1.5.8 Student Academics

Modified on Tue, 21 Nov 2023 at 01:07 PM

1.5.8 Student Academics Getting Started Checklist:

Adding Academic Sessions to Students
Enroll/Complete/Withdraw to Programs
Enroll/Complete/Withdraw to Courses
Student Courses > More Actions
Adding Transfer Credits
Student Attendance Reporting
Student Hours

The Student Academics section is where all information related to Student Programs and Courses is contained. Students can be Enrolled to Programs and/or Courses depending on how your Institution offers education to Students. Programs consist of Courses that a Student needs to complete. Even if you offer individual Courses there are benefits to using Programs to track Students. For more information about Programs and Courses see - 1.22 Courses, Course Templates and Programs - Overview

1. Adding Academic Sessions to Students

Before a Student can be enrolled into Programs or Courses they should first be registered in an Academic Session. You can do this individually by using the Add Session button or multiple Students at the same time under Students > More Actions > Add Session. You select the Session, the Registration Date and if you want the Session to be marked as Current. The Current Session is what ampEducator uses to filter in the Student List > Academic Session Filter. Once you have added the Session to a Student you can always make a Session Current using the checkmark to the right of the Session:

There are various abbreviations that are used in ampEducator to save space (as shown in the Session list) and for each of these there is always a legend description of what these abbreviation mean above the list:

Academic Sessions can be added under Institution Config > Academic Sessions. Within the Academic Session you have the option of adding Fees. These fees can then be selected to be added as a Charge or Invoice when you register the Student in the Session saving you an additional step of Charging or Invoicing the Student later under 1.20 Student Accounts. This is optional and not all Institutions may require a fee to be applied at the registration in the Session.

Note: When you Bulk Enroll Students to Courses using Students > More Actions > Enroll Courses, the Session is automatically added for you. If you attempt to Enroll Students to Courses in the Academics section you will first need to Add the Session to the Student that is the same Session that the Course is assigned.

2. Enroll/Complete/Withdraw to Programs

NOTE: Before you can Enroll Students to Program(s) the Programs need to be configured and made available to the Student Location under the Programs Main Menu. See Programs

a. Enroll to Program

Students can be enrolled to Programs individually in the Student Academics > Programs section OR in Bulk using Students > More Actions > Enroll Programs.

Once you have added the available Programs you can select them from the Program Select List. When you select the Programs if the related Courses have been added to the Program Components and are Started in the same Academic Session you will be able to select (check) them from the Course list to Enroll the Student at the same time. If you have not started the Courses in the same Session that you have selected they will not appear in this list. You can always enroll the Students to Courses at a later date and/or Students can be granted access to self-enroll to Courses using the Student portal.

Clicking Enroll in Program reveals the following modal window to select the Program parameters to Enroll the Student:

You can also select the Academic Session that the Student is Starting and any Program Intakes that you added to the Academic Session (optional). Program Enroll Date refers to the Date that the Staff performed this action, Program Start Date is the actual Start Date of the Student in the Program. Expected End Date is optional and is just for reference purposes and will be auto calculated for you based on the Program Weeks.

Program and Course Fees can also be Charged by Selecting "Charge" or "Invoice" from the pulldown menus if they have been added to the Programs or Courses under Fees. If Students self enroll to Courses they can also be charged these fees automatically. Course Marketplace Linked Courses can also be used to Charge or Invoice Fees when Students request to be enrolled.

b. Complete the Student Program

To Complete the Program use the Checkmark to the right of the Program.

You will be presented with options to Complete the Student. Select the appropriate outcomes and click Complete. Selecting Final or Attendance Override will allow you to change the Final outcomes for the Student with Reason. In most cases, you will select Award Credential and/or enter the Completed Date.

Note: When selecting Award Credential and/or entering Completed Date these will automatically appear on the Transcript. Prior to selecting these they will not appear and is why ampEducator has Expected End Date for the Program to show the "Expected" but not the actual "Completed" Date of the Student if this needs to be referenced.

c. Withdrawing (Or Deleting) the Student Program.

If required you can Withdraw (or Delete) the Student Program by clicking on the X to the right of the Program Name.

A modal window will appear showing the options for Withdrawing with Reason the Student from the Program and the date. If you don't want to keep a record of the Program for the Student there is an option to permanently Delete the Program under Withdraw Type (for correcting mistakes that do not require a record of Withdrawal). Withdrawal Reasons can be added under Institution Config > Students > Reasons and SubStatus can be added under Institution Config > Programs:

Note: You may also want to Reverse the Fees for the Program that were charged to the Student. This will only remove the Charges added and we recommend that you confirm expected results by checking the Student Accounts > Charges section.

3. Enrolling/Complete/Withdraw to Courses

a. Enrolling Students to Courses.

Students can be enrolled to Courses individually in the Student Academics > Courses section OR in Bulk using Students > More Actions > Enroll Courses.

Enroll the Student in the Course Individually by clicking on Enroll Courses. This opens a modal window that will present options to select. To the left you can select the Enroll Date and check off if the Student should be assigned Advanced Standing or Repeat Course. In some cases, a Fee might be Charged at the Course level and ampEducator allows you to do this in several ways. Here you can save time by Charging or Invoicing the Student and this applies the Fees associated with the Course listed. If you do not see the expected Course(s) listed, to the right you will notice additional pulldown parameters to select that will filter the Courses to check off and Enroll the Student into. If you do not see the Academic Session, Location or Program(s) it is because you will need to Register in the Academic Session, provide Location Access or Enroll the Student into the Program first. Once you have located the Course you can select one or multiple Courses at the same time and then click Enroll Student:

Note: In some cases, you may want to Enroll a Student into a Course and check off that the Course(s) are Advanced Standing with a Reason. Advanced Standing indicates that the Student has met the required training already for this Course. Examples of this include 'Prior Learning' where you recognize a Course(s) that a Student has taken at another institution. This is a less formal method to using #5 Add Transfer Credits. The difference with Transfer Credits is that you can record the Student's prior learning Institution information and the Transfer Credit Courses appear in a different section on the built-in Transcript Generator in ampEducator. Advanced Standing Courses will appear in the same section as other Courses the Student is taking:

Whether or not you select Advanced Standing or are simply Enrolling into Courses, you will then be presented with a confirmation listing the actions you are about to take and once you review you can confirm and Enroll Student:

If you wish to Enroll Multiple Students at the same time, use the Students > More Actions > Enroll Courses (See 1.14). This allows you to filter, select Multiple Students at the same time and then Enroll them all to the same Courses using the same process as above.

b. Completing Students in Course(s).

There are 3 ways to Complete Students in Course(s). The first method is to do it from the Student Academics > Courses section by clicking the checkmark to the right of the Course:

This allows you to select a Completed Date for the Student. There is also a rarely used option called "Mark as Incomplete" which can be used when a Student did not Withdraw, Complete or receive Advanced Standing in the Course. The more commonly used option is to (c) Withdraw the Student in Course(s) with Reason Codes.

The second option to Complete the Student is found in the Course itself under the Course > Students Tab:

The third option is to Complete all the Students in the Course at the same time by Completing the entire Course itself under Course Details > Status > Complete Course. All students who are currently enrolled will be completed:

c. Withdrawing or (Deleting) Students in Course(s).

If required you can Withdraw (or Delete) the Student Course by clicking on the X to the right of the Course Name:

The options here are similar to Withdraw (or Delete) from Program, if you wish to permanently Delete the Student you can select that under Withdraw Type as well:

4. Student Courses > More Actions

The Student Courses > More Actions button has several useful functions; (a) Generate Transcript, (b) View / Print Schedule and (c) View Academic History:

a. Generate Transcript.

Note: Before you Generate a Transcript and Admin Role User will need to configure your Transcript options under Username (top right) > Institution Config > Transcripts.

There a 2 ways you can generate Transcripts for Students; Individually or Multiple Students.

The first is found here under Student Academics > Courses > More Actions and is for individual Students only. You select the Generate Type, Issue Date and Transcript Template you want to use (you can create as many Transcript Templates as you like - some may not even be Transcripts such as Midway Evaluation or Progress Report

You have 3 Types you can Generate for individual Students; Download Transcript (as PDF):

Save to Documents (with option to give Student Access to download via the Student Portal):

and Email to Student which allows you to email directly from the window to the Student (and cc yourself if you like):

The second is for when you need to Generate Multiple Student Transcripts found under Students > More Actions > Generate Transcripts.

The second method to Generate Transcripts for multiple Students and if found under Students > More Actions > Generate Transcripts. The options are similar where you select the Transcript Template and Issue Date but in this case you will select different Output Types of Single Zip File, Single PDF File or Save to Student Documents (with or without Student Access via the Student Portal):

b. View / Print Schedule

This is where you can view or print a copy of the Schedule that is associated with the Course(s) Schedule that the Student is Enrolled into by Week. Clicking the Calendar will allow you to view different weeks and Print PDF will download a PDF version of the schedule:

If you do not see any Courses on the Calendar that should be there, then you will need to add the Schedule to the Course the Student is enrolled into and/or check the start and end date of the Course to ensure it matches up with the week your are viewing on the Student Schedule:

The Schedule is useful as well to add Course Attendance Events in the Course. See Courses for more information.

c. View Academic History

The Academic History is like an on screen Transcript Summary that shows everything the Student has attempted at your Institution to date all on the same screen. Depending on the Status of the Student in Programs or Courses and the outcomes applied - you will see different data displayed:

5. Adding Transfer Credits

Students can be assigned Transfer Credits from other Institutions. When you add the Transfer Credit you select the Course that you are applying the credit to. The Course options are based on the Home > Course Template list or you can just enter the Course Code, Course Name etc. on demand if you are not using Course Templates.

Once added you will see the Course added in the list which can be shown optionally on the final Transcript for the Student:

6. Student Attendance Reporting

Student Attendance is based on Attendance Events that are added to Courses. As Attendance is tracked the totals are shown here as well as in the Course Attendance section - See Hour Clock, Course Events and Attendance Guide. for more information. Students Attendance is shown by Cumulative Current (enrolled) and Overall (all status), by Session and By Program. Click Generate Report to generate a the built in attendance report for the student. The Student Attendance can also be shown by Course by week. Click the magnifying glass to the right of the Course to see all Attendance for the Student in the Course. If you have specific Attendance reporting requirements a Custom Report can also be built - contact support@ampeducator.com for more details.

7. Student Hours

Students Hours can also be tracked separately from Attendance or can update Attendance as well. This is specifically designed for Clock Hour schools that wish to use our built-in Hour Clock system to allow students to clock in and out using ID cards either printed and scanned or digitally scanned from a smart phone. Each student must be assigned an Hour Clock that is first added under Institution Configuration. For more information see Hour Clock, Course Events and Attendance Guide.