{{tag>admin portal}}
===== School Activities (Remodeled & Revitalized, May 2019) =====

This feature can be used to easily track custom activities (programs, sports, clubs, events, field trips, enrichment activities, after-school programs, labs, etc.) in your school without the need for a Special Enrollment. The possibilities are endless! You have the ability to manage your enrollments, forms, and rosters. With visibility in the Student/Parent Portal to view Activities, Print forms & Schedules, and sign up for Activities. Reports available.

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==== Step 1: Manage & Create Activity Types ====
  * How do I access this feature?
    * Click Admin > Portal Management > School Activities
  * Click on **Manage Activity Types**
    * By default you will see the Activity Type: Clubs, Events, Sports \\ {{ :products:admin:school_activities1.png?nolink&700 |}} \\
  * Click on **Create New Type** and enter relevant information & SAVE
    * You do have the ability to associate forms to Activity Type, if needed. You will also have visibility of any Associated Activities \\ {{ :products:admin:school_activities2.png?nolink&700 |}} \\

==== Step 2: Manage Forms ====
  * If you have forms that students will need to complete to participate in a specific activity you have the option to upload needed forms.
  * Click **Manage Forms**
  * Click **Create New Form** > Upload > browse and search form on computer > associate with the School Year > SAVE \\ {{ :products:admin:school_activities3.png?nolink&400 |}} \\
  * On the main page you can **Click to preview** the form currently uploaded \\ {{ :products:admin:school_activities4.png?nolink&700 |}} \\

==== Step 3: Manage & Create Activities ====
  * Make sure to click on the **Manage Activities** button to return to the main page
    * This is an overview page of ALL activities that you have available
    * Filters are available and all columns are sortable \\ {{ :products:admin:school_activities5.png?nolink&700 |}} \\
  * To create a new activity, click on the **Create New Activity** button
    * Enter in the relevant information. Required fields noted with red asterisk:
      * Name
      * Start
      * Status
      * Primary Advisor
      * Type
      * School year - make sure to associate with correct year
    * **Description & Meeting Days/Times**
      * Not required, but this info will be visible in the Portal and used on the printed schedules
    * **Attach Form** (permission slips, contract, etc.) to specific activity by clicking directly on one of the Available Forms
    * **Enroll Students** in mass by clicking on **Mass Enroll** or **Quick Add** by entering their last name or id.
      * See **Step 4: Managing Enrollments** for enrollment options
      * You are not required to enroll students in the Activity at the time of Activity creation
    * **Save Activity** - the new Activity status will be in **DRAFT** format by default unless you choose to **PUBLISH**
      * Published activities are visible to Students and Parents in the Portal and available on the School Activity tab in the Student Registration area. \\ {{ :products:admin:school_activities6.png?nolink&700 |}} \\
    * **Mass Copy Option**
      * At the end of the school year, you have the option to copy over the School Activities, Activity Types, and Forms from school year to school year.
      * Select what you would like to copy and option to edit various fields for the upcoming school year.\\ {{ :products:admin:school_activities7.png?nolink&700 |}} \\

==== Step 4: Managing Enrollments ====
There are a couple of options to enroll/manage students in School Activities

=== Option 1: Mass Enroll - Activity Student Roster ===
  * Click on the specific name of the activity \\ {{ :products:admin:school_activities8.png?nolink&500 |}}
  * Navigate to the Student Roster \\ {{ :products:admin:school_activities9.png?nolink&300 |}} \\
  * Click Mass Enroll > Sort List as needed > Check next to student needed > Click Register Students \\ {{ :products:admin:school_activities10.png?nolink&700 |}} \\
  * When the student(s) are registered, their Status will show as red, indicating they have missing form(s). \\ {{ :products:admin:school_activities11.png?nolink&500 |}} \\
  * When you click on the student name you will see details regarding the Student. You can:
    * Click the **Red** form if the form has been completed, which will update the Status of the student to **Green**.
    * Enter a Comment (will reflect in School Activity tab)
    * Enter a Finish date when relevant

=== Option 2: Quick Add (single student) - Activity Student Roster ===
  * Click on the specific name of the activity
  * Navigate to the Student Roster \\ {{ :products:admin:school_activities12.png?nolink&300 |}} \\
  * Enter Student Name or type in the Student ID and click Add

=== Option 3: School Activities Tab - Student Dashboard ===
  * Click **School Activities** tab
  * From the drop down, Select the Activity you want to enroll student in. \\ {{ :products:admin:school_activities13.png?nolink&600 |}} \\
  * Information about the activity will display > Click **Register Student**
    * You have the option to **Add Comment** at this time \\ {{ :products:admin:school_activities14.png?nolink&700 |}} \\
  * When the student(s) are registered, their Status will show Red, indicating they have missing form(s) \\ {{ :products:admin:school_activities15.png?nolink&700 |}} \\
  * When you click on the Activity name, you will see details regarding the Student enrollment in activity. You can
    * Click the **Red** form if the form has been submitted, which will update the Status of forms to **Green**.
      * Student activity will no longer be backed in Red
  * Enter a Finish Date if needed
  * There is also the option to Print the schedule from this area

==== School Activities in the Portal ====

=== View of Enrolled Activities ===
  * There is an option to show School Activities that student(s) are enrolled in the Portal
  * If student is missing a form, the title of the Activity will be shown in **red**
  * Link will be available to download the **missing form**
  * **Link to Print Weekly Schedule** - based on the Meeting Days \\ {{ :products:admin:school_activities16.png?nolink&700 |}} \\

=== How does Student request registration in School Activity through the Portal? ===
  * There is a page policy that allows this feature
    * If this is selected, Students will see all Published and active School Activities and be able to submit a registration request which the Activity Staff can evaluate. \\ {{ :products:admin:school_activities17.png?nolink&500 |}} \\
    * Click **Sign up for an Activity** takes family to a page to search through available activities and then click **Sign up!**
      * Request will be **Submitted** \\ {{ :products:admin:school_activities18.png?nolink&500 |}} \\
    * To process **Registration Request**
      * Via School Activities Tab
        * Request will show Yellow - **Student Requested**
        * Process request - Click on Activity to **Accept** or **Decline**
        * Under the comment area it will not this was a Student Requested Activity \\ {{ :products:admin:school_activities19.png?nolink&700 |}} \\
      * Via Activity Roster - Overall management area
        * You can filter the overall Admin page for "Show only pending Student Requests" for Activities
        * Click on the Activity and navigate to Student Roster \\ {{ :products:admin:school_activities20.png?nolink&700 |}} \\
        * Request will show with Yellow status
        * Process request - click on Activity to **Accept** or **Decline**
        * Under the comment area t will not this was a Student Requested Activity \\ {{ :products:admin:school_activities21.png?nolink&500 |}}

==== School Activities Panel - Staff & Student Dashboard ====

=== Student Dashboard===
  * Currently enrolled activities
  * Show all - previous school years
  * Magnifying Glass- link to School Activities tab for specific student \\ {{ :products:admin:school_activities22.png?nolink&700 |}} \\

=== Staff Dashboard===
  * Current activities Staff Member is Advisor
  * It will note with red icon that Activity Requires Attention \\ {{ :products:admin:school_activities23.png?nolink&700 |}} \\

==== School Activities Report ====
  * **Reports > Students > School Activities Report **
    * Various filter options \\ {{ :products:admin:school_activities24.png?nolink&600 |}} \\
  * **Teachers > School Activities Report**
    * Ability to view Activities for their students and/or Activities for which they are in charge or manage

 --- //Last Updated by [[max@schoolpathways.com|Max Williams]] on 2019/10/10//