The Student List Display

The Student List displays the Grade Level, School Days and Attendance records for each Student for the School Year selected. You will also use this area to enter and update personal contact information for the Student which can be included on the Report Card and Transcript. See above for a list of other areas of the program where you can enter or update additional information for each Student.

• School Year: Use the School Year drop down list to select the year you want to review. Click or touch the Go button to change the display to the selected year.
• Student: This field shows the Display Name entered in the Student Record.
• Grade Level: The Grade Level entered for the Student for the selected School Year. This optional information is entered and edited in the Grade Level page.

  

• Days:
  • Possible: The number of potential school days in the selected School Year. This value is determined by taking all the days from the start date to the end date of the School Year and subtracting all the non-school days (like Saturdays/Sundays or whatever you have designated and non-school days in the School Profile.)
  • Required: The number of school days required for the School Year. This value comes directly from what you entered into the School Year Calculator when creating the School Year.
  • Days Off: The number of Days Off that have been added for this student which fall on a school day. This number does not include Days Off which fall on non-school days (like Saturdays/Sundays or whatever you have designated and non-school days in the School Profile.) This number will change as you add additional Days Off for the Student.
  • Free: The number of additional days in the year which can be skipped due to Absence or Days Off and still meet the minimum required number of school days for the year. This number is calculated by taking the total number of Possible days minus the number of Required days minus the existing Days Off and will be changed as you add additional Days Off for the Student.
• Attendance:
  • Present: The number of days marked as 'Present' in the selected School Year.
  • Present 1/2: The number of days marked as 'Present 1/2 Day' in the selected School Year.
  • Absent: The number of days marked as Absent in the selected School Year.
  • Attend Time: The number of hours or sessions entered along with Attendance for selected School Year. This column will only appear if you have selected a Time Entry Method other than 'None' in Program Options.
• Active:
  • Shows 'Y' if the Student is active and 'N' if the Student is archived

You can add Students up to the total number permitted by your HSTOnline Subscription. The default limit is 20 students. If desired, you can choose a background color for your student which will serve as the background color of the Student cell of the various lists and preview lists throughout the program.

1. On the HSTOnline menu, click or touch List under the 'Student' section.
2. On the Student List page, click or touch the Action button and choose Add.

   

   

3. Fill in each field as needed. Only the Display Name and Full Name fields are required.
   • Display Name: This is the name that will appear on screens throughout HSTOnline. Enter up to 20 characters.
   • Full Name (for Reports): As this is the name that will appear on Attendance reports, Report Cards and Transcripts, you may want to enter the Student's full legal name.
   • Address: Enter as much of the student's home address as you wish. This can be displayed on Report Cards and Transcripts.
   • Parent/Guardian: This information can be displayed on Transcripts.
   • Email: This information can be displayed on Report Cards Transcripts.
   • Entrance Date: This is a text field. You can enter any date format you like or leave it blank. This information can be displayed on the Transcript. It is intended to be the date on which your Student started in your homeschool.
   • Expected Graduation Date: This is a text field. You can enter any date format you like or leave it blank. This information can be displayed on the Transcript.
   • Background Color: Click or touch the Background Color field name or the pencil icon to open the background color selector. Click or touch any color in the spectrum to select it for this Student. Once you're happy with the color, click or touch OK. To change a Student back to the 'no color' option, click the Reset button.
   • Text Color: After selecting your background color, the selected color will appear in the window with the word 'Sample' to assist you in choosing whether to use black or white text - whichever is easier for you to read on the background color you have selected.
   • Active: All Student records start as Active. Click or touch 'No' if you want this Student record to be archived.
4. Click or touch:
   • Cancel to abandon the new Student without adding to your list.
   • Save to add this Student to your list.
5. Repeat steps 2-4 as needed until all Students have been entered. When you have reached the limit of Student entries for your subscription level, the Add option will change to show the message 'Maximum Students entered'. If you wish to extend the limits of your subscription, contact Support@HomeschoolTracker.com.

   

You can edit any field of a single Student record.

1. On the Student List page, double-click on the item you want to change to open the Edit Student window.
   • Alternatively, you can click once on the item you want to change and then click the Action button and choose Edit to open the Edit Student window.
   • On a touch device, touch the item you wish to edit and then touch the Action button and touch Edit to open the Edit Student window.

   

2. Make whatever changes are necessary. To archive this Student, select 'No' in the Active field. To change a Student back to the 'no color' option, click or touch the Background color field and then click or touch the Reset button.
3. Click or touch:
   • Cancel to abandon the new Student without adding to your list.
   • Save to add this Student to your list.
   • Click or touch the Previous or Next hyperlink in the top right corner to save your changes to this Student and move to the previous or next Student in the list. You can click or touch Previous or Next until you have made all the changes you want to your Students and then click the Save button to end the Edit process. If you reach the beginning or end of the list when clicking or touching Previous or Next, the Edit window will close and you will be returned to the list view.

Students cannot be deleted. When a Student has been graduated from or otherwise left your homeschool, you can choose to edit the Student to archive his record and remove his name from all Student selection boxes.

You can Archive the records for any Student who is no longer active in your homeshcool. When you archive a Student, all records for that Student will be hidden from view and you will not be able to select his name for any newly created items. All records are retained in the database, but cannot be viewed unless and until you choose to reactivate the Student. Use the Edit directions above to change the Active status of your Student. Archving a Student does not provide room to add additional Students to your subscription.

A Student whose records have been archived will no longer be able to login to the program unless and until his records are reactivated, even if he has a valid Student User Account.