Activities - Skywardsupport.skyward.com/DeptDocs/Corporate...Delete an Activity You can delete an activity by going to Student Management > Office > Activities > Activities. Then highlight

Activities

Overview

Activity CodesAwardsEvent TypesExtra-Curricular Types

ActivitiesAdd an ActivityEdit ActivityDelete ActivityMaintain StaffStudent Requirement EntryActivity Details

Adding Students to an ActivityAdd Students in ActivitiesEntry by StudentMass Add Students to an Activity

Activity ReportsActivity Code ReportActivity Report by ActivityActivity Report by Student

Activity UtilitiesClone Activities from Entity to EntityClone Student ActivitiesMass Add Student Activities By StudentMass Change Student Activity DatesRe-Sync Student Activity Rosters Using Course Links

ACTIVITIES GUIDE

Overview

You can find Activities by going to Student Management > Office > Activities. Activities allow you to group students together; usually for extra-credit activities. The activities should be created if the entity is going to be using Athletic Eligibility. Activity Leaders and Assistants can access student’s information through Educator Access Plus > My Activities if security access is granted. Activities are also used throughout Skyward for report ranges and sorting capability. If the district is using the Fee Management module, you can also bill fees for activities.

Functionality described here may vary in availability depending upon your district/entity configuration.** Denotes Required Field to save screen.

ACTIVITIES GUIDE

Activity CodesActivity RequirementsAwardsEvent TypesExtra-Curricular Types

You can find the Activity Codes by going to Student Management > Office > Activities > Setup > Codes.

The Activity Codes available include: Activity Requirements Awards Event Types Extra-Curricular Types


ACTIVITIES GUIDE

Activity Requirements

Activity Requirements can be found by going to Student Management > Office > Activities > Setup > Codes. Activity Requirements allow you to identify and then track different requirements that students participating in an activity must meet.

Examples – Completing a physical, enrollment in a course, paying fees, miscellaneous paperwork being completed

Awards

Award codes can be found by going to Student Management > Office > Activities > Setup > Codes. Award Codes allow you to assign a student an Award for an Activity. Students must first be enrolled in an Activity before an Award can be assigned. These can also be assigned by the Academic Letter Report in the Grading module.

Examples – All Conference, Letter, Academic Letter


ACTIVITIES GUIDE

Event Types

Event Types are found by going to Student Management > Office > Activities > Setup > Codes. Event Type Codes can be used to classify an Event added to an Activity.

Examples – Practice, Home Game, Away Game, Club Meeting

Extra-Curricular Types

Extra-Curricular Types can be set up by going to Student Management > Office > Activities > Setup > Codes. Extra-Curricular Types are necessary if tracking extracurricular activities. However, it is up to the district as how to define them.

Examples – Athletic, Academic, Social, Fine Arts, Sciences, Sports


ACTIVITIES GUIDE

ActivitiesAdd an ActivityEdit ActivityDelete ActivityMaintain StaffStudent Requirement EntryActivity Details

Activities (Student Management > Office > Activities > Activities) list the activities offered by the entity. You are able to add, edit, and delete activities from this area.


ACTIVITIES GUIDE

Add an Activity

Activity Maintenance School Year – The School Year displaying is based on the school year selected on

the Activities screen. Entity – The Entity displaying is based on the entity selected in Student

Management. **Code – Enter a code consisting of up to three characters for the Activity. **Short Description – Enter a description for the activity up to 15 characters. **Long Description – Enter a description for the activity up to 30 characters. Type – Select the type of Activity (Extra Curricular, School Sponsored Community,

both, or Other). Special Program Link – This option will only be available if you have selected the

option to “Automatically Add Students to the Activities that are Linked to Special Programs” found by going to Product Setup > Skyward Contact Access > District Setup > Configuration > Student Configuration.

**Start and End Date – The dates entered here could be the actual dates of the activity or the start and end date of the school year. If you are using Athletic Eligibility, you will want to enter the specific dates of the activities because it will determine the students whose grades will post for Eligibility.

**Extra-Curricular Type - Extra Curricular Type allows for a further breakdown of the activity. This is not a hard-coded code and you can create codes specific to your needs. Extra-Curricular Type is only available if you selected the “Type” of Extra Curricular or Extra Curricular & School Sponsored Community.

School Sponsored Type – If School Sponsored Community or Extra Curricular & School Sponsored Community is selected for the “Type,” this field will appear. Select either Required or Voluntary.

Use for Grading – Select this option if teachers will be posting athletic eligibility grades for the activity. If this option is not selected, you will not see the activity listed on certain grading reports.

Use Student Participation Start and End Dates – If this option is selected, it will allow you to specify the dates within the activity start and end dates when each student is participating in the activity.

Hide in Family Access – If you do not wish to have this activity displayed in Family Access, then select this option.


ACTIVITIES GUIDE

If you wish to add staff to this activity, select the Save and Add Staff button.

Select Add Activity Staff.

Select the staff member(s) and click on Select.

If you want to designate a leader of the activity, you will highlight the staff member and select Change Leader Status. After you have selected the activity staff and designated a leader, you will click Finish.


ACTIVITIES GUIDE

Edit an Activity

You can edit an activity by going to Student Management > Office > Activities > Activities. Then highlight the activity and click Edit. When you edit an activity you can modify all fields except School Year, Entity, and Activity Code. You also have the capability to maintain Activity Staff.

Delete an Activity

You can delete an activity by going to Student Management > Office > Activities > Activities. Then highlight the activity and click Delete.

After selecting Delete, you will receive the above message. Click Yes to delete the Activity from the selected school year. You can only delete the activity if there are no students attached to that activity.


ACTIVITIES GUIDE

Maintain Staff

The Maintain Staff button allows you to make modifications to the staff attached to the Activity. You can find the Maintain Staff button in Student Management > Office > Activities > Activities.

Add Activity Staff

Add Activity Staff allows you to locate staff members and attach them to the Activity.

Change Leader StatusThe Change Leader Status option allows you to determine the staff member who will be flagged as the “Activity Leader.” Only one staff member can be flagged as the “Activity Leader.” Highlight the staff member and click Change Leader Status. The “Activity Leader” field will then change to “Yes.”


ACTIVITIES GUIDE

DeleteThe Delete allows you to remove the staff member from the activity. You will highlight the staff member and click on Delete.

After clicking Delete, you will receive the above message. Click Yes to remove the staff member from the activity.

Student Requirement Entry

The Student Requirement Entry button provides access to a quick entry screen where all students in an activity and all the requirements for it can be seen in a table. The individual student’s requirements can be maintained from here.

You can see the requirements attached to the activity display in their own collumns, with a row being available for each student. The students’ requirements can be marked as met by checking the box for the student’s name/requirement.


ACTIVITIES GUIDE

Mass Select Requirements

The Mass Select Requirements button can be used to update the all student requirements or one requirement at a time or all requirements at once.

The Select All and Clear All buttons at the top of the screen will update all requirements for the activity. The Select All and Clear All buttons in line with each Requirement will update all the students’ requirements for that one option.

Activity Detail

You can see the details of the activity by expanding next to the Activity.


ACTIVITIES GUIDE

Activity Details

The Activity Details provide basic information regarding the Activity. You can send an email to an activity staff member by clicking on his or her hyperlinked name.

Student Roster

The Student Roster allows you to add and remove students in the activity.

Activity Events

Events are items that will be occurring for the activity. Events can be displayed on the Public Events Calendar as well as Family and Student Access. Activity Leaders also have the capability to create events in Educator Access Plus > My Activities.


ACTIVITIES GUIDE

Add Event

Event Maintenance **Date – Enter the date when the event is occurring. Event Status – Select the event status of Active or Inactive. You might select

Inactive if you want to create the event in advance, but do not want it displaying in Family/Student Access.

Start/End Time – Enter the Start and End time of the event. Event Type – Select the Event Type from the drop-down menu. **Summary – Enter the summary of the event. **Description – This area allows you to enter more information related to the

event. Location – Select where the event is going to be held. Contact Type – Select from either Staff or Student. Contact – Select the contact for the event. Cost – Enter the cost of attending this event. Visible To – Select who will be able to see this event. Show this on the Public Events Calendar – You can choose if this event should

display on the Public Events Calendar.

After you have entered the required fields for the event, click Save.


ACTIVITIES GUIDE

Edit Event

The Edit allows you to make modifications to the Activity Events.

Delete EventThe Delete option allows you to remove the Activity Event.

After you select Delete, you will receive the above message. If you want to delete the Activity Event, you will click Yes.


ACTIVITIES GUIDE

Activity Requirements

Activity Requirements are available for you to be able to identify and then track requirements that students must meet inorder to participate in an activity. The Activity Requirement codes are created under Student Management > Office > Activities > Setup > Codes > and then Activity Requirements.

Add Requirement

Any Activity Requirement Codes not already attached to an activity will be avialble for selection. Select the codes you wish to attached to the activity. Use the Select All or Deselect All buttons on the right to update all of the codes available.

When the desired codes are selected, click the Save button.


ACTIVITIES GUIDE

Adding Students to an ActivityAdd Students in ActivitiesEntry by StudentMass Add Students to an Activity

Students can be added to an activity in a variety of ways.

Add Students in Activities

You can add students to an activity by going to Student Management > Office > Activities > Activities.


ACTIVITIES GUIDE

Now expand by the Activity and click Add Student.

Add Student allows you to add individual student(s) to an activity. You can also create a filter and use the “Select All Shown” to select a range of students.


ACTIVITIES GUIDE

Add Students by Class


Now expand by the Activity and click Add Students by Class. If students assigned to a specific course are required to participate in an activity, then the Add Students by Class would allow you to quickly assign all students in the course to the activity.


ACTIVITIES GUIDE

Select the Class or Classes and then click Run. After selecting Run, the students are automatically added to the activty. It will only add the students currently enrolled in the activity at the time the class is selected.

View All Students


ACTIVITIES GUIDE


Now expand by the Activity and click View All Students.

The View All Students option allows you to add, edit, and delete students from the selected activity. In addition, you can also add awards for the selected student.


ACTIVITIES GUIDE

Add in View All Students

The Add in the View All Students allows you to add individual students to an activity.

Edit in View All StudentsThe Edit will only be available if you have selected the option to “Use Student Participation Start and End Dates” when creating the activity. You will highlight the student and click on Edit.

You can make modifications to the participation start and end dates to reflect the dates when the student was involved in the activity.


ACTIVITIES GUIDE

Delete or Delete All in View All StudentsThe Delete allows you to remove the highlighted student from the activity and the Delete All allows you to remove every student from the activity.

After selecting Delete or Delete All, you will receive the above message. Click Yes to remove the student(s) from the activity.

Adding an Award to a Student

You can add an activity award to a student by going to Student Management > Office > Activities > Activities and then selecting View All Students. You will then expand by the activity to click on the Add Award link.


ACTIVITIES GUIDE

Maintain Award **Award – Select the award given to the student. Comment – You have the capability to enter additional information regarding the

award.After the award information has been added, you will click Save.

Edit Award

The Edit will only allow you to make modifications to the comment.

Delete AwardThe Delete allows you to remove an award from the student’s record.

If you want to remove the award from the student, click OK.

Student Requirements Entry


ACTIVITIES GUIDE

Select the Student Requirements Entry link to maintain the student’s status for the requirements attached to the activity.

Here you can update the checkboxes to indicate if the student has met a requirement.

Click on the Filter Activities Shown button to view and maintain requirements for other activities the student is enrolled in.

You can use Mass Clear Requirements and Mass Select Requirements buttons at the top to update the student’s requirements for all activities shown on the screen. The Clear All Requirements and Select All Requirements buttons will update the requirements for the activity they are displayed next to.

When complete, click the Back button.


ACTIVITIES GUIDE

Adding Students to an Activity through Entry by Student

The Entry by Student option allows you to view and maintain activity information by student. Entry by Student is found by going to Student Management > Office > Activities > Entry by Student.

You will expand by the student’s name to view the activity information for the student.


ACTIVITIES GUIDE

Student Details

The Student Details display demographic information related to the selected student.

Maintain Activity

The Maintain Activity allows you to add activities to the students. All of the Activities the student is currently involved in will be selected. You have the capability to select activities from a different school year by selecting “Change School Year.”

After you have selected the activity or activities, you will click Save.


ACTIVITIES GUIDE

Activity Information

The Activity Information section displays all of the student’s activites, unless the “Current Year Only” check-box is selected. When you expand by the activity, you are able to view the Contacts, Awards, and Events related to that activity. If an email address has been entered for the Leader/Assistant, then the name becomes a link in the Contacts area which allows you to click on it and email the individual. Any Events that have been enetered for this activity will be listed. The Events can only be maintained by going to Student Management > Office > Activities > Activities or through Educator Access Plus > Teacher Access > My Activities.

Edit Activity

The Edit for the Activity will only be available if you have selected the option to “Use Student Participation Start and End Dates” when creating the activity. Edit allows you to make modifications to the Participation Start and End Dates for the student.


ACTIVITIES GUIDE

Add an Award

Award Maintenance **Award – Select the award that the student has received. Comment – You have the capability to enter a comment related to the selected

award.After you have entered the Award information, click Save.

Edit Award

The Edit allows you to make modifications to the Award Comment.


ACTIVITIES GUIDE

Delete AwardThe Delete allows you to remove the award from the selected student.

If you want to remove the award from the student, click OK.

View All Awards

The View All Awards option displays all awards received by the student.

Student Requirements Entry

Here you can update the checkboxes to indicate if the student has met a requirement or not.

Click on the Filter Activities Shown button to view and maintain requirements for other activities the student is enrolled in.

You can use Mass Clear Requirements and Mass Select Requirements buttons at the top to update the student’s requirements for all activities shown on the screen. The Clear All Requirements and Select All Requirements buttons will update the requirements for the activity they are displayed next to.

When complete, click the Back button.


ACTIVITIES GUIDE

Activity ReportsActivity Code ReportActivity Report by ActivityActivity Report by Student

Activity Reports can be found by going to Student Management > Office > Activities > Reports.

The following reports are available for Activities: Activity Code Report Activity Report by Activity Activity Report by Student


ACTIVITIES GUIDE

Activity Code ReportThe Activity Code Report lists all of the activities for the selected entity and displays the Activity Contacts. You can find this report by going to Student Management > Office > Activities > Reports.

Activity Code Report Ranges Entity – The Entity defaults to the selected entity. School Year – Select the School Year(s) of the activities. Code – Allows you to select a range of activity codes. Start/End Date – Select the dates of the activities that should print. Activity Staff – This allows you to limit the report based on the Activity Staff. If you

uncheck the “Select All,” it will allow you to pick individual staff members. Activity Type – This option allows you to select from All Available Types, Extra

Curricular, School Sponsored Community, Extra Curricular & School Sponsored or Other.

Extra-Curricular Type – Select the Extra Curricular Type Codes to be used for the report. You will not be able to uncheck the “All ECT Codes” if you have the Activity Types of All Available Types, School Sponsored, or Other selected. If you uncheck the “All ECT Codes,” you can select the individual ECT Codes.

School Sponsored Type – This option is only available if you have the Activity Type of School Sponsored Community or Extra Curricular & School Sponsored selected.

Use for Grading – This option will include only those activities with the “Use for Grading” option selected when the activity is created.


ACTIVITIES GUIDE

Page Break by Entity – You can generate this report from the district entity and this will allow you to page break the report by entity.


ACTIVITIES GUIDE

Activity Report by ActivityThe Activity Report by Activity could be generated to get a roster of students participating in an activity. You can find this report by going to Student Management > Office > Activities > Reports.

Print Options Print using Activity Ranges or Print using Activity Selection – If you select the

option to “Print using Activity Ranges,” the activities displaying will be based on the ranges selected. When you select the option to “Print Using Activity Selection,” you will need to print individual activities.

Print Student Key – This option will print the student’s name key on the report. Every person entered into Skyward has a Name Key. It consists of the first five letters of the last name, the first three letters of the first name and a tie-breaker number. (Example-Mary Smith would be Smithmar000).


ACTIVITIES GUIDE

Print Home Phone Number – Select this option to print the student’s home phone number on the report. If this option is selected, it will allow you to also select the option to Print Confidential Phone Number.

Print Awards Received in Activity – This allows you to print any awards the student has received for the activity.

Page Break by Sort Sequence – If this option is selected, it will page break based on the selected sort.

Sort Order – Use this to specify how the report will be sorted. You can sort the report by Activity Entity, Activity Year, and/or Activity Code.

Name Order – This selection determines how the student’s name will display on the report.

Activity RangesThe Activity Ranges allow you to determine the activities that will display on the report based on the selected ranges.

Student Range Selections

The Student Range Selections allow you to determine the students that will print on the report.


ACTIVITIES GUIDE

Activity Report by StudentThe Activity Report by Student, lists the students and the activities in which they are enrolled. You can find this report by going to Student Management > Office > Activities > Reports.

Print Options


ACTIVITIES GUIDE

Print using Student Ranges or Print using Student Selection – If you select the option to "Print using Student Ranges,” the students displaying will be based on the ranges selected. When you select the option to “Print Using Student Selection,” you will need to pick individual students.

Print Home Phone Number – This option allows you to print the student’s home phone number on the report. If this option is selected, it will allow you to select the option to Print Confidential Phone Number.

Print Awards Received Activity – Select this option to print any awards the student has received in the activities.

Page Break By Student – If this option is selected, each student will print on a separate page.

Student Activity RangesThe Student Activity Ranges allow you to determine the activities that will display on the report based on selected ranges.

Student Range SelectionsThe Student Range Selections allow you to determine the students that will print on the report.


ACTIVITIES GUIDE

Activity UtilitiesClone Activities from Entity to EntityClone Student ActivitiesMass Add Student Activities By StudentMass Change Student Activity DatesRe-Sync Student Activity Rosters Using Course Links

You can find the Activity Utilities by going to Student Management > Office > Activities > Setup > Utilities.


ACTIVITIES GUIDE

The following Activity Utilities are available: Clone Activities from Entity to Entity Clone Student Activities Mass Add Student Activities By Student Mass Change Student Activity Dates Re-Sync Activity Rosters using Course Links


ACTIVITIES GUIDE

Clone Activities from Entity to EntityThe Clone Activities from Entity to Entity utility allows you to clone activities from one entity to another entity. You could also use this utility to clone activities from year to year within an entity; this utility will not clone the students with the activities. You can find this utility by going to Student Management > Office > Activities > Setup > Utilities.

Clone Options Entity – Select the entity from which you want to clone activities. Year to Clone From – Select the year from which you want to clone. Year to Clone To – Select the year to which you want the activities to clone. Overwrite Existing Information - Should the activities that exist in the entity be

overwritten with the cloned activities?


ACTIVITIES GUIDE

Select Entities – Choose the Entities to which you want the activities cloned.

After selecting the entities, you will click OK.

Activity SeletionThe Activity Selection allows you to choose the activities that will be cloned.

After you have verified the Clone Option and the Activity Selection, you will click Run.

After the utility completes in the Print Queue, you will receive the above message. You can see the activities that were cloned by clicking on the View Report.


ACTIVITIES GUIDE

Clone Student ActivitiesThe Clone Student Activities utility clones the selected activities along with students from one school to another within the entity. You can find this utility by going to Student Management > Office > Activities > Setup > Utilities.

Select the From Year and To Year.

Student RangesThe Student Ranges determine the students that will clone with the activities. You can select to either run this utility By Range or By Individual. If you select the option of “By Individual,” you will need to select the individual for this process. If you select “By Range,” you may want to select to clone only the “Active” students.


ACTIVITIES GUIDE

Activity Ranges

You will click Activities to determine the Activities that will clone from one year to the next.

After the utility years and ranges have been verified, you will click Run.

You will then receive a preview screen to verify the activities and students that will clone. After checking the activities and students, you will click Process.


ACTIVITIES GUIDE

After clicking Process, you will receive the above message. Click OK to complete the process.

If you would like to see the activities and students that were cloned, click View Report.


ACTIVITIES GUIDE

Mass Add Student Activities by StudentAnother method to enter students into an activity is to run the Mass Add Student Activities by Student utility. You can find this utility by going to Student Management > Office > Activities > Setup > Utilities.

Student Selection OptionsYou can either run the “Mass Add Student Activities By Student” utility by Range or Individual. After selecting the students to be processed, you will then select the School Year to Process.

Activity SelectionThe Activities you see listed in the Activity Selection depend on the “School Year to Process” selection that was made.

After verifying the students and activities selected, you will click Run.


ACTIVITIES GUIDE

After the utility completes in the Print Queue, you will receive the above message. You can see the students added to the activities by selecting View Report.


ACTIVITIES GUIDE

Mass Change Student Activity DatesThe Mass Change Student Activity Dates allow you to mass update the start and end dates for all selected activities. This utility can be found by going to Student Management > Office > Activities > Setup > Utilities.

Date RangesEnter the Start and End Dates to which the selected activities will be changed within the Date Ranges. If student participation dates fall outside of the activity start and end dates entered in the Date Ranges, the activity will not be processed.

Activity SelectionSelect the Activities for which you want the dates changed.

After verifying the Date Ranges and Activities, you will click Run.


ACTIVITIES GUIDE

A list of Activities that will be changed is provided. You will verify the list of activities and dates. If the information is correct, you will click Process.

If you wish to continue and change the activity dates, you will click OK.

You can see a list of activities affected by running the Mass Change Student Activity Dates by clicking View Report.


ACTIVITIES GUIDE

Re-Sync Student Activity Rosters using Course LinksThe Re-Sync Activity Rosters using Course Links will update students enrolled in an activity that is linked to a course. This utility will only work if you have linked activities with courses in the Course Master. You can find this utility by going to Student Management > Office > Activities > Setup > Utilities.

Remove Student when Not Enrolled in Linked Course - This option would be used if you have students that have dropped the course.

If you would like to see the students added or removed from the activity, click View Report.


Documents

Activities - Skywardsupport.skyward.com/DeptDocs/Corporate...Delete an Activity You can delete an activity by going to Student Management > Office > Activities > Activities. Then highlight