To access the Activity Folder simply click the Basketball icon on the top tool bar. You can also click on SCHOOL from the main menu, then click EDIT ACTIVITY FOLDERS.
The Activity Folder window allows you to define and maintain information about all the activities and field trips for your school. Activities can range from recurring events such as a weekly dance class or karate class, to daily field trips. The Activity Folder can be also be used for tracking fire drills and regulated inspections.
By defining your activities in SchoolLeader, you can assign individuals or groups to those activities for automatic billing. You can also produce bus lists and sign up sheets to help organize the events.
During initial setup of your database, it is not necessary to immediately define your Activities. This chapter may be bypassed and referenced at a later time.
When you first bring up the Activity Folder, it will automatically display the COVER information for all future activities. If you need to display information about past or all activities, then simply click on the down arrow next to 'future activities', and select the category of activities you'd like to display. SchoolLeader refers to this as a folder filter, and is used to minimize the amount of data that is to be displayed in the 'VIEW ACTIVITIES' list.
The folder filters for the Activity Folder are:
All Activities - every activity ever entered into SchoolLeader
Future Activities - activities with a start date that is later than or equal to today's date
Past Activities - activities
with a start date that is before today's date
Once you select the filter, then click on the down arrow next to View Activity, and the appropriate activities will be displayed. Remember that you can also start typing in the activity name, and SchoolLeader will locate that activity for you. The 'View Activities' and 'folder filter' are accessible on every Activity Folder Tab.
Like all SchoolLeader folders, the Activity Folder organizes and displays data within 'tabs' accessible from the bottom of the Activity Folder. By clicking on a tab, you will gain access to specific information for the selected activity. The Activity Folder tabs are:
This is the primary tab for the Activity Folder. It allows you to add or delete activities, as well as specify fee and date/time information about the activity.
To add a new Activity, click on NEW ACTIVITY. Start entering your data.
Enter the description of the activity. The activity description will be displayed in all reports and activity references within SchoolLeader.
Identifies the assigned ID number for this Activity. Activity ID's are assigned automatically and cannot be changed.
Enter the activity fee. If there is no fee, then leave the fee as a zero amount. You can click on the calculator button to the right of the fee to type in the fee.
Enter the start date of the activity. You can click on the drop down arrow to the right of the date to display a calendar.
Enter the start time of the activity. You can click on the arrows to the right of the time to change the hour, minutes, AM or PM settings.
Enter the end date of the activity. You can click on the drop down arrow to the right of the date to display a calendar.
Enter the end time of the activity. You can click on the arrows to the right of the time to change the hour, minutes, AM or PM settings.
Specify whether this activity represents a recurring fee (such as a weekly dance class), or whether it is a one time activity such as a field trip.
Specify whether or not this is an Active Offering. If it is not an active offering, then Guardians are not charged for the service even if the Start/End Dates are within the current billing period.
Specify if a Consent form must be provided
by the Primary Guardian before participation is
allowed.
The Host Information tab displays details about the host provider of the Activity as well as a means of recording the nearest medical facility for the activity. This information is printed on Bus rosters and other reports used for managing activities.
Enter the address information for the host provider of this event. This information is also printed out on the bus list and sign up sheet reports.
Enter the address information for the nearest medical facility for this event (required by some states). This information is also printed out on the bus list and sign up sheet reports.
The Enrollment Tab allows you to manage the enrollment information for the selected activity. You can review the list of students assigned to the activity. In addition, you can modify the list of attending students by clicking on MODIFY STUDENTS, ADD GROUPS, or REMOVE.
To add a student to the selected activity, click on ADD/MODIFY STUDENTS. This will display the 'sign up' window which allows you to select and assign a particular student to the current activity, designate if the child's consent form is on file, and enter any special notes about the child for this activity.
To modify information about an already assigned student, click on the student's name, and then click on MODIFY STUDENTS. This will allow you to modify a student's information for the selected activity.
To add a group of students to the selected activity, click on the ADD GROUPS button. This window is particularly useful if you want to add an entire classroom to an event.
In the example above, the "Select Entire Classroom" box has been set to the Room 1 classroom. This automatically highlights (selects) all students in the Room 1 classroom, and continues to display all students in the school. After the appropriate students have been pre-selected, you can manually add, change, or remove names from the list, simply by clicking on each name. Once the list contains the right selection of students, press the OK button to add them to the activity.
If the Activity has a Fee associated with it, the system will ask you if the appropriate fee should be posted to the student's Primary Guardian account. You can accept or decline the posting of this fee by individual or for the entire group.
To remove a student from participating in the selected activity, click on the student's name, and then click on remove. This will cause the student to be deleted from the activity (the student still exists within SchoolLeader, however they are no longer participating in this activity).
To 'jump' directly to the student's folder, click on a student's name, and then click on VIEW STUDENT.
The Notes and Directions tab provides a place to store and share activity related notes, as well as directions to the selected activity. The Notes and Directions Tab can be used to store reminder information specific to the current activity, or as a temporary location to hold some type of information needed for a short time (e.g. a telephone number for a call back).
Each note is summarized on a single line in the grid shown above. It displays:
the Date the note was originally posted
the Userid of the person who posted it
To add a note, or modify an existing note:
To add a note, click on the ADD/MODIFY button. Type in your note. There are no limits on the total length of the text.
To modify an existing note, click on the note, and then click on ADD/MODIFY. Type in any modifications that you have.
Only the original creator of the note can modify the note.
To delete a note, click on the note, and then click on the REMOVE button.
Only the original creator of the note can delete the note.
Type in the directions to the activity location. These directions will also print on the transportation roster.
This button will print one or more notes for this Activity. Printing notes can be useful if needed to collaborate with others, or as a paper reminder on one's desk.
This button will print a bus (transportation) listing containing a check list of all students attending the activity.
The association between an Activity and a Student can be established from either the Activity Folder (as shown in this chapter) OR from the Student Folder/Activities Tab.