The Word document that has the text to send to your families is linked here. Feel free to download it and send to your families — just make sure you Paste or Type your Group Guide internet address in the right places.
Classes are one of the main strengths of the Hub, and you can enter information about classes that determine fees that are collected, when students are placed on the waiting list, and what classes fall within the same class period so the system will give multiple choices to the family when they are picking classes. Here is a detail of all the information that can be entered for each class
Class Name: The visible name for the class that is seen throughout the system.
Class Number: A secondary reference to the class, useful for categorizing classes, for example use HS01, HS02 for high school classes, PS01, PS02 for preschool, etc.
Assigned Teacher: Begin typing the teacher’s name and click on the name in the list. If there are more than one, click next to the name already in the field, after the comma, and begin typing the second name and click on the name in the list. Teachers must be entered as “Adult Attending” in their family information, or as “Guest Teacher” for teacher accounts, and they must be Active or Unregistered in the Families screen.
Assigned Assistant: Begin typing the assistant’s name and click on the name in the list. If there are more than one, click next to the name already in the field, after the comma, and begin typing the second name and click on the name in the list. Teachers must be entered as “Adult Attending” in their family information, or as “Guest Teacher” for teacher accounts, and they must be Active or Unregistered in the Families screen.
Number of Teachers: Pick the number of teachers you would like to have in the class. If you are having adults pick assignments, and requiring a minimum number of assignments, the system will include Teacher and Assistant positions to choose from in an attempt to fill them up to the number you select. (Setting Require Adult Position Selection during Registration must be turned ON)
Number of Assistants: Pick the number of assistants you would like to have in the class. If you are having adults pick assignments, and requiring a minimum number of assignments, the system will include Teacher and Assistant positions to choose from in an attempt to fill them up to the number you select. (Setting Require Adult Position Selection during Registration must be turned ON)
Pos. Priority-Teacher: Typically this is left as ‘1’. During automated registration, if you are having adults pick assignments, and requiring all adults to fulfill certain position responsibilities, this value is used to identify teaching positions.
Pos. Priority-Asst: Typically this is left as ‘2’. During automated registration, if you are having adults pick assignments, and requiring all adults to fulfill certain position responsibilities, this value is used to identify assistant positions.
Room: Pick the location of the class. Room locations are added in the Registration area, Terms and Settings – Class Location.
Class Period: Pick the class period for the class. This is used for logical grouping of classes that fall during the same general time slot. Class Periods are added in the Registration area, Terms and Settings – Class Period. Class period names should be finalized prior to entering classes if possible.
From/To Grade: The lowest and highest grade for students who can register for the class
Homework: Choose the expected amount of homework for the class. Homework options are added in the Registration area, Terms and Settings – Homework
Class Size Min/Max: Enter the minimum number of students desired in the class, and the most students that will be allowed in the class. If the class fills, students will be placed on the Waiting List by the system during automated registration.
School Fee: This is the amount paid to the school for each student who takes the class
Teacher Fee: If the teacher will be paid directly, this is the amount paid by the family to the Teacher for each student who takes the class. Note: teacher fees can be tracked separately, but paid directly to the school by putting the school name in the “Pay To (other than teacher)” entry. Typically these fees would just be included in the School Fee.
Pay To (other than teacher): Used to identify a company, or the school itself, to which specific teacher fees are paid.
Description: The main information about the class, available to view when families are choosing classes.
Class Notes: Information about the class that is semi-private to administrators, not included in the class listing or generally available to families.
Registration Message: Message displayed to families when they pick this class during class choice selection. Does not allow families to enter information or answer a question at this time.
Supply Fee: Another fee collected for the class that is typically paid to the school.
(Supply Fee) Pay To: If supply fees are paid to an individual other than the school, type the individual’s name here.
Group Msgs: Indicate who is allowed to initiate new messages through the message board to the class participants. Leader is the default meaning that only Teachers can initiate new messages to the class.
Status: Active – class is available to be chosen and is displayed in lists during class choices. Inactive – class is no longer available and is not visible in any class views, and is not counted in assignments.
Show in Lists: Yes – class is displayed in class lists throughout the system. No – class is not displayed, and is not visible during class choices.
Copy Rosters to 2nd Term: FOR SCHOOLS THAT HAVE 2 REGISTRATION CYCLES PER YEAR, WITH ONE-SEMESTER and TWO SEMESTER CLASSES – for 2-semester classes, pick “Yes” to automatically carry over the class and rosters to the 2nd semester, when the 2nd semester term is created.
2-Period Class: Used to identify if a class extends into more than one class period.
Yes, administrators can easily tell how many students are in each grade, including the number of male and female students. This is a tremendous help in planning for those organizations who need to know how many classes to offer the following semester or year.
The Hub has a message board built into it. Emails can be generated on the site or by sending the email into the Hub from an outside source such as cell phone, iPad, etc. This is a private message system within your school site, so you don’t have to worry about outside ads, etc. All active families within your organization receive the emails sent through. Administrators have the option of approving each message or allowing all messages through.
No, allergies and medical issues are only seen by the administrators and teachers of the student’s classes.
Parents can place their students on the waiting list for a class outside their grade when registering for classes if they have a special request. Administrators then have the option of allowing the student into that class or not. The system flags these special requests so that the administrator can address them prior to registering the entire school.
If a class fills, the system will then start placing students on the waiting list in the order they register. The waiting list shows the administrator how many are waiting for that class, if it was the student’s 1st, 2nd, 3rd choice, etc., and the trickle down effect of what will happen if you place a student from the waiting list into the class. The administrator has the option of placing only one student, or placing all the students who trickle down from that placement.
The new family goes to the website and creates an account. When the page is submitted online, the system alerts the administrator that a new family has signed on and places that new family on a waiting list. The system sends an email to the administrator to alert them to the new family. The new family will not have access to the site until the administrator activates them.
The process is actually quite simple. Once you have purchased the program, we will contact you within 24-48 hours to get the process started. Here are the steps:
- We send you your school’s internet address for the software.
- The main school administrator creates an account on the site.
- We set up the software specifically for your school according to the application you filled out when ordering.
- The administrator puts all of the school’s classes with descriptions onto the website.
- You announce to your school that each family needs to go onto the new site and create an account to get access to the site.
- You are up and running!
This entire process should take approximately one week with 5 of the days given to families creating accounts on the site. Families can create accounts in the system at the same time the administrator is putting the classes into the system.
No. Every family has access to the website. Through that access, teachers/parents can see their rosters, tell which students have special needs or allergies, see their own family report, have access to the entire list of families within the school for contact information, etc. Administrators can also upload important documents for the families to have access to, such as the safety plan for the building in case of fire or tornado, class applications, guardianship forms, etc.
Yes, you can register your families in whatever order you choose.
The Toolbox and the Hub data is backed up nightly by multiple processes and kept safe in three secure locations.
No, not at this time.
Either program can stand alone, or we can link the two, although you will have to sign in when you switch from one to the other.
Most screens with lists have an Export to Excel feature, along with the ability to pick and choose which columns are displayed and included in the export. The Excel export is fully functional in most internet browsers except Safari.