. Bus drivers are also pulled from your personnel list, as are the corresponding bus numbers.

The Withdrawal and New Enrollment buttons are used to track when students withdrawal or move in to your school. This is important for calculating the ADA.

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Tip:

When entering phone numbers anywhere in the database, you can simply type in the digits and the computer will translate them into the appropriate format. Tip: Marking Physical information in this section will be valuable to you when working with your ECA’s. You will be able to see which students have not turned in Physicals and when their physicals were performed.

Guardian

You will need to choose from the drop down area who the student’s legal guardian is. Based on who you choose as the student’s guardian, the appropriate sections will be displayed for you to complete.

If you select either one of the students’ parents, or both parents, the last name and address that was entered for the student will be automatically filled in with the student's information. If these addresses are incorrect, you can simply put your cursor in the field you wish to change, delete the incorrect data, and enter the new data. It is important to mark a guardian, because all correspondence will be addressed to the individual(s) listed as guardian.

At the time of setup, you may wish to assign a Web ID for the parents. To do this, please see the steps located in the section Creating A Web Account.

Emergency Contact

You may enter up to three emergency contacts for the student. Medical Info

You may enter the student’s physician and corresponding phone number. You may also indicate if the student has completed his/her physical and the date it was performed. This information will then be available to you when reviewing students that participate in ECA’s. Medications that may be dispensed to the student may also be recorded here for easy reference.

If any allergies or health concerns have been entered through the health records portion of Harmony, they will be displayed here for reference.

Office Use

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Tip:

To ensure accurate State reporting, make sure the “Office Use” information is accurate on every student.

students’ information.

When you enter a Locker Number for a student, the locker will be marked unavailable and the Combination will be listed for you. Only available (unassigned) lockers will be available to choose from. If the student should not be included in Class Rank, you should check the No box for Class Rank.

When you mark the appropriate Lunch Status for a student, book fees, and cafeteria accounts (where appropriate), will also be marked. You should indicate what Paperwork the student has completed. This will also assist you in reviewing your ECA’s.

The Data fields are required for your state reports. Please choose from the selections when appropriate. Certain selections in this area may prompt you to complete more fields, as required for reports. For Corp of Legal Residence you should enter the number and NOT the name of the corporation.

The ADM Count field determines how the student is counted in state attendance reports. If you choose "Does not count toward ADM Count" in the ADM Count field, you will then be prompted for the reason they do not count at this time. If you choose certain selections in the ADM Count field, you may then be prompted for more information.

Information can also be entered on Special Education, Title I, and Language Minority. Upon entering this information, you will be prompted to complete additional fields.

Once you are finished entering in the students’ information, click the Save button located above. Your student’s name will automatically appear.

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If you are entering a new student, you will be prompted to enter a New Enrollment and a new School Year. It is important to be sure you are entering the correct enrollment date. After you enter the enrollment date, select “OK”. You will then get another pop-up asking you if you would like to change the student’s ID number. If you do, select “yes” and enter their number. The ID on all

documents for that student will be changed to their new ID number. It is very important that you add the new school year. School year documents are how the students’ activities are kept separate from year to year.

Editing a Student

If you need to edit a student’s information, find your student’s name under the Main Student view. Double click on your student’s name and a new window will appear. At the top left hand side, select the Edit button. This will put you in “edit” mode. Make all necessary changes and then click the Save button. Once your changes have been saved, you may close that window.

Withdrawing a Student

To withdraw a student open the student in the Student view and click the Withdraw button. You will be prompted to enter the date of withdrawal, reason, and where the student is transferring to. Be sure to enter the correct withdrawal date so attendance reporting will be accurate.

When you have completed the information, click Okay. You will then be asked if you would like to create a Withdrawal Packet. If you answer Yes the student’s Attendance Report, Discipline Report, Progress Report, most recent Report Card, and Transcript or Permanent Record will be printed.

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Book Fees. If you answer Yes the student’s fees will not be included for open balance letters, etc.

Once you withdraw a student, he is marked Inactive and can be found in the Inactive Students view. Also, all of his classes are marked inactive so he will no longer be present on Class Absence Reports. If you need to review any of his classes you can go to Guidance… Classes… Inactive. This view will have all student class documents for Inactive students.

Re-enrolling a Student

To re-enroll a student, go to Students… Inactive. Search for the student’s name and open his Student Information. Click the New Enrollment button. Complete the information, being careful to enter the correct date, and click Okay.

The student will now be listed in the active students, and all his student class documents will be activated. If he was already enrolled in classes for this school year they will also be activated.

If you are activating an inactive student you may need to enter a new School Year. This is done by highlighting the student and clicking the New School Year button in the button bar at the top of the view. You simply need to verify that the year the computer has selected to add is the year you wish to add and click Okay. If the student does have a previous year entered, you simply need to verify that the year the computer has selected to add is the year you wish to add. Then save and close the document.

It is very important that you add the new school year. School year documents are how the student’s entries are kept separate from year to year.

Changing an ID

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double-Chapter 3 Students

clicking on his name in the Student view. Then click the Edit button to put the document in Edit mode and click the Change ID button. You will be prompted to enter the new ID. The ID on all documents for that student will be changed to the new ID.

Creating a Web Account

In the main Student view, select the student you would like to assign a web account and double click on their name. Click the Edit button and you will see the Setup Web ID button in the blue Action Bar across the top of the screen. You will then be promoted for the user id, password, and email for the account. If there is an email address on the Student Information form it will automatically include this address. You may fill out the blanks or have the program suggest a user ID and password for you by clicking the Suggest User ID and Password button. Once you have all three fields filled out, click Okay. An email will be sent to the address you provided giving them information on how to log on and informing them of their User ID and password.

At any time you can click the Setup Web ID button and click the Resend Email to generate the automated email to remind the guardians of their username, password, and instructions.

Add New…

Absence

In the main Student view, there is an Add New… button that contains a wide variety of actions to perform on an individual student. This button contains a dropdown list of all the possible forms to create in the student section of the application. You must have the student you wish to add a record to highlighted when you click on this button.

To create an absence, highlight the student's name in the Student view and click Add New... and choose Absence. Please see the Chapter on Attendance for more specific instructions on adding an absence.

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Discipline Record

Bus Discipline

Expulsion

Once this document is saved it does not go into the main student view. It is put in the absence section of the database. These records may be viewed under the Attendance navigator or by opening the appropriate school year and clicking Attendance.

To create a new discipline record for a student, highlight the student, click the Add New button, and choose Discipline Record. Please see the chapter on Discipline for more specific information about adding a discipline record.

Once this document is saved, it is saved onto the main student view under the appropriate school year. It can be reopened by double-clicking on the record. Also, this record will be included in the Student Summary by double-clicking the current school year and clicking on Discipline. In addition, this record will be available in the Discipline Navigator.

To create a new Bus Discipline record for a student, highlight the student, click the Add New button, and choose Bus Discipline. Please see the chapter on Discipline for more specific information about entering a Bus Discipline record.

Once this record is saved, it will be listed in the Main student view under the student’s current school year. Also, the Bus Discipline Record will be included in the Student Summary by double-clicking on the current school year and double-clicking Discipline. These records are also listed in the views in the Discipline section. To create an Expulsion record for a student, highlight the student, click the Add New button, and choose Expulsion. For specific information about entering an expulsion, please see the chapter on Discipline.

Both the Expulsion Record as well as any letters created from the Expulsion record may be found under the student’s name and current school year in the Main student view. Also, the Expulsion Record

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Letter to Guardian or Students

will be listed in the appropriate views in the Discipline section. Blank letters may be created for either the student or parents. To create a new letter for a student, highlight the student, click the Add New button, and choose Letter to Student. To create a new letter for a parent, highlight the student, click the Add New button, and choose Letter to Guardian.

The appropriate names and address are automatically put on the letter. However, if you wish to change any of this information, you can simply delete it and put in the correct information. The field with the red brackets right after the salutation field is where the body of the letter is typed.

The final field on the document is a list of faculty names. Choose the correct name, and that person's title will be listed under his/her name. If the individual is an administrator, his/her signature will be added to the letter when it is approved. Otherwise, the letter is marked as approved and is ready to be printed. All letters will stay in the “To be Printed” section of the inbox until they are printed. Once printed, they will move from that area but will still be listed under the student's name in the Student view.

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Email to Guardian Text Message Email to Teachers Phone Call Misc Entry

Emails to Guardians can be created by highlighting the student, clicking the Add New button, and choosing Email to Guardian. The email address from the Student Information will be pulled in and additional email addresses can be entered here if necessary. The field with the red brackets is where the text of the email is written. Once you click “Send”, the email will be sent and a copy of it will be saved and listed under the student’s name in the student view. Text Messaging is very similar to email; however, it sends a text message to a cell phone. Text messaging numbers can be added to the Guardian information under the Student Demographic

information. To create a text message, click the Add New button and select Text Message. Add the details of your message and then click Send.

Emails to Teachers can be created by highlighting the student, clicking the Add New button, and choosing Email to Teachers. The email addresses for all of the students’ teachers will

automatically be pulled in from the Staff information. If an email address for a teacher is not listed, it will not be added to this email. The field with the red brackets is where the text of the email is written. Once you click “Send”, the email will be sent and a copy of it will be listed under the student’s name in the student view.

To create a new Phone Call record for a student, highlight the student, click the Add New button, and choose Phone Call. The parents' phone numbers are automatically pulled into the record. The time and date can either be typed in or selected from the drop down menus provided. Select the “Personnel” name. The "Reason for call" field is free text. Once you save this record, a copy will be listed under the student’s name in the student view.

To create a Miscellaneous Entry for a student, highlight the student, click the Add New button, and choose Misc Entry. The time and date can either be typed in or selected from the drop down menus provided. Select the “Personnel” name. The “Comment” field is a

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Parent Packet

Homework Agenda

Nursing Visit

free text field. Once you save this record, a copy will be listed under the student’s name in the student view.

Choosing Parent Packet under the Add New button allows you to easily compile a number of reports from one location. These records will be automatically sent to the printer for you. To create a Parent Packet, highlight the student's name and click Add New and select Parent Packet. You will then be prompted to select the information you want included in the packet. Your choices are:

Attendance Report- a list of absences and tardies Discipline Report - a list of discipline encounters Progress Report- a report of grades

Assignment Summaries- a list of all assignments for each class including total points, possible points, and current grade

If you selected Attendance and/or Discipline you will be prompted to choose for which term(s), and if you selected either Progress Report and/or Assignment Summaries you will be prompted for which term and grading period.

Once you have answered the above questions, the computer will create the selected reports and print them.

To create a Homework Agenda, select the student's name and click Add New and select Homework Agenda. Enter the desired date and click “Okay”. A homework agenda will be created showing the assignments listed in the plan books for each class in which the student is enrolled. You may click Print to print the homework agenda. To create an agenda for another date follow the above procedure for that date.

To create a Nursing Visit for a student, highlight the student, click the Add New button, and choose Nurse Visit. Please see the chapter on Health Records for more information about entering nursing visits. The Nursing Visit will be listed under the student’s name and

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Medical Note Allergy or Health Concern Immunization Record Health Screening

current school year in the Main student view. It will also be listed under the Health Records navigator.

To create a Medical Note for a student, highlight the student, click the Add New button, and choose Medical Note. Please see the chapter on Health Records for more information about entering Medical Notes. The Medical Note will be listed under the student’s name and current school year in the Main student view, as well as in the Health Records navigator under Medical Notes.

To add an Allergy or a Health Concern, click the New Allergy button or the New Health Concern button on the Nursing Visit form or select the student and click Add New… Allergy or Add New…Health Concern. Please see the chapter on Health Records for more information about entering Allergies and/or Health Concerns. When you click “Okay”, the allergy/health concern will be displayed on Nursing Visits and the Student Information form under the Medical Info tab. Also, this allergy can be seen by going to the Health Records navigator. To make changes to an Allergy or Health Concern, you can double-click to open it in either of the Allergy views and edit it as desired.

To create an Immunization Record for a student, highlight the student, click the Add New button, and choose Immunization Record. Please see the chapter on Health Records for specific information on entering Immunization Records. Once the

immunization has been entered, it can be viewed and edited by using the Add New…Immunization button. Also, it can be viewed under the Health Records navigator under Immunizations.

To create a Health Screening Record for a student, highlight the student, click the Add New button, and choose Health Screening Record. Please see the chapter on Health Records for specific information on entering a Health Screening. This information can be viewed in the Health Records navigator under Health Screening.

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Medication

Guidance Note

Class Request

To create a Medication Record for a student, highlight the student, click the Add New button, and choose Medication Record. Please see the chapter on Health Records for more information on entering Medications. Once you Save and Close the document, the

medications can be seen in a calendar format by clicking Health Records… Medication. You will see the names of all students that are scheduled to receive medication each day and the time they should take the medication. You may double-click on any of the entries to open it and see more details. If you click Edit you can make changes.

To create a guidance note for a student, highlight the student, click the Add New button, and choose Guidance Note. This note is simply a place to record the time and place of a conversation. The completed note will show up in the main view as well as in the Guidance section of the application.

If you know which classes you wish for a student to enroll in, you may schedule the student using the Class Request. This feature is

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Course Request

used primarily for new students enrolling during the current school year. All other students are scheduled via the Show Next Year portion of the Guidance navigator.

To create a new class request document for a student, highlight the student, click the Add New button, and choose Class Request. A Schedule Drop/Add form will come up that allows you to enter classes for the student. Find the class you want under the appropriate term by either typing the name or pressing “enter”. When you are finished, click on Apply Changes. It will ask if you would like to create new enrollment handouts for that student. This feature

automatically creates the enrollment handouts. These documents can be viewed in the Guidance section of the system under the "Class Request" view.

If you know the courses, but not the actual periods the student should enroll in, you should use the Course Request option instead of the Class Request option. This is used primarily for students enrolling during the current school year.

To create a new course request document for a student, highlight the student, click the Add New button, and choose Course Request. You may use type ahead to begin typing the course number or description, depending on your System Profile selection, or you may press “enter” to see a list of courses to choose from. If you select a course in the All Year field, the appropriate terms will be completed for you when you exit the field.

On the Course Request, you will see a Request Required Courses button. When you click this, it will request all courses that are required for the grade the student is currently in.

These documents can be viewed in the Guidance section of the system under the "Class Request" view. From this view, you may highlight the student's name and click the Schedule Selected Student button. This will schedule the student for the appropriate courses

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Grade History

Scan Document

Standardized Tests

and create his enrollment handouts (schedule, book fees, and enrollment summary).

To enter a student's past grades you may do so with the Grade History form. To do this, select the student, click the Add New button, and then select Grade History. You may select the school year you are entering courses for, enter the total number of absences, and begin entering the courses the student took.

After you have entered the term and course number on each line, the description, graduation requirement code, and credits will be

automatically filled in. If the computer does not recognize that course number, you will be prompted to enter information about the course. Once you have the courses entered, click the Create Classes button. This will create classes for the chosen school year with the appropriate grade information. You can do this for all prior years. Once these classes are created, you will see them added to the view in the Guidance…Classes…By Student view and also on the student’s transcript.

When the Scan Document option is chosen under the Add New button, the scanner software will automatically be launched, and the scanner will be ready to accept the paper document. Once the document is scanned, a picture of it will be placed in the last field on the page. If you wish to view the scanned document full size, you can double click on the picture of it, and the view will be launched. If you would like to re-scan the document, highlight the picture of the scanned document, delete it, and start the scanning process over. To enter standardized test scores for a student, highlight the student's name, click Add New, and select Standardized Test. The first time you choose this for a student, it should open a blank form. If scores have already been entered for a student, his/her scores will be displayed for you.

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Reminder

Permanent Record (Elem. Only)

To add new scores, click "Add Score". Choose the test you want to enter the score for and fill in the information. If the test is either ISTEP or MAP you should choose both a school year and enter the date. Once the information has been entered, click “Okay” and it will put the information on the standardized test form. Repeat this process for any additional tests. These scores will then be displayed on the student’s transcript.

To edit Standardized Test scores, go to Guidance...Standardized Tests. Open the test you wish to change, click “Edit”, make your changes, and click “Save”.

Reminders can be created by highlighting the student you would like to create the reminder for, clicking Add New, and selecting

Reminder. Reminders are best described as electronic "sticky notes". Any time a document with a reminder is opened, or an action is run against it, the reminder will show up on the screen.

Reminders can be of two types, General or Immediate. An

"Immediate" reminder will show up as soon as it is entered into the system, whereas a "General" reminder will not show up until the date specified in the "Remind on" field. When you no longer need to be reminded of this activity, simply check the "Do not show this reminder any more" box, and it will no longer show up. Once you check this box, this reminder will not show up for anyone anymore. The Permanent Records section functions for the Elementary in much the same way as Transcripts do for High School. There are two ways of generating a permanent record. They can be generated through the Main Student View. Click on the student and open up the current school year by double-clicking on it or pressing “enter”. Then click on “Permanent Record” to see that particular student’s record.

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Chapter 3 Students Book Fees (Elem. Only) Report Card (Elem. Only) Web Message

click Add New…Permanent Record. The student's permanent record will open.

Book fees are created by clicking on a student and then choosing Add New…Book Fees. This creates a book fees document for that student and assigns the appropriate fees based on the subject that student is in. The book fees document can be accessed through the Textbook Rental navigator.

Choosing Add New…Report Card creates a report card for an Elementary student. Simply choose the grading period you wish the report card to be for and click Okay. The report card will then be on the screen and can be printed from this view.

Web Messages can be created by clicking the Add New button and choosing Web Message. Web messages are posted on the internet for parents. When they long onto their student’s account using their school-issued User ID and password, they will see the Web message posted. Simply select your name under “Posted by” and type your message in. When you click “Okay”, this will be available for parents to view.

Students by Grade

The main student navigator contains an option to view students sorted by grade level. This view contains numbers on how many students are contained in each grade level and the total students enrolled. Double-clicking on any student will bring up the Student Information document.

The action button Create… in the Students by Grade view contains many options for creating items for students. As in the Add New… button on the Main Student View, the Create… button allows Discipline Records, Absences, Parent Packets, Mass Emails, Text Messages, and Web Messages to be created for students. The

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difference here, though, is that these items can be created for several students at one time. The Main Student view allows for these items to only be created for one student at a time.

To create any of these items, simply select the students you wish to be included and then click Create… and select the item you wish to create. These items are then created in the same manner as was done for one student.

In addition, this view allows for several other items to be created. A Grade List can be created with or without student addresses. Mailing labels, File Folder labels, 3 x 5 cards, and Postcards can also be created by selecting the students you wish to include and following the prompts for each item. Attendance records can be printed in mass by selecting students can clicking Create…Print Attendance.

Graduation Status reports can be generated by selecting one or as many student names that you need and click on the button Create… and select Grad Status. Once they are completed you may go to Guidance…View Grad Status to view or print the reports. The Graduation Status form lists all classes the student has completed by graduation requirement code. It totals the number of credits

completed, and based on the values you have entered in the "Graduation Requirements" profile, it determines the number of credits needed in each category.

Transcripts can be generated through the Students by Grade view also. Select one or as many student names that you need, click on the Create… button, and select Transcripts. To create the reports on multiple students, select the students you wish to review and follow the same instructions as just described. Once they are completed you may go to Guidance and select Transcripts to view or print the reports.

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1. Students by grade- you can do all students, by grade, or just particular students (select the ones you want) 2. ECA List- you can choose a particular sport or all sports 3. Room List- in Elementary only

To create a form letter, first select (check mark) the students you wish to send a letter. Then select Form Letter from the Create… menu and answer the following prompts:

1. Do you want the letter to be addressed to the student or the guardian?

2. Who is the letter from? You can select personnel or you can type in a new choice.

3. Mark if the letters need to be approved. If you choose yes, they will go to the inbox and await approval and signature. If you choose no, they will go to "To be printed".

4. If you have created a template before and wish to use that now, you may select it from the list of templates. Otherwise, you may leave this blank.

After you click “Okay”, you will be prompted to enter the body of the letter. Type it as you want it to appear. It can be multiple paragraphs. If you wish to personalize the letter, you may use the insert field button to insert <FN> for first name, etc.

After you click “Okay”, you will be asked if you wish to save the body of the letter as a template. If so, you may name it now. You will then be asked if the letter should be saved as part of the student's record. If you select “Yes”, you may name the letter. It will then be listed in the Main student view.

The letters will be created, and when they are completed, you will get a message box that tells you the letters are completed and where to go to approve/print them.

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Students by Room (Elem. Only)

The Students by Room view for the Elementary shows a view of all students sorted by grade level and by teacher. From this view, study tables can be created and students can be assigned or reassigned to a teacher. In addition, mass emails, mailing labels, or absences can be created by selecting the students you wish to include.

Birthdays

The Birthdays view under the Student navigator sorts the students by their birthdays. This list can be sorted by Teacher or by Grade by clicking on the column headings. Double-clicking on any student name will bring up the Student Information Document.

Class Birthdays (Elem. Only)

The Class Birthdays view for the Elementary shows a list of all classes sorted by grade level. Under each class is a list of students in that class sorted by their date of birth.

By Family

The By Family view under the Student navigator sorts the students by Parent/Guardian names. Those students with the same

parent/guardians are listed together. This list can be sorted by student names, address, or phone number by clicking on the column headings. Double-clicking on any student name will bring up the Student Information Document.

Student Search

Student Search provides a list of all current students, which can be sorted in multiple ways. This provides an easy way to search for students using various search options. The columns can be sorted by last name, first name, nickname, date of birth, or ID. It is important to remember that the column under which the information is sorted will become the method of search. For example, if you have the information sorted by ID, then you must perform your search by ID number.

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Inactive Students

Inactive Students provides a list of all students who are no longer attending your school. Each time a student is withdrawn, their information is moved from the current student list to this Inactive Student list. Students can be moved back to the current student list by creating a new Enrollment from the Student Information

document. Please refer to the beginning of this chapter on information on re-enrolling a student.

Like the Main Student View, the Inactive Students view contains an Add New… button. This allows various documents to be created and saved for inactive students. Some of the documents that can be created are letters, phone calls, miscellaneous entries, guidance notes, grade history, and standardized tests. These items are all entered in the exact same way as is done for active students.

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Attendance 4

Harmony

User’s Guide

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Chapter 4 Attendance

Absence Form

The Attendance Profile contains information regarding absence reasons, absence counts, and attendance preferences. Make certain the

Attendance Profile

is set up according to your school policy!

See the chapter on

System Admin for

more information.

To create an absence form, highlight the student's name in the Student view, click Add New..., and choose Absence.

If the student has an absence for today, it will notify you that he/she has an existing absence and allows you to either edit the existing absence or create a new one.

The date will default to today, but you may change the date by typing in the correct date, or clicking on the calendar icon to display the calendar. You can then select a date from the calendar by clicking on it. Select if the student is Absent or Tardy, and if it is excused, unexcused, or certified. The Reason field is a drop down menu containing the most common reasons for absence or tardy. These choices are set up in your Attendance Profile. To change these choices, see the chapter on System Admin. You can also select in the next field whether an excuse note was sent in or not. You can use the Comment field to enter in any other important information.

If the absence should not count towards the student’s attendance, click the Does not count checkbox. This allows you to have record of the absence without it counting against the student.

Once this document is saved, it does not go into the main Student view under the student’s name. It is put in the Attendance section of the database.

These records may be viewed/edited under the Attendance section, or in the Student Summary by double-clicking on the appropriate School Year and then clicking on the Attendance button.

When an absence is entered in the office before a teacher takes attendance in the classroom, the absence will show up on the teacher's classroom attendance list.

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Attendance Chapter 4

All attendance forms are listed in several Attendance Reports. These may be viewed by clicking on the Attendance Navigator. Any of these absences can be viewed and edited by simply double-clicking on the student’s name or absence record. You can view all absence entries as:

Absences Today—contains only today’s absences

Absences by Date—all absences for this school year sorted by date

Absences by Grade—all absences for this school year sorted by grade

Absences by Period—all absences for this school year sorted by period

Tardies by Period—all tardies for this school year sorted by period

Absent Lookup—all absences for this school year sorted by student

Class Absence Reports—all Class Absence Reports sorted by Date and period