Network Installation.. 2

Password Protection.. 3

Setting the Default Principal Name.. 3

Setting the School Year.. 3

Setting Up Program Defaults.. 3

Importing Student Information.. 5

Loading Student Images.. 7

Bully Tracking.. 7

Creating Reports in PDF Format/Emailing Report.. 7

The Opening Screen Menu.. 8

Entering or Editing Student Information.. 9

Entering Infractions.. 10

Cloning Infractions.. 12

Deleting Records Vs. Archiving Records.. 12

Discipline File Button Panel.. 12

Editing or Deleting Discipline Records.. 15

The Calendar Option.. 15

Backing Up and Restoring Your Data.. 15

Technical Support.. 15

 

 

 

 

Network Installation

First Workstation:  Create a folder called \DT5 on a network drive which can be accessed by all desired workstations.  Make sure the workstations you want to network have full control on this folder.

 

Install MES Discipline Tracker on first computer using the FULL install.

 

When the install is complete and the software is running correctly on the first computer, open My Computer and browse to C:\Program Files\Mansker Enterprises\DT.  Cut the DisciplineData.mdb file and paste it to the \DT5 folder on the server.

 

Open the Discipline Tracker program.  You will get a Where is Your Data File screen.  The path in the box will be C:\Program Files\Mansker Enterprises\DT\DisciplineData.mdb and the Found column will say No.  Click this path to highlight it.  This activates the Locate button.  Click the Locate button and browse to the \DT5 folder on the server.  Click the DisciplineData.mdb file and choose Open.  This connects the program to the data file on the server.  The path in the box will change to indicate the server path and the Found column will indicate Yes.  Click Finished.

 

 

All Successive Workstations:

 

Install the MES Discipline Tracker and use the WORKSTATION install.  Complete the installation and upgrade from the web site.  When you open the open the program, you will get the Where is Your Data screen.  Attach the program to the DisciplineData.mdb file as above.

Password Protection

To password protect your program click on the File menu on the opening screen.  Choose Password.  On the following screen, enter and verify your password.  The next time you open the Discipline Tracker program, you will be asked for your password.  If you upgrade your program, you will need to enter your password again.

 

Setting the Default Principal Name

 

If you have just purchased the software, open the software and click the Open Discipline File button.  The following screen will instruct you to enter a principal name.  Click the OK button.  The principal name you enter will serve as the default name for this workstation, and any infraction entered here will automatically be assigned that principal name.  If the infraction was processed by another discipline officer, that officer can be designated at the time you enter the infraction. 

Setting the School Year

Once you have completed the principal information and have returned to the opening screen, click the Open Discipline File button again. The next screen asks you to enter a current school year.  Click OK.  Enter your first school year in the box where the cursor is flashing.  All infractions you enter will be assigned to this school year by default.  Depending on how you want to separate your infractions, you might enter the school year as “2012-2011” or “2011 Sem 1”.  Bear in mind that Discipline Tracker groups infractions by school year.  While most reports in the program are available by date range (This allows you to span more than one year.), some are not.  When you have entered the school year, click Finished.  This returns you to the opening screen.  Both the principal information and the school year should now appear on the screen. 

Setting Up Program Defaults

 

On the opening screen, click on the Edit menu to do the following:

 

 

 

Your School Information

 

The first step is to complete the School Information Form.  This information is used on various reports throughout the program and can be changed if your information changes.

 

Default Letter to Parents

 

Next, you will need to edit the Notice to Parents that is sent for each infraction.   It is important to edit this Notice before you begin using the program, as the default entries are intended to be very general in nature.  You will probably want to include contact information in the final paragraph.  The parts of the Notice which can be customized are the heading, the introductory paragraph and the final paragraph. 

 

This is the letter that will print if you choose the Print This Notice, Print Today's Notices or Print Previous Notices buttons on the infraction entry screen.

 

Custom Letters

 

You can create custom letters in addition to the Notice to Parents.  Choose Create/Edit Custom Letters.  Click the New Letter button.  Enter a heading such as Notice of Suspension from School in the heading blank.  Customize the letter using the paragraph blanks provided.  Each of these letters will contain the same detail section contained in the Notice to Parents.  If you click the Print Custom Letter button, you can choose from available custom letters.

 

Setting Your List of Common Infractions

 

You may edit the list of infractions that you would like to have as default choices when you enter an infraction.  From the opening screen, select Edit and Infractions.  This opens the Edit Infractions List screen.  A list of common infractions is displayed in the box.  To edit or delete an infraction, choose the infraction by clicking on it. You can change the wording of the infraction or click the Delete Selected button to remove this infraction from the list. To add an infraction, click on Add an Infraction and type in the new entry.  Your may also enter a code used by your school for the infracion.  Pressing the Enter key adds it to the list.  You can choose to automatically assign a certain number of demerits each time the infraction is selected and you may also enter a Standard Disciplinary Action from your school policy that would apply to this infraction.  This action is displayed when you assign new infractions.

 

Setting Your List of Common Actions

 

To edit actions that appear as default choices in your Actions drop-down box, choose Actions from the opening screen, Edit menu. This opens the Add or Edit Actions screen.  A list of common actions is displayed in the box.  To edit or delete an action, choose the action by clicking on the action in the list. You can change the wording of the action or press the Delete Selected button to remove this action from the list.   To add an action, click on Add an Action and type in the new entry.  You may also enter an action code used by your school for that action.  Pressing the Enter key adds the action to the list.

 

Teacher List

 

Complete the list of teacher names so that these will be available when you enter an infraction.  Complete a title (Mr., Mrs., Ms.) and name for each teacher.

 

Ethnicity

 

Create a list of common ethnic groups for students.

 

 

Importing Student Information

 

Student information is entered from the Discipline File screen.  Click the Add or Edit Students button

 

Student information may be entered individually the first time a student is called to the office.  You may also import student information.

 

From a CSV File

 

You may import student information into your Discipline Tracker program from a .csv file. 

 

 

Create a CSV file.  The following fields are eligible for import.  You do not need to include all fields in your import file.  Don’t put spaces in the field names.

 

Bold fields are required.

 

 

FirstName                              StudentIDNumber       

LastName                              SocialSecurityNumber

Address                                 GradeLevel

City                                         Gender

State                                       DateofBirth

Zip                                           Ethnicity

PhoneNumber                        HomeRoom

Guardian                                 Email    

Guardian2                               Special Services

FatherWorkPhone                

MotherWorkPhone               

 

You can also include the student images.  Each entry in the Student Image field must be an exact path to the image.  An example would be J:\Students\Images\TomThompson.jpg.  Actual images of students are not stored in the database.

 

Note:  The Grade Level entry must be numeric.  If you are importing kindergarten students use 0 for the grade level.  For Pre K use -1.  The Address, City, State and Zip fields are required.  Gender must be M or F. Special Services must be Yes or No.

When you have created your CSV file:

 

 

  1.  Open Discipline Tracker

  2.  Click Open Discipline File

  3.  Click Enter or Edit Student (second button from right at top of the button panel)

  4.  Click the Import Students button

  5.  Click File Selection and browse for your import file.

  6.  You will see the field name contained in the file you are going to import.  Continue to the next screen and match the fields in your file with the import fields.  Once you have matched the fields, click the button to go to the next screen.  You can verify that the information corresponds correctly with the import fields.  At this point you can choose to import students.

 

Loading Student Images

On the Add/Edit Students screen, select the student by selecting him from the box on the left or by typing the last name in the search box at the top of the list.  As you type, the box will find the closest match.  Press Enter when the correct student is selected.  Click Add Image and browse to the location of the correct image file.

 

Bully Tracking

Each time you enter an infraction, you can tag the infraction as a bullying incident.  Check the box to indicate that the incident is bullying, select a name of a bullied student and click the button to add the student to the list.  You can add more than one student to the incident.

 

At the bottom of the Discipline File screen, there is a box to indicate how many bullying incidents have occurred for the selected student.   You can also view and print information about bullying incidents by choosing the Bullying menu at the top of the Discipline File screen.  You may view incident and generate reports either by Bullying or Bullied Students.

Creating Reports in PDF Format/Emailing Report

Throughout the program you will see PDF buttons.  Clicking the button creates the report in a PDF format and opens it in Adobe Reader (or Adobe Acrobat if that program is installed).  Once the report is open in Adobe Reader, go to the file menu on Reader and choose the Email option.  This opens an email message and attaches the report to it.

 

Note:  The Mansker PDF printer must be configured for the PDF function to work.  Click Start and find the Mansker PDF group.  On the next screen,  you can configure the PDF to automatically save to designated folder, allow you to name the file and open it automatically.

 

The Opening Screen Menu

 

The Opening Screen Menu contains the following components:

 

File:  This item allows you to set password protection or exit the program.  Choosing Where’s My Data allows you to view the data path in a networked installation.

 

Edit:  Allows you to edit the default lists of Infractions, Actions, Teachers, Principals or Ethnic Groups.  You can also edit the default letter to parents or add custom letters.  You may choose to set infraction alerts which notify you when a student has reached a set number of infractions.

Demerits:  This selection allows you to edit demerits or to select a different name for demerits.

Infraction Summaries:  Allows you to print a summary of all infractions by student, one student per page.  Note:  This takes an enormous amount of paper, so unless you want to file a summary of all students, you’re better off printing one student at a time from the Discipline File.  You can also choose to print infraction summaries by date range or grade level.

 

Infraction Summaries:  These choices are primarily designed to print infraction summaries for all students in the program.  These are useful at the end of the school year.

 

Comparisons:  The choices on this menu are Infractions by Month and Actions by month.  You can compare infractions or actions from two months from two different school years.  This function allows you to see a side by side comparison of actions or infractions from two time periods.

 

Charting:  Allows you to create some basic graphs containing information based on infractions and actions.  Much of this information can be exported to Excel, which allows you more flexibility in creating your own graphs. 

 

Export:  This feature allows you to export information to be used by other programs.  You can choose any date range you desire and then export infractions to a comma separated values file (.csv), comma and quote delimited text file (.txt), tab delimited file (.txt) or an Excel file (.xls).

Entering or Editing Student Information

 

You access this screen from the Discipline File.  Click on the Add or Edit Student button. You can decide how much information you want to enter based on how you want to use the program.  The least you can enter is a first and last name for the student.  If you want the program to provide you with pre-addressed notices which can be inserted into windowed envelopes, you will need to enter a mailing address for each student.  This information needs be entered only once and can be edited if it changes. 

 

In some cases you may want letters to print to two different guardians/parents.  All letters will print by default to whoever is designated as Guardian 1.  If you enter address information for Guardian 2, a separate letter will be printed to that address each time you print letters from the program.

 

Confidential information about the student can be entered in the Confidential Comment box, and does not display along with other personal information on the student.

 

Click the Set Default City State, Zip button to enter common city, state and zip code entries.  This can save a lot of time in data entry.  Once entered, these choices will appear in a drop-down box.

 

Student ID numbers, Social Security Numbers, Gender, Grade Level, Ethnicity and Category are required if you want to generate reports using this information.  In order to make the most use of the program, it is recommended that you complete as much information for each student as is applicable.

 

Special Services should be checked for your special services students.  If you check the box, you will be alerted when you select a special services student for infraction entry.  You can also print specialized reports based only on special services students.

 

Student Categories can be used in different ways.  You can designate a category for a student in order to track infractions for that student along with others in the same category.  You can also use this entry to set up an alert system for yourself.  Any time you select a student with a category entry, you will get a brief on screen alert telling you the student category and the category will be displayed in the blue bar just above the student’s discipline records.

 

When you are finished entering the student information, click on the Return to Discipline File button.

 

A student may be deleted from the program by choosing the appropriate student from the list and clicking on the Delete This Student button.  Bear in mind that if you delete a student, you will also delete all infractions for that student.

 

Active/Inactive Students:  Students are automatically active when they are entered.  You can make them inactive by clicking on the Inactive box.  This removes the name from the display box.  You can reactivate students by selecting them and clicking Active.  Clicking the Delete/Archive Graduates button allows you to make all graduates inactive.  This removes their name from the default lists in the program, but allows you to reactivate them at a later time if you need to view discipline information for them.

 

Entering Infractions

 

Once the name of the student is entered into the program, you may enter an infraction for him.  You can locate a student in the program in three ways. You may begin to type the student name in the Student box and allow the program to locate the student and then press Enter, you may enter a student ID number or you may click on the student name in the Student List.  If the name is not visible, you can click on a name in the student list and then use your mouse wheel to scroll the box or type the first letter of the student's last name to go to the first entry for that letter.

 

On the bottom part of the screen, click on New Infraction button.  This opens the new infraction screen. The Infraction Date box and the Action Date box will contain today's date.  If either is incorrect, you can manually change the date using the date format (mm/dd/yyyy) or click the calendar icon to select a date. 

 

Press Tab or Enter to move to the next box.  When you reach the Infraction box, you can type in an infraction or click on the down arrow and choose from a list of common infractions by clicking on that infraction.  It is important to use the default infraction whenever possible.  Using various names for the same infraction can affect the accuracy of your data.

 

The next Tab or Enter takes you to the Action box.  Again, type an action or choose one from the list. The same thing is true about always using default actions whenever possible.

 

You can then enter Detention Dates (up to 5 or each infraction) or enter suspension dates.  For one-day Suspensions or In School Suspensions, fill in only the Suspended From box.  For multiday Suspensions or In School Suspensions, fill in both the Suspended From and the Suspended To boxes.  If you want totals for suspensions, you will need to enter the number of days suspended in the box.

 

Comments for Notice to Parents:  Whatever you type in this box will print on the Notice to Parents.  This is also a good place to add additional comments about default infractions.

 

Private Comments:  This is an area to enter private comments about the infraction.  These comments do not print on any reports except the individual summary if you select that option.

 

Cloning Infractions

Occasionally, you will have multiple students involved in a single incident and the infraction entry would be the same for each.  You can choose to clone the infraction entry.  This creates a new infraction with the same details, but assigned to a different student.  To clone an infraction, make the infraction entry as described above.  When the details of the infraction have been entered, click the Clone button.  A screen will pop up asking you to choose a different student for the new infraction.  Click on the name of the student, and a new entry screen will come up, with the cloned details.  If anything is different, you can change it.  Click Finished to record the infraction and return to your original entry screen.  You can click Finished here or Clone to add another infraction for a different student.

 

 

Deleting Records Vs. Archiving Records

 

If you desire, you can remove all infraction records while maintaining student information (Names, addresses, etc) by choosing Delete Infractions from the Discipline File menu.

 

As an alternative, you may archive records for future reference.  To do this, instead of purging the records, go to the Opening Screen and choose Edit.  Choose School Year.  By changing school years, from say 2012-2011 to 2011-2012, you can leave old records in the program and enter records for the current school year.  Old infractions will still be available by clicking on the desired year on the Discipline File screen.  This box is located just below the list of student names. 

Discipline File Button Panel

 

The button panel on the Discipline File allows you to view a variety of information about a student and to print a variety of reports.

 

Action Reports: This button offers you a variety of views and reports based on actions assigned.

 

Infraction Reports:  This button allows you to view or print a number of reports based on infractions entered into the program.

 

Teacher Reports:  This button allows you to view or print reports based on the number of teacher referrals.

 

Infractions/Actions Totals:  This displays totals for all infractions and actions. These can be printed.

 

Detention Calendar:  Allows you to print a calendar with lists of students assigned detention appearing on the appropriate days.

 

Principal Reports:  In buildings with more than one principal, this allows you to compare numbers of infractions handled by various principals as well as other features.

 

Print Today’s Notices:  Automatically prints Notices to Parents for all conferences you have had today.

 

Print Previous Notices:  Automatically prints Notices to Parents for a date you choose.

 

Demerits: Displays accumulated demerits for students and offers print options.

 

Print a List:  Allows you to produce a list of students who are scheduled for a specific action on a specific day.  This is a good way to print detention or in school suspension lists.

 

Print Detention Reminders:  Prints reminders to students that they are scheduled for detention.  You can specify a detention date.

 

User Search:  This is one of the most flexible features of the program.  It allows the user to specify criteria for a custom search of actions and infractions.  You may choose the current school year or a date range you specify.  When you first open the screen, all infractions for the year will be listed.  You may limit the scope by choosing or entering information at the top of the screen.  For example, choosing “Excessive Tardies” from the Infraction list and entering grade 8 in the grade box, produces a list limited to those two criteria.  You may choose the limit the data in a variety of different says.  Summaries appear the bottom of the screen and the displayed information may be printed.

 

Print Actions Pending:  Prints a list of students who have actions pending (any action for which a detention date or a suspension date was entered.

 

Print Teacher Feedback:  Automatically prints a summary of students you have seen by the teacher who referred them.  One page per teacher.

 

Print Displayed Summary:  Prints an individual discipline summary for the selected student for the selected school year.  You may choose to print appropriate comments on this report.  Your choices are Parent Comments Only, Private Comments Only, Both, or Print Brief summary.  The brief summary does not print comments.

 

View Personal Information:  Displays name, address, phone, parent and emergency phone information about the student who is currently displayed.  If you want to add information, you can do it on this screen.  You can also display this screen by double clicking a name in the Student box.

 

Detentions Not Served:  This allows you to either enter dates served for the currently selected infraction or to display a grid which represents all detentions not served between two dates you specify.  You can print a report based on this grid or record detentions served on the grid.  You can also get a list of pending detentions for the selected student.

 

Print This Notice:  Prints the Notice to Parents for the infraction that is currently displayed on the screen.

 

Print Custom Letter:  Allows you to print any previously created custom letter based on the infraction currently selected on the screen.

Editing or Deleting Discipline Records

Occasionally, you may make a mistake in entering a record.  If this occurs, you can select an infraction to edit and then click the Edit Selected Infraction button or simply double click the infraction.

 

To delete an Infraction:  Follow the instructions for editing an infraction.  The edit screen has a delete button.

The Calendar Option

On any date box in the program, you can use the calendar option.  To use this feature, click the calendar icon next to the date box and click the date you want to place in the blank.

 

Backing Up and Restoring Your Data

 

 

Click the Start button and choose Programs.  Go to Discipline Tracker and click on Backup.  Follow the screen directions.  If your program is networked and the data file is located on the server, it is not advisable to use the backup and restore supplied with the program.  If a user has the program open when you try to back up the data, the data file can be corrupted.  You should contact your network administrator to be sure that the data file for your program is included in the regular server backup.

 

Technical Support

 

Technical support is available on our web site: www.manskersoftware.com  by email at [email protected] or by calling toll free 888-334-8418.