Using Registration Notes

Use the Notes tab in the Registration module to create registration notes. Registration notes can be used to communicate with one or more students through the school register. This is useful for reminders of a sports team practice or for communicating a message from home.

To use the Notes tab, follow the steps below:

1. Open the Registration module and select the Notes tab:
   

2. Choose to:
   • View, edit or delete existing registration notes.
   • Add a new registration note.
   • View an audit log of registration notes.

Manage Existing Registration Notes

1. Click View Notes List:
   

   • Registration notes are colour coded to identify their status (the Status column also lists the status of each note):

     • Yellow = Pending. These notes have not yet appeared in registers.

     • Green = Active. These notes appear in current registers but have not been delivered to students.

     • Red = Overdue. These notes have appeared in past registers but have not been delivered to students.

   • All delivered notes are listed in the Notes History.
   • The Pending column indicates the number of students who are still due to receive this note.
   • The Pupils column indicates the number of students who have received the note.
   • From/Due dates indicate the duration that the note displays in the register.

2. Use the navigation tools to control the number of records displayed on each page and find the note that you want to work with:
   

3. Click on an icon in the left hand column (, or ) to view a list of students associated with the registration note:
   

   Students are colour coded to highlight the delivery status of the note:

   • White = Still to be delivered.
   • Green = Delivered.
   • Red = Delivered overdue.

4. Choose to:

   Edit a registration note.

   1. Click  on the registration note you want to edit to display this window:
      
   2. Select Edit Note towards the top of the window.
   3. Date From/Time From. Use the drop down boxes to edit the date and time that the registration note is active from.
   4. Date Due/Time Due. Use the drop down boxes to edit the date and time that the registration note is due to be delivered by.
   5. Note. Edit the content of the registration note here.
   6. Click Save & Close.

   To add and remove students listed to receive the registration note, see Edit the recipients of a registration note.

   Edit the recipients of a registration note.

   1. Click  on the registration note you want to edit to display this window:
      
   2. Select Add Students towards the top of the window.
      A full list of students is displayed:
      
   3. Use the filters to find the students that you want to work with. Hold Ctrl to select more than one option from each filter.
   4. Use the scroll bar to move up and down the list.
   5. Either:
      
      • Use the checkbox against each student's name to select individuals.
        or
      • Use the checkbox in the list header to select all the students listed.
   6. Click Save.
   7. Select Remove Students towards the top of the window.
      All students currently associated with the registration note are listed in alphabetically:
      
   8. Use the scroll bar to move up and down the list.

   9. Either:

      • Use the checkbox against each student's name to select individuals.
        or

      • Use the checkbox in the list header to select all the students listed.

   10. Click Save & Close.

   Delete a registration note.

   1. Click  on the registration note you want to delete.
      You are prompted This will delete the note for all associated students. Are you sure you would like to do this?
   2. Click Yes.

   The deleted registration note is not saved in the Notes History.

Add a New Registration Note

1. Use the filters available to select the group of students that you want to work with:
   
   Fewer records on display reduces the time it takes to update any changes made to them.

   Click here for more help on using filters.

   The filters shown may differ depending on how the module is configured.

   Filter	Use to filter student registration records by...
   School Structure	Your school structure, for example year group and boarding house. To make multiple selections press and hold the Ctrl key while making your selections.
   Pastoral	Student tutors. The attendance for all of the selected tutor's students can then be marked on the records displayed. To make multiple selections press and hold the Ctrl key while making your selections.
   Academic	The academic setup of your school, for example subject and teaching set. To make multiple selections press and hold the Ctrl key while making your selections.
   Group	Groups of students. This is useful if you want to make attendance for a preselected group of students, such as a school trip group. Groups are set up in the Student Manager module. To make multiple selections press and hold the Ctrl key while making your selections.
   Custom Search	Student surname. Choose to display an individual student's registration record.

2. Click hide filters on the right to increase the list display area:
   
3. Either:
   
   • Use the checkbox against each registration record to select students individually.
     or
   • Use the checkbox in the registration list header to select all the students listed.
4. Click Assign Registration Notes to display this window:
   
5. View Date From. Use the drop down boxes to select the date and time that the registration note is active from.
6. Date Due. Use the drop down boxes to select the date and time that the registration note is due to be delivered by.
7. Note. Enter the content of the registration note here.
8. Click Save Changes.
   The Registration Note is now available to view:
   • In the Notes tab by clicking View Notes List.
   • In the School Register tab by clicking on the registration notes bar.

View an Audit Log of Registration Notes

A full history of registration notes is logged in the Notes tab, this provides you with an audit trail.

To view a history of registration notes, follow the steps below:

1. Click View Notes History to display this screen:
   
   A complete history of registration notes is listed in chronological order. The number of students the registration note was addressed to is shown in the Pupils column.
2. Use the navigation tools to control the number of records displayed on each page and find the note that you want to work with:
   
3. Click  to view a list of students the registration note was delivered to.
   The date the registration note was delivered and the initials of the user who delivered it are listed here.
   Students are highlighted different colours to indicate the status of the registration note at the time of delivery:
   
   • Green = Active. The registration note was in date when it was delivered.
   • Red = Overdue. The registration note was out of date when it was delivered.