Lesson #4 - Work with Students

The fourth lesson in this Learning Series, Front Desk Staff, is designed to get you familiar with working with students/families after the student is enrolled.  You may wish to review the article listed below before beginning.

• Search for People in your Database
• Work with All Students

Dropping a student from a class indicates the student is no longer attending/taking the class. A student is not considered in class on their drop date. Select a drop date after the last day the student will attend class and before the next scheduled class.

These practices will keep your drop history accurate and will allow you to easily differentiate between students who completed classes versus those that dropped out of the class prior to completion.

To accommodate different workflows,  a student drop can be completed using the Drop link located:

• In the Class record > Enroll List tab 
• In the Student record > Summary or Classes tab
• In the Family record > Classes tab

Drop a Student from a Class

The process to drop the student is the same regardless of where it is initiated. To illustrate the process, we'll work from the Class record. 

1. Select the Enroll List tab in the Class record.
2. Click the Drop link for the student being dropped from the class. 
   
   
3. Complete the information in the pop-up window:
   
   

   Enter the Drop date (defaults to current date), or a future date can be selected. Enter the drop date as the day after the last day the student will attend class. Has this class been completed? Select Yes if the student completed the class or No if they dropped before meeting all class requirements. Select a Reason for the drop. Note: Reasons can be customized in the Drop-down List Editor (from the Gear icon > Settings menu > General > Drop-down Lists left menu > Student section). Set Email primary instructor? to Yes to email details about the drop to the primary instructor. Note: The instructor must be listed as primary on the Instructor tab of the Class record and must have an email address in their Staff record. Add Notes if applicable. Notes are NOT visible in the Staff Portal or the Parent Portal. They are displayed on the Classes tab of the Student record, the Drop List tab of the Class record, and the Drop History report. Click Drop.

   
   
4. Click Drop in the confirmation window to remove the student from the class.
   • When the enrollment date and future drop date fall within the same billing period, the confirmation window provides an option to delete the enrollment and tuition fee (if one had been posted with enrollment). Toggle to on and click Drop to complete the drop process.

The student is removed from the Enroll List tab of the Class record, and they now appear on the Drop List tab. 

On the Classes tab of both the Family and the Student records, the enrollment is removed from the Current Enrollment section and moved to the Past Enrollment section, where details of the drop are displayed.

When a student leaves one class to attend another (especially within the same session), Transfer the student to another class. When you transfer a student, they are dropped from their current class and enrolled into the new class on the dates you assign. Both the primary instructor for the class the student is transferring into and the primary instructor the student is transferring from will receive email notification of the change.

Any scheduled future drops for the student are automatically added to the new class. 

Transfer a Student

From the Class record, choose the Enroll List tab.  

1. Locate the student who is transferring and click the Transfer link.
    
   
2. In the Transfer Student window, set the Drop Date (defaults to the current date). This is the date the student will be transferred out of the current class. 
3. Select a Drop Reason. Optionally add Notes.
4. Locate the class the student is transferring into using the Class Search field.
5. Enter an Enroll Date (defaults to the current date). This is the date the student will be enrolled in the new class.
   • If you are aware the student will be dropping the new class on a specified date enter the Drop Date and select a Drop Reason. Optionally add Notes.
6. If the family has been charged and paid for the class the student is transferring out of, and you want the fee and payment transactions to be associated with the new class instead, select the checkbox for Yes, update existing transactions with information from the new class. Choose to only update transactions on or after a selected date (defaults to the current date) or to update all existing transactions.
7. If you would like the instructor to be informed of the transfer, select the checkbox for Yes, email the instructor about this transfer.
8. Select the Transfer Student button to complete the transfer.
   
   
   
9.  The Transfer Successful window summarizes the transfer details, including how many transactions were updated.
    

Edit a Transfer

Transfers can only be edited before the student is transferred out of the class, i.e., the drop date is greater than the current date. 

From the Class record, choose the Enroll List tab.

1. Locate the student who is transferring and click the Edit Transfer link.
     
   
2. Update the transfer details as needed in the Edit Transfer Student window.
3. Click the Transfer Student button to complete the transfer.
4. The Transfer Successful window summarizes the transfer details, including how many transactions were updated.

Mass Drop Classes functionality allows you to drop all classes for students in a family (Family record) or for a single student (Student record) when the drop date, drop reason, and drop notes are the same. 

•  Drop all classes for an individual student and/or all the students in the same family at one time.
•  Remove waitlisted classes and future enrolled classes in the same workflow.
•  After classes are dropped all reports and class details are automatically updated.

Drop All Classes for a Family

1. Go to Families (menu) > All Families > Select a family from the list. Or use the global search above the menu bar to locate the family.
2. Go to the Classes (tab).
    
   
   
3. Click the Mass Drop Classes button. 
   • If there is a family balance on the account an orange warning message displays.
   • Click the account balance link to open Search Transactions and view an itemized list of outstanding unpaid transactions. Review outstanding fees and determine if action needs to be taken.
4. Select the criteria in the pop-up window:
    

   * Indicates required	Which classes are we dropping? - These options will show only when there are multiple classes to drop. All current classes All future enrollments All waitlisted classes
   	Drop date* - Select the day after the last day the student(s) will attend class.
   	Have these classes been completed?* - Select NO or YES.
   	Reason* - Select the reason the class needs to be dropped from the drop-down list.
   	Email primary instructor(s)? - When set to Yes an email will be sent to the instructor.
   	Notes - Add any applicable notes.

   
   
5. Click DROP. Dropped classes for the family move down to the Past 10 Enrollments section. When there are fixed fees associated with a family a new window will open. See Update Family Fixed Fees below.

Drop All Classes for a Student

From the Students (menu) > All Students, select the student and click the Mass Drop Classes button. Follow the same process as above to drop all classes for the student you selected.

Cancel or Edit Future Drop Requests

When a Mass Drop has been scheduled for a future date, you can Cancel or Edit the information from either the Family record or the Student record. 

• Click Cancel and the future drop class request will be removed and the class remains active.
• Click Edit to modify the Drop from Class request. Change the Drop Date, Drop Reason, or update Notes. The future drop date remains unless you cancel the request. If there are fixed fees on the account, you will be prompted to Update Fixed Fee.
  
  

Update Family or Student Fixed Fees

If there are fixed fees on the account, a window will open once all classes have been dropped or scheduled.

Note: Set Prompt to Update Fixed Fee with Enrollment Changes to YES, located under the Gear (icon) > Settings > General > Organization Defaults (left menu) > Class Settings (section). Otherwise, the Fixed Fee window will not open after classes are dropped.

There are two options for Family Fixed Fees:

• Remove any fixed fee from the selected family - enable this option and the fixed fee is removed from the account.
• Retain the fixed fee for the record - keep the fixed fee as shown or change the amount as needed. The family fixed fee can be posted when you Post Tuition Fees to the family's account. Note: If there is a student fixed fee on the account, a pop-up window will open and prompts you to either leave the student fixed fee in place or remove the student fixed fee.
  
  

Want to practice what you've just learned?  Great!  

• Go to https://app.jackrabbitclass.com/jr4.0/Login  and log in with the credentials below for your Jackrabbit edition.  
• Go through some or all of the practice scenarios below as they apply to you.

Drop a student from a class.  

From the Class Record

1. From the Class record select the Enroll List tab.
2. In the Enroll List click the Drop link for the student being dropped from the class.
3. In the Drop From Class window, enter the Drop Date (defaults to current date). This is the date the student will be dropped from the class.
4. Select a Drop Reason. 
5. If the student completed the class (versus dropping before they had met all class requirements) select the Completed Class checkbox.
6. Optionally add Notes.
7. To email the primary instructor details about the drop, select the Email Primary Instructor checkbox. Note: This assumes the primary instructor is listed under the Instructor tab for the class and has an email address associated with the Staff page.
8. Click Drop to complete.

From the Student Record

1. From the Student record select the Summary tab or the Class tab.
2. Click the Drop link for the class the student is dropping. 
3. In the Drop From Class window, enter the Drop Date (defaults to current date). This is the date the student will be dropped from the class.
4. Select a Drop Reason.
5. If the student completed the class (versus dropping before they had met all class requirements) select the Completed Class checkbox.
6. Optionally, add Notes.
7. To email the primary instructor details about the drop, select the Email Primary Instructor checkbox. Note: This assumes the primary instructor is listed under the Instructor tab for the class and has an email address associated with the Staff page.
8. Click Drop to complete.

An organization can track absences or attendance, but not both at the same time.  Jackrabbit defaults to tracking absences rather than attendance (except the Dojo edition).  The preferred method is through the Staff Portal.  Please refer to the Coaches/Instructors and other Staff category for more information.  You may also record absences/attendance on the Class Record, Family Record, and Student Record.  

Here is an outline of the articles included in this lesson:

• Absences - Review the articles below regarding absences and makeups if your organization allows students to be eligible for a makeup class when absent.
  • Enter Student Absences from the Class Record
  • Enter Student Absences from the Student Record
  • Enter Student Absences from the Family Record
  • Schedule a Makeup
• Attendance
  • Enter Attendance from the Class Record
  • Optional 
    • Barcode Scanner Attendance Tracking - An Overview
    • Launch the Barcode Scanner
    • Use a Barcode Scanner to Track Attendance

Review the appropriate articles below for your organization.

When Jackrabbit is set to track absences, one of the ways to enter student absences is from the Class record.

Enter an Absence in the Class Record

To record an absence for a single date:

1. Navigate to the Class record and select the Enter Absences button.    
2. On the Enter Absences page, edit the Absence Date as needed (defaults to current date).
3. If you are allowing the student to makeup the class, enter the last date the class can be made up in the Makeup Expiration Date. Learn more about makeups.
4. Select the Absent? checkbox for the appropriate student. To mark all students absent, select the checkbox in the Absent? column header.  
   
5. If applicable, select Eligible for Makeup. If all students are absent and eligible to makeup the class select the checkbox in the Eligible for Makeup column header. 
6. Add Notes about the reason for the absence.    
7. Save Changes  

View Absence History - Delete a Recorded Absence

A student's absence history for a class can be viewed from the Absences tab in the Class record. 

• Use the link for the number of absences in the # Absences column to open the Absence History page. 
• Use the Trash Can icon to delete an absence record.

Learn about the options for reporting  on student absences and makeups.

When Jackrabbit is set to track absences, one of the ways to enter student absences is from the Student record.

• Submit a student's absence for a single class, all or selected classes on a particular day, or all/selected classes over a date range.
• If you offer makeups, add the eligibility to make up the classes in the same workflow.
• Add a reason for the absences for your records, up to 100 characters.

Submit Absences for a Student

1. In the Student record, click the Submit Absences button.
   
   
   
2. In the Submit an absence - step 1 window
   
   

   Use the date picker tool to select the From and To dates for the days absent. Enter a Reason for the absence, up to 100 characters. If you allow makeups, and determine eligibility for a makeup with each absence, click Is eligible for makeup? to mark this absence as eligible. Click Submit.

   
   
3. In the Submit an absence - step 2 window
   
   

   All classes the student is enrolled in that meet in the date range defined are displayed. Select the class or classes the student will be missing. Use the Check All button if all classes will be missed. Click Submit. The window will close and a message will confirm that the absence has been added.

View Absences - Delete a Recorded Absence

A student's absences can be viewed on the Absences tab of their Student record. 

• Use the Trash Can icon to delete an absence record.
• If you allow makeups they can be scheduled from the Absences tab and any makeups scheduled for the student can be removed.

Learn about the options for reporting  on student absences and makeups.

When Jackrabbit is set to track absences, one of the ways to enter student absences is from the Family record.

• Submit an absence for one or all students in the family for a single class, all or selected classes on a particular day, or all/selected classes over a date range.
• If you offer makeups, add the eligibility to make up the classes in the same workflow.
• Add a reason for the absences for your records, up to 100 characters.

Submit Absences for a Family

1. In the Student record, click the Submit Absences button.
   
   
   
2. In the Submit an absence - step 1 window
   
   

   Select the Students to mark absent. Use the date picker tool to select the From and To dates for the days absent. Enter a Reason for the absence, up to 100 characters. If you allow makeups, and determine eligibility for a makeup with each absence, click Is eligible for makeup? to mark this absence as eligible. Click Submit.

   
   
3. In the Submit an absence - step 2 window
   
   

   All classes the students are enrolled in that meet in the date range defined are displayed. Select the class or classes the students will be missing. Use the Check All button if all classes will be missed. Click Submit. The window will close and a message will confirm that the absence has been added.

View Absences - Delete a Recorded Absence

A student's absences can be viewed on the Absences tab of their Student record. 

• Use the Trash Can icon to delete an absence record.
• If you allow makeups they can be scheduled from the Absences tab and any makeups scheduled for the student can be removed.

Learn about the options for reporting  on student absences and makeups.

When you track absences in Jackrabbit, and you allow your students to make up their missed classes, there are a few different ways to schedule a makeup.

One of these workflows is to schedule a makeup class from the Class record.

Schedule a Makeup from the Class Record

1. Go to the Absences tab of the Class record of the class the student missed.
2. In the # Absences column, click the number next to the appropriate student name to open the Absence History listing.  
   
   
   

4. Locate the absence you want to schedule the makeup for and select the Schedule Makeup link. This will open the Classic Weekly Class Calendar. For organizations with different locations, click Change Criteria at the top of the calendar to customize the calendar view for all locations (leave blank) or select a different location.
   
   
5. After locating a makeup class on the calendar, hover over it to display the class information and click the Schedule Makeup button to schedule the student's makeup in that class.  
   
   
   
6. The makeup details are now visible on the Makeups tab of the Class record.
   
   

When you track absences in Jackrabbit, and you allow your students to make up their missed classes, there are a few different ways to schedule a makeup.

One of these workflows is to schedule a makeup class from the Student record.

Schedule a Makeup from the Student Record

1. Go to the Absences tab in the Student record.    
2. Click the Schedule Makeup link for the appropriate absence to open the Classic Weekly Class Calendar. For organizations with different locations, click Change Criteria at the top of the calendar to customize the calendar view for all locations (leave blank) or select a different location.
   
   

3. After locating a makeup class, hover over it to display the class information and click the Schedule Makeup button.
   
   
4. You are returned to the Absences tab of the Student record which now shows the makeup class information.  
   
   

When Jackrabbit is set to track absences, you will find the Absences-Makeups report under the Students menu > Student Reports. Absences marked in the Staff Portal will be reflected in this report.

Regardless of the way you record absences in Jackrabbit, this report provides you with the following:

• See who was marked absent and is eligible for a makeup class.
• Review students who have makeup classes scheduled and the dates of those classes.
• View the Makeup class expiration date (if applicable).
• Review the student's attendance for scheduled makeup classes.

Search Criteria

Use the Search Criteria to define the report results. For this example, select a date range to see which students were absent for specific classes. Set Eligible for Makeup to Yes and click Submit.

• Leaving a field blank is the same as saying "all". For example,  leaving Absence for Class Category 1 blank will provide the data for all Category 1 classes.
• Some fields allow multiselection. Use the Ctrl key (Cmd for Mac) to select multiple values.

Report Results

The report results display the students absent from class in the selected timeframe. These columns provide absence and makeup information: 

• Elig? - indicates a student is eligible for a makeup class for the missed class. 
• Note - if a note was created in the Staff Portal it will be shown in this column.
• Makeup Date - if a makeup class was scheduled, it will be listed in this column.

In addition, you can see if a student was absent or present for the Makeup class and if there is a Makeup Expiration Date, these will be displayed if the columns are shown. An email to all or selected students can be sent directly from this report. A history of this email is kept in the Family record, Misc tab> View Sent Emails for 365 days.

The Absences tab on a Class record shows which students were absent from the class, the date of the absence, and the number of absences.

Review the articles below if your organization tracks attendance.

An organization can track absences and attendance but not both.  Jackrabbit defaults to tracking absences rather than attendance (except the Dojo edition).  The preferred method is through the Staff Portal.  Please refer to the Coaches/Instructors and other Staff category for more information.  You may record absences/attendance on the Class Record, Student Record, and Family Record as well.  

If your organization tracks attendance instead of tracking absences, and you aren't using the Staff Portal Attendance feature or barcode scanning, you will enter student attendance from the Class record. 

To enter attendance:

1. Navigate to the Class record and select the Enter Attendance button.     
2. In the Attendance window, edit the attendance date as needed in the Set All Dates to field (defaults to current date).    
3. Select the Attended? checkbox for the students who were in attendance.    
4. Add Notes as needed for specific students.    
5. Save Changes.
   
   

Barcode scanners/readers allow you to scan a barcode to record student attendance, including date and time. This feature uses a Student/Barcode ID, located on the Summary tab of the Student Record.

To use Jackrabbit's Barcode Scanner feature, your account must be set to track attendance. Since most accounts are set to track absences, contact Jackrabbit Support to change your account to track attendance.

See Initial Set Up for Barcode Scanning section below for more information about Student/Barcode IDs.

Expand/Collapse All

What You'll Need

These items are needed to take attendance with a scanner:

• Barcode Scanner/Reader - Purchase a universal USB barcode scanner (not provided by Jackrabbit). The one-dimensional (1D) scanner will be able to read a barcode, and a two-dimensional (2D) scanner will allow you to scan both barcodes and QR codes. These scanners typically do not require driver software installation and simulate someone typing in the barcode number and hitting the Enter key.
  
  
• Printout of the Student/Barcode ID -
  • Barcode Labels can be printed to Avery 5160 Labels. Jackrabbit provides PDF templates for Student ID #'s 100-999 (pdf) and Student ID #'s 1000 - 5000. Use the printout to scan a single barcode into an individual student record. 
  • Provide an individual printout of a student's barcode or QR code, and the student can present it at the front desk to be scanned for attendance. These can be laminated so they can be used repeatedly.

Initial Set Up for Barcode Scanning with Printed Labels

Prior to using a barcode scanner for the first time, it is necessary to assign a barcode number to each student in their Student record. If you haven't assigned a Student/Barcode ID, you can scan the labels or barcode sheet you printed described in the previous section above.

Initial Set Up for Barcode Scanning without Printed Labels

Select one of these methods to enter Student/Barcode ID information into the Student record if you choose not to use the printed labels. You can use your initial Imported Data, Jackrabbit Assigned Barcode IDs, or the Manual Entry method. The Student/Barcode ID number on the Summary tab in a Student record must be entered first, then converted to a barcode for scanning using Excel.

Export Student/Barcode IDs to Excel to Create Barcodes

Once the Student/Barcode IDs have been entered into the Student records, you have to export the data to Excel to create the barcodes.

1. Go to the Students (menu) > All Students and remove all columns in the grid with the exception of Student and Student/Barcode ID. Only the Student and Student/Barcode ID will display in the grid.
2. Click the More (icon)and select Export to Excel.

Follow the steps in this YouTube video, Step-by-Step: How to Create a Barcode in Excel, to generate barcodes for your students. If you need help creating student barcodes, contact Jackrabbit Support for assistance.

Launch the Barcode Reader/Scanner

Go to the Classes (menu) > Attendance Barcode Reader. Each time the scanner is launched, you must set the Attendance Barcode options. In the Attendance Barcode Options pop-up box, make choices as applicable.

Attendance Date - Defaults to the current date. Use the calendar icon to change.

Show Family Info-

• Set to Yes if the computer monitor faces the owner/staff. If set to Yes, the student picture (if uploaded), name, age, class, family address, phone, balance, and problem account status displays on the screen. 
• Set to No if the computer monitor faces the student. If set to No, only the student's picture, name, age, and class are displayed.

Mark student present for-

• Set to All Classes to mark student present for all enrolled classes that day.
• Set to Single Class to mark a student present for a single class.
• Set to None-Lookup Student Only to verify membership (but not record attendance.)

Page refresh timeout (seconds) - Set the number of seconds the student info is displayed before resetting for the next student.

Launch fullscreen - Defaulted to checked (yes). Uncheck to remain in the pop-up window.

Launch & Use the Barcode Scanner/Reader for Attendance

If you are using a barcode to track attendance for your students, follow these instructions:

1. Go to the Classes (menu) > Attendance Barcode Reader. Click the Launch button at the bottom of the Attendance Barcode Options pop-up box, as shown in the previous section.
2. Place the cursor in the Enter Student ID field. 
3. Scan the barcode/QR code using the barcode scanner/reader.

Once entered, the screen displays the student's information. The screen will reset to accept the next barcode number based on the Page refresh timeout (seconds) that you defined in the Attendance Barcode Options when you launched the scanner. Be sure to keep the scanning window open until you have completed taking attendance.

Note: Just in case your scanner is not working. You can enter the Student ID# by placing the cursor in the Enter Student ID field and manually typing in the number. Be sure to click Submit for a manual entry.

Frequently Asked Questions

Q. Can I use the same barcode scanner to track attendance and scan store barcodes?

A. Yes. Any "universal USB barcode scanner" can be used to track attendance and scan store barcodes.

Want to practice what you've just learned?  Great! 

• Go to https://app.jackrabbitclass.com/jr4.0/Login  and log in with the credentials below for your Jackrabbit edition.  
• Go through some or all of the practice scenarios below as they apply to you.

Enter an absence / attendance.  

From the Class Record

1. Navigate to the Class record and select the Enter Absences / Enter Attendance button.    
2. Verify the Absence (Attendance) Date is correct (click the calendar icon to select a different date).     
3. Select the Absent? (Attended?) check box for the appropriate student(s) in the enrollment list.    
4. If tracking Absences - Select Eligible for Makeup if applicable.
5. Add Notes, if needed.    
6. Save Changes.

When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #4 Quiz where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent.

Quiz #4 - Work with Students/Families

Track Absences (Default)	Track Attendance

Return to Front Desk Staff Menu to continue to next lesson

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