Student Management Suite - Skyward > Lunch Menus. ... Expand the Sort Options area if sorting is desired and select the sort sequence. 7. ... Customer Stop Ala Carte Purchases 3

KEY FEATURES – JUNE 2016 RELEASE

Revised: 06/28/2016 Page 1 of 45 Version 05.16.06.00.02

Student Management Suite

Additional information about these and other changes is available via the Release Notes

area of Skyward's Support Center. To see only the Key Features, select “Yes” from the Key

Feature drop-down list on the Release Notes filter screen. Verify that the Release selected is

05.16.06.00.00 – June 2016 Release PMP0 Addendum0, and that the option to “Include

Future Release Notes” is checked.

A link to this information has also been added to the Software Update Notes section of the

Skyward Documentation (SkyDoc).

June Release and Addendum 01

Addendum 02

Addendum 09



June Release and Addendum 01

Mobile Family Access

2571165 – Add Mobile Lunch Menu Widget (MB\FA)

The Lunch Menu Widget is now available in Mobile. The current date along with two

upcoming days are shown.

1. In order to see the new lunch menu widget, daily lunch menus must be set up for

the entity. This can be accomplished by navigating to Student Management > Food

Service > Lunch Menus.



2. Next, navigate to Student Management > Family > Family Access > Setup >

Configuration > Entity Configuration, and select the Edit link for Food Service. Make

sure that the Do not show “Today’s Lunch Menu” section in Family Access/Student

Access is not checked.

3. Log in as a Family Access user.

4. To view the user widgets, expand the top right menu option and navigate to User >

User Preferences > Widgets; select the new Lunch Menu option and click Save.



5. Navigate back to your Home page.

6. The Widget will be displayed on your Home page.



New Student On-line Enrollment

3013997 - NSOE: Address validation upon student add (WA\OE)

A “Validate Address before adding student” configuration option has been added to Product

Setup, Contact Access, Student, Configuration, Address Validation. When enabled, this

option requires guardians to enter an address when creating a New Student Online

Enrollment account. Additionally, a new Auto Email option, “Enrollment Changes – NSOE

Application Submitted is Outside Path for Address/Grade” has been added that will notify

district recipients when a guardian submits an NSOE application with an address that falls

outside of the address path for that student’s grade.

Navigate to Student Management > Students > Online Enrollment > Setup > Configuration,

and select Enrollment Portal Configuration.

Note: Note: Your Address Range Defaults (Student Management > Advanced Features >

Address > Setup > Codes) must be set up so the address validation functions properly.

1. Address validation is available in NSOE guardian registration. The sub options include

the option to allow the guardian to continue if their address is not found within the

district and the entry of the message used to inform the guardian of that situation.

Another selection indicates whether the “School to Enroll into” should be determined

automatically with address and grade, rather than by manual input by the guardian.



2. Open the Portal Account Request page and start entering the required information.

The address will now appear on the registration screen. The Street Name is an EEL

that displays valid values, but also allows new street names to be entered.



3. Once the Account Request information has been entered, select the “Click here to

submit Online Enrollment Account Request” button. Click OK to the message.



4. The following message displays, indicating that the entered address is not valid for

this school district. If the configuration option to continue with an out-of district

address had not been checked, only an OK button would appear.



5. When an address within the district is entered, the request will process as expected.

When the user proceeds to enter the student information, because the option to

automatically set the School to Enroll into field is on, that field is disabled in the

portal. It will default to the entity selected in the configuration.



6. Navigate to Student Management > Advanced Features > Automated Emails. An

email can be sent for submitted applications that are outside the student’s path for

address/grade.



7. Navigate to Product Setup > System Administration > Email History. When an

application is submitted for an address that is out of district, the following auto-email

is triggered.

8. Naviagate to Student Management > Students > Online Enrollment, and select

Enrollment Application Processing. The browse indicates that the entity is outside the

path of the address/grade by adding an asterisk.



Print Application Letters

2719104 – Email Food Service Letters (WS\FS\PM\LE\AL)

Food Service Application Letters now include the option to be emailed to recipients with an

email address in the system.

1. A report will print listing emails that were sent.

2. An exception report will also print with any letters not sent due to the absence of an

email address or because the recipient opted out of receiving the emails.

3. Copies to print and mail will be generated for those listed on the exception report.

Navigate to Student Management > Food Service > Payor/Customer Maintenance >

Application Letters, and select Print Application Letters.

1. Select Add to create a new Application Letter and enter a template description.

2. Expand the Letter Selection.

a. Select a Letter Type.

b. Select whether the letter should be by Guardian or Payor.

c. Click the Selected Merge Letter(s) link to select a custom Food Service letter.

If desired, a Default Merge Letter may also be selected.

3. Expand the Application Ranges and use these ranges to assist in limiting the

applications that will be printed.

4. Expand the Letter Setup area and enter the fields as needed.

5. Expand the Email Options area.

a. Send Application Letters via Email – Checking this option allows Food Service

Application Letters to be emailed to Payors. For additional details about how

this option functions, please click the Help (?) icon.

b. Enter an email subject, as well as information for the email body.

6. Expand the Sort Options area if sorting is desired and select the sort sequence.

7. Select Save and Print. The following message appears: The option to Send

Application Letters via Email has been selected on this template. Do you wish to

continue? If Yes is selected, a report is generated that shows the recipients that were

emailed successfully. Note: If you wish to view the status of the emails, navigate to

Product Setup > System Administration > Email History.



8. If the District has enabled the option that allows users to unsubscribe from emails,

then when the Print Application Letters are generated, two records will appear in the

browse. One is the email summary. The second one contains the application letters

for those who could not receive an email, which can then be mailed to the payor.

Example of the Summary



Point of Sale

2168155 – Add Override Stop Purchase Options (WS\FS\PU\PO)

New Override Stop Purchase options are available on the Entity Default Maintenance screen

when the grade level is left blank to enable individual sites to set override rules for a

specific entity. This override allows for cash payments to be made for items if a student has

a stop purchase on the account. The override can be set for the following:

1. Customer Stop All Purchases

2. Customer Stop Ala Carte Purchases

3. Low Balance Stop

4. Daily A la Carte Limit

Navigate to Student Management > Food Service > Setup > Configuration, and select Entity

Defaults Setup.

1. Select the Edit button to modify a record.

2. The Override Stop Purchase options enable you to set rules and are available only

when the site has set the Grade default to “blank,” so that a Cafeteria has one set of

rules, rather than multiple student grade rules. Select the overrides for the entity

and click Save & Close.



3. Navigate to Food Service > Payor/Customer Maintenance > Customers, and edit a

customer in the browse. Below is an example of a customer who has a “Permanently

Stop” record on their A la Carte Purchases.

4. Navigate to Food Service > Purchases > Point of Sale, and select Configure. Check

the Accept Payments box and click OK.



5. On the Point of Sale screen, locate your customer. In this demonstration an A la

Carte item will be selected. Note the capability to Override, which allows the user to

continue with the purchase.

6. Selecting the “Override: Customer Has Cash” button continues the purchase

transaction.



Food Service Reports

2796962 – Ability to Run Food Service Reports for Current Date (WS\FS\RE)

The following reports now have an option on the template to print for Today's Date:

1. Lunch Code Totals By Day

2. Amount Tendered

3. Check Deposits

4. Payment Totals

5. Item Purchases by Customer/Date

6. Items Purchased in EA+

Note: Only one of the above reports will be demonstrated in this document.

Navigate to Student Management > Food Service > Payments > Reports, and select Check

Deposit Report.

1. Select the Add button to create a new template and enter a template description.

2. Set up the Report Ranges and note the capability to Print Payments for Today’s Date.

If selected, the Date of Payment ranges will be hidden.



3. Select Save and Print. Below is a sample of the report.



Medications

2994650 – Add the ability to track and report on Medication Inventory

(WS\OF\HR\ME)

A Medication Inventory enhancement has been added to the Medication tab. This includes

an option to Save and Add Medication Inventory when adding a new Medication for a

student, an option to choose to Track Medication Inventory Medication, and an option to

display historical Medication Inventory records. These options will be available within the

Health Entry by Student browse, the Medication by Student browse, and Medication

maintenance screens. In addition, the All Health report and Medication reports have been

modified to report the Medication Inventory information. Change Logs have also been

added.

Navigate to Student Management > Office > Health Records > Student Profile, and select

the Medication link.

1. Click Add to create a new medication record and enter the Medication information.

2. Instructions for administering the medication may be entered under the Medication

Administration Instructions area.

3. If this medication will be tracked, then check the Track Medication Inventory

checkbox and expand the section.

a. Quantity – Enter the number of doses received or removed. A negative

number can be used to signify a destroyed or returned medication.

b. Date – Enter the date the medication was received.

c. Rx Number – Enter the prescription number.

d. Expiration Date – Enter the medication expiration date.

e. Note - Enter a note or reason for the medication inventory record.

4. If this will be a scheduled medication, then expand the Schedule section and click

Add Medication Schedule to enter the information needed.

5. If needed, referral information may be entered. Expand the Referral Information

section to enter this information.

6. A student health note may also be entered under the Secured Note section.

7. Click Save.



8. Once the record is saved, note the Inventory button to the right side of the screen.

Select this button. From here you may Add, Edit, Clone, or Void the record, as well

as view a Log.

9. On the Student Profile Medication browse, note the capability to Edit a highlighted

record. On the Medication edit screen, note the Inventory button to the right-side of

the screen, which is used to maintain the record. Scroll down to access the Track

Medication Inventory area where you may add a record for the current medication.

10. Medication Inventory information may be included on two reports; the Medication

and All Health reports. Navigate to Student Management > Office > Health Records

> Medications > Reports, and select the Medication report.

11. Select Add to create a new template and enter a template description.

12. As needed, select the Report Type, as well as the Additional and Medication Ranges.

13. Under the Report Printing Options, note the capability to Include Medication

Inventory.



14. If needed, Referral Ranges may also be entered.

15. Select Save and Print. Below is a sample of the Medication report with the Inventory

information.



Medication Utilities

2635455 – Need Mass Add Option for Medication Records (WS\OF\HR\ME\PS\UT)

A utility has been created to mass add medication records. In addition, a Processing List

may be utilized to mass create these records. Also, a new security setting has been added

for this Mass Add Medication utility.

Navigate to Student Management > Health Records > Medications > Setup > Utilities, or

Product Setup > Student Management > Health Records > Medications > Utilities, and

select Mass Add Medications.

1. Click Add to create a new template and enter a template description.

2. Student Ranges - This process can be completed by Range or by Individual. You

can also set a Date of Birth range and a Page Break.

3. Medication – As needed, set up the Medication ranges.

a. School Year

b. Reviewed – Check this box if the medication has been reviewed.

c. Start Date and End Date – Enter the date the medication will begin and

the date it will end.

d. Distribute – Select the method of distribution.

e. Duration – Enter the duration of the medication in days.

f. End Status – Switching to Stopped will cause the End Date to be set to

today’s date.

g. Office Number – Enter the medication office identification number.

h. Doctor Form Received – Check if a doctor form has been received.

i. Parent Release Form Received – Check if a parent release form has been

received.

j. Medication – Select the medication.

k. Route – Select a route code.

l. Dosage Unit – Select a dosage unit code.

m. Max Units Per Dose – Enter the maximum number of units that can be

administered per dose.

n. Max Doses Per Day - Enter the maximum number of units that can be

administered per day.

o. Location – Select a location.

p. Prescribed By – Enter the name of the health professional who prescribed

this medication.

q. Comment – Enter an applicable comment.

r. Note – Enter any notes pertaining to this record.

4. Medication Administration Instructions – Enter any instructions for administering

this medication.

5. Click Save and Process.

6. Click the Preview Data to Process button to review the students who will have

this medication record created. Note the capability to remove students from the

process by clicking the Remove from the Update button.

7. Once you are satisfied with the list, click Back and then Run the Update to

process the records.

8. Once the process has completed, you will be provided with a report of those

students who had the medication record created.



504 Configuration

2840268 – Section 504 Email Notifications (WS\SS\SC\PS\CF)

Nightly Automated Emails are now available for Section 504. The user can set up a nightly

process to email specified contacts for the following date triggers:

IAP Begin Date

IAP End Date

IAP End Date Past Due

IAP Review Date

IAP Review Date Past Due

Navigate to Student Management > Student Services > Section 504 > Setup >

Configuration, or Product Setup > Student Services > Section 504 > Configuration, and

select Nightly Auto Email Configuration.

1. The automated email Scheduled Task setup information displays at the top, under

Process History, and the last five reports can be viewed from here.

2. The existing Automated Emails – Event Trigger Rules display in the browse below.

3. Select Add to create a new Event Trigger Rule.

4. Trigger Information – Select a Target Date.

a. Automated Event Status – Active or Inactive

b. Entities – When in 000, you will be able select individual entities.

5. Notification Frequency – Select a Notification Frequency. When the Target Date is set

to a “past due” option, the Notification Frequency will be “Send Past Due notification”

with the choice of None, Daily, Weekly, or Monthly.

6. Select the Recipients.

a. Click the Student Contacts. These individuals are specific to the student and

will each be sent one email per student.

b. Click General Staff. These individuals are not specific to the student and will

be sent one email with all students that match the trigger condition.

7. Next, modify the message as needed. For additional information about this section,

click the Help (?) icon. If needed, predefined fields may be inserted into the

message.

8. Click Save.

9. The new Automated E-mail - Event Trigger Rule now displays in the list.

10. When at least one record has been created, you will have access to Edit the

Scheduled Task.



11. Note the availability to Preview the Email and the Email Config button to the right of

the screen. The Email Config button allows you to choose not to send emails to

inactive staff and inactive secured users.



Custom Forms

2861438 - Add Custom Forms to Section 504 (WS\SS\SC\PS\CF\CS)

Section 504 now includes the capability to add Custom Forms similar to the Student Profile

and Special Education areas.

1. Custom Forms Security and Custom Forms Setup is available in the Section 504

Configuration.

2. The Section 504 Entry by Student browse has a new expansion screen for Custom

Forms, which is enabled by the WS\SS\SC\SI\CF security.

3. Custom security can be set for individual screens using the Secure Screen checkbox

on the Custom screen to assign security groups and the Custom Forms and Screens

button on PS\CA\SE\SG\WS to assign the access levels.

The following link is to the Custom Forms Guide.

Custom Forms Guide

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/HelpContent/Guides/2052743_Custom_Forms.pdf



504 Reports

2861442 – Add Print Forms Report (WS\SS\SC\RE)

The Section 504 Print Forms report was added to provide a printout of 504 forms similar to

the Special Education Print Forms report.

Navigate to Student Management > Student Services > Section 504 > Reports, and select

Print Forms.

1. Click Add to create a new template and enter a template description.

2. Student Ranges - This process can be completed by Range or by Individual.

Note: A maximum of 50 forms will print and then a new print job will be created.

3. Print Form Ranges – Use these ranges to limit which forms will be printed for the

students within the range.

a. Case Manager – Uncheck the box to select specific Case Managers.

b. Section 504 Status

c. Printing Options – Sort

4. Select the forms you wish to have printed for the students within the range.

5. Click Save and Print.



Students

2766164 – Add Address validation upon student add (WS\ST)

An Address Validation option has been added to the Student Add Process, which, when

selected, will validate a student’s address against Address Paths at the beginning of the add

process to ensure the student is added to the correct entity. This option is located in Product

Setup, Contact Access, Student, Configuration, Address Validation and is called “Validate

Address before adding student.”

Navigate to Product Setup > Skyward Contact Access > Student Management, and select

Configuration.

Note: Note: Your Address Range Defaults (Student Management > Advanced Features >

Address > Setup > Codes) must be set up so the address validation functions properly.

1. Under Address Validation, select the “Validate Address before adding student” option

and click Save.

2. Navigate to Student Management > Students > Student Profile, and select Add to

enter a new student into the system.

3. A new Address Verification screen appears. Enter at least a street number, name,

and zip code and click Verify.



4. A list of entities in the path for the address will display and will be limited further by

the graduation year, if entered.

5. Select the Outside Path radio button. If going outside the path, an override reason

will be required. You can then choose any of the entities outside of the path to which

you have security.



6. For this demonstration, the Inside Path radio button and Entity 450 will be selected.

7. Continue working through the screens to add the new student. Enter their

demographic information.

8. When on the Enrollment Information screen, if “Inside Path” was previously selected,

the school will default to the school in the path that is tied to the entity.



9. If the school is changed to one not listed for the address path when the option was

previously selected to stay inside the path, then the following message will appear

when you select Finish or Save and Add Family. Modify the school to be within the

Address Path.

10. If Save and Add Family is selected, the address for the first family added will default

to the address entered at the beginning of this process. If the student add is finished

without a family being assigned, the student will be added as their own guardian and

the previously entered address will be used to populate that field.



Addendum 02

Fee Management Year End

2818877 – Create Arrear with detail description based on fee (WS\AD\FM\YE)

Multiple updates have been made to the Fee Management area.

New Year End Processing Options: All users now have the capability to run Fee Management

Year End in the following ways without making changes to the Accounting Setup in the

Configuration.

1. Accrual: A single Arrears record can be created for all outstanding fees from the

previous school year. Note: This option is not available for SBAA users.

2. Cash Basis - Outstanding Balances with Fee Detail: Fees with a remaining balance

due will be moved to the next school year, in addition to all linked payments and

additional associated fees.

3. Cash Basis - Outstanding Fees only: Fees with outstanding balances will be cloned to

the next school year with a Fee Amount of only the remaining amount due from the

previous school year.

Cross-Entity Payment Entry: Users who are configured as Bill By Entity now have a new

configuration option to “Show and Allow Payment of Outstanding Fees in Any Entity.”

Checking this option will change Fee Management in the following ways:

1. The Transfer Balance to Default Entity setup and utility will become unavailable,

regardless of assigned security.

2. The Customer Browse will include a new Browse Detail Expansion called Outstanding

Cross-Entity Fee Activity that only shows fees that the current customer is assigned

in a different entity with a balance due.

3. Users with security to Add Cross-Entity Payments can create a Cross-Entity receipt

that can pay off fees for the current customer in any entity where they have fees.

This receipt will split the payment automatically and create a payment/receipt in

each entity where fees were paid in a single transaction.

4. The Receipt Totals and Fees Paid Report can be run with new reporting options to

Include, Exclude, or Only Print payments that were made within a different entity.

5. Family Access Users can also see and pay for fees that are assigned to their students

in any entity.

Below is a link to the Fee Management Year End document that covers the new Year End

Processing Options as described above; items 1, 2, and 3.

Fee Management Year End

http://support.skyward.com/DeptDocs/Corporate/Documentation/Public%20Website/Tutorials/Software/3029051_Fee_Year_End_Documentation.pdf



Cross-Entity Payment Entry

Configuration

Navigate to Student Management > Office > Administration > Setup, and select Fee

Management Configuration.

Notice the new “Show and Allow Payment of Outstanding Fees in Any Entity” option

available to Districts that are configured as “Bill By Entity.” For additional information, click

the ? Help icon.



Fee Management Utilities

Navigate to Student Management > Administration > Fee Management > Setup > Utilities.

With the Configuration option to “Show and Allow Payment of Outstanding Fees in Any

Entity” selected, the Transfer Balance to Default Entity option is no longer available.



Add Cross-Entity Receipt

Navigate to Student Management > Administration > Fee Management, and select

Customers.

1. Locate your customer and expand their record. The Customer browse includes a

browse detail expansion labeled Outstanding Cross-Entity Fee Activity that only

shows fees that the current customer is assigned in a different entity with a balance

due. In the example below, Michael has a Math 9 fee for $5.00 and an “Outstanding”

$50.00 fee from Entity 200 for Science 8th Grade.

2. Select the Add Cross-Entity Receipt link under the Fee Activity area or the

Outstanding Cross-Entity Fee Activity area.



3. On the Add Receipt screen, fees from the current entity, as well as any fees from the

“cross-entity,” will display. Note: A cross-entity fee paid in full will no longer display

once the add receipt process has been completed; therefore, it is recommended to

enable the Fee Management configuration option Print Receipt on Save. By doing so,

receipts will always go to the Print Queue, which allows you to print it if needed. As

an additional reminder, if the Print HTML Receipt option in the Fee Management

Configuration is enabled, the customer receipt will not display in the Print Queue.



4. Under Charges, scroll to the right to view the entity from where the fee originates.

5. Select a Bill Code. For this demonstration, “check” will be selected. Enter the

Payment Date, Check Number, Amount Tendered and then select your tab key or

enter key on your keyboard. Review where money was applied. The Apply column

can be modified as needed. In this example, money was applied to the $50.00

charge created in the 200 entity and $5.00 charge from the current entity (300).

Select Create.



6. A receipt will be displayed on the screen and can be printed, if desired.

7. After either printing the receipt or selecting the back button, note that a check

payment record now displays under the Fee Activity area for the entity 300 charge

and the customer’s “Outstanding Cross-Entity Fee Activity record for the 200 entity

no longer displays.



8. Switching to the 200 entity, note that the $50.00 charge has been paid in full.

Fee Management Reporting

Navigate to Student Management > Administration > Fee Management > Reports, and

select the Receipt Totals.

1. Select Add to create a new template and enter a template description.

2. Set up the Receipt Totals Report Ranges as needed.

3. Cross-Entity Payment Filtering – Select Include, Exclude, or Only Print payments that

were made in other entities. The option also exists to Print the entity where the

payment originated.



4. Select the Payment Types.

5. Click Save and Print.



6. Below is the sample of the report. Notice the notation “Paid in Entity 300 High School

towards fees in Entity 200 Middle School.”

Family Access

Open up the Family Access application, and select the Fee Management tab. Note that the

guardian can see all fees that are assigned to their student in any entity.

1. Select the Make a Payment link.



2. The fee from the Middle School (200) entity appears in the list and can be selected

for payment. If a payment is made towards this fee, as well as the fee in the High

School (400) entity, two payments will be created in the system; one to pay off the

charge in entity 200 and one to pay off the charge in 400.



Addendum 09

Attendance Configuration

2870210 – Add Option to Restrict Changes to Prior Year Attendance (WS\OF\AT\PS\CF\DA)

A new option has been added for the district to restrict changes to attendance records from prior years.

Navigate to Student Management > Office > Attendance > Setup > Configuration, and select District

Attendance Configuration.

1. A new option “Restrict changes to Attendance records from prior years” is available. This configuration also includes the option to add “Users Excluded from restriction.” Enable the option and click the “Users Excluded from restriction” button.

2. Locate and add any users to the Selected Names area who should maintain their ability to make changes to prior year attendance records.



3. Navigate to Student Management > Students > Student Profile, and select the Attendance tab. The Attendance browse has been updated and the Edit and Delete buttons are available for current year attendance. If a prior year record is selected, then the Delete button becomes disabled and the Edit becomes a View button.



4. On the maintenance screen if the user enters a date that falls in a prior year, a warning message in red will appears at the bottom of the screen and the two Save buttons become disable.



5. Browse detail sections have also been updated for prior years to only have a View link instead of the Edit, and Delete link.

Documents

Student Management Suite - Skyward > Lunch Menus. ... Expand the Sort Options area if sorting is desired and select the sort sequence. 7. ... Customer Stop Ala Carte Purchases 3