User Manual - Graduation Advisor!
Contents
1. A West West West West West East East East Stage Cy Presentation Station Marching Partners and One Presentation Station The next layout above is also with marching partners but only uses one presentation station In this example there is not an aisle but you could certainly add one in Students march in side by side but to get their diploma they will all do the same route They will walk down the length of their row and out to the stage receive their diploma then cross the entire stage exiting the other side and return to their seats This layout works well both on stage and on the floor though if on the stage it is usually easier without an aisle Row D7 D O Presentation Station Single File and One Presentation Station O 2004 2010 Watermark Farm Software All Rights Reserved 14 The format above is most often used by schools using the single file marching format It is very basic and easy to understand though tends to work best with small classes It also works best on the stage Note that unlike the marching partner formats this format numbers the seats all the way across the row in this example from seat number 1 through 12 The only downside to single file format is that you might have to have the graduates follow a fairly convoluted route to march in and get to their seats which is why symmetrically and aesthetically it looks better to use marching partners Stage O Presentation Station Single File a2. Graduation Advisor User Manual Windows Version Watermark Farm Software 27660 Woodpecker Hill Rd Poulsbo WA 98370 9104 Info graduationadvisor com 2004 2010 Watermark Farm Software All Rights Reserved Contents A 625s 22 8 estes e hes E T EA T T E he eva etna T Se x 5 Getting Mardi iene eee ove dees en hd nee indie eee EATE Ea ta see is eerie everest 5 Welcome to Graduation AAVISOr s Micros aras ar tias 5 System RequireMents scsse caetvetetiess td th Aaa nd aera a ene te alae 5 laelae TE E A besa chacdevasaagcndabasnesudestan ade avanades abaage T tans denesauicdscracsecapusklectesiasdaveastectiyeentaest 5 A acd nates casi nia de set sastchiacn pases rodacsnincadda ses s cassaacnasscadecs devsepans tus aleacebenttcades savucnenceta cals tanteninsadatenladeeedvarsete lta ebests site cesusaas 5 setup for your Schoolavi cec cnchdeest a eden anaes 5 IMPONGA api na S 6 IMportintormation to INCIUGS user a adria lps a ci n 6 A OS 6 AA O a 9 Using Graduation Advisors iuris ibi io tl tele cele ice AA tie ada ether 9 SETUP Wind Written te aetna 9 Tabbing Foc ti 9 TUS A A tacita 9 Chapter y Ne aid a tartan Dee ee aes oats eect he 10 Graduates Information a asia 10 The Graduates Tabv c c ocacedelie ines anes eee a eee s 10 Ticketing Sub TaD iia ca aa al Seed erent eevee oes 11 A O NT 12 SEALING O O 12 A A 12 Seating Setup Sub Taiana iaa taa 12 Seating ASSUMPLONS sigatseda reaa anaa dt A it 12 Seating Consideras cota earn 13
3. 7 NOTE It may also be helpful to import the practice graduating class to see how the various reports seating assignments and other features work before trying it with your actual data You can also play with your own data too Feel free to play with it a bit Entering Information Other than importing files which is strongly suggested especially for larger classes you may also manually enter the information you wish to track for each graduate You can do so by clicking in the field that you wish to enter and typing in the information Click the tab key to go to the next field When finished you may click to the next graduate or if there is not a record yet for the next graduate then click New and then start entering information for that new student Saving and Backing Up Graduation Advisor automatically saves the information whenever you close it It is a very good idea to regularly back up your data daily We strongly suggest that you make multiple copies of Graduation Advisor as backup copies and only delete those backup copies that are clearly out of date It is also suggested that you regularly store copies on removable storage devices such as CD RW s preferably not floppy disks as they are notoriously fragile and fail too often 2004 2010 Watermark Farm Software All Rights Reserved 8 Chapter 2 Using Graduation Advisor Setup Window Before you do too much work with your data it is wise to make some basic decisions a
4. Seating Charts FormatS et nesnenin e e ic 13 Variations OM Seating Cha isre A E a ATE o eise 15 Manually Entering Seating ASSIQNMeNIS ceccceeseeeeseeeeseeeeseeceseeceaeeeeaeeeeaeeseaeeseaeesaeeseaeeseaeeseaeesaeessaaeseaeeseaeeseaeeseaeeseaeeseaeeeeaeeteas 15 Ghapten5 TEE ETATO EETA AE cits lasheeen exits AAT 16 Reports So Planning eseria A ea e a A a cia 16 oO Suicida ie 16 Planningen dt tdt ld dao li 17 Gontacts SUD TD ci aa ths saddaats duadid raag dese Aulees Ragas tudes pv sees bagind dec sadsesey duanteaed aatsjadedesseechiarenieben tuacdlepestdtdvees dy 17 FIStORY SUB Tab E AAE A TT ae Specht aves evuwecaghscaaiagcgdeeystajtetensacge A asuetaas T 17 Chapel Git oe tasca dad bald 18 Backing up amp Recovering Damaged FileSend a e a ae o a o e aaa 18 Backing Up PAPS PEE EE E A T AETA E TA A 18 Recovering Damaged Files oo itt a a ie en AE a soe i ai 18 WAG OX E O NN 19 IS A E 20 O 2004 2010 Watermark Farm Software All Rights Reserved 3 Chapter 1 Getting Started Welcome to Graduation Advisor Graduation Advisor is a database that will help you run organize streamline and plan for a graduation ceremony lt can handle virtually any number of graduates and will work for public and private high schools colleges universities church groups and any other group that needs to run a commencement style event NOTE Graduation Advisor is an annual subscription This version will expire on March 1 of the next year and is go
5. You will also need to decide if you will use one or two presentation stations Some schools prefer to use two stations and have the students approach the stage from two separate lines on both sides of the stage Other schools prefer one line See the Seating Chart information in Chapter 4 for more information and sample seating charts 5 Some of the features you may not wish to use For example some schools have a strict limit on the number of tickets each graduate gets In that case you may wish to use the Ticketing feature in Graduation Advisor Click the Sub Tab under the Graduates Tab to enter individual ticket information Other schools that graduate in large stadiums or auditoriums may not need to issue tickets and obviously would not need to use that feature 6 You may return to the Setup tabs anytime and make changes Remember though that before you assign seats you will need to be very clear on the number of seats across each row and your marching format Tabbing Format Graduation Advisor is setup using the Tab format This does not refer to the tab key but rather the file folder style tabs in most windows They are usually colored differently than the active window which is darker You can quickly and easily get to the window you need using the colored tabs and the various sub tabs under each main tab Just click the tab or sub tab once and you should be taken to the appropriate window NOTE The window you are taken to may depend on th
6. bar to the left is the main navigation area named the amp GraduationAdvisor Working Copy of GraduationAdyisorRuntimel Status Area The small el File Edit View Insert Format Records Scripts Window Main Tabs Click icon that looks like a book a Sy Bes s abel tabs and takes you back and forth sub tabs to go E where you want between each graduate referred to as Records if you have 362 graduates entered then you have 362 records The small slider bar underneath the record book can quickly take you to the very last graduate or anywhere in between Finally you can enter the correct record number in the white box underneath the slider bar and go straight to the record you d like NOTE Record number is not the same as the Student Number Browse al AOS ADVISOR 1 0 0 ela af Layout Juanita Beach High School G O Graduate ll Graduation 2005 66 days until Graduation 2005 Setup Help Graduates Seating Reports Find ShowAll New Delete Tickets Josten s Sort by Last Nama eee 1G OGGO008GC0 000000000000 Ne nn Record 1 Brian Francis Ackers Has a marching partner Wo F iddle Name find Last Name find Student Number find Seo Status rancis Ackers 3256 Total Area You State Zi Official Diploma Name 362 can easily na wa poo Oves Ono Unsorted navigate i Gender Phone A Parent Name Override between mM 425 555 1020 O Yes students using these
7. files in these formats Microsoft Excel DBF DIF tab separated text comma separated values BASIC FileMaker Pro 7 Merge SYLK WK1 WKS Lotus 1 2 3 HTML Table and XML If you re exchanging data with another program check the documentation that came with that program to determine a common intermediary file format that both Graduation Advisor and the other program support Once you have the file that you d like to import then follow the next steps To Import 1 Make a backup copy of Graduation Advisor especially if you already have data that you want to keep and that might accidentally be overwritten 2 Open Graduation Advisor and click the Setup button then click the sub tab Importing 3 Read the instructions there too When ready click the appropriate import button depending on how your import information is setup You need to know how your electronic information is formatted especially the information for the graduate s names You have two options for importing names depending on the format A Ideally your name information is already separated i e First Middle and Last names all separated by a tab or comma or B Your name as one full name i e First Middle Last Click the appropriate button and you will directed to the correct Import window O 2004 2010 Watermark Farm Software All Rights Reserved 6 Import Field Mapping A Click on the small up an
8. numbers and selecting the graduates To get to the marching partner seating window you must first select marching partners in the Seating Setup window When you are finished entering the specific seating assignments you may then click on the various options colored buttons to the right and have Graduation Advisor fill in the remaining seats In the case of marching partners Graduation Advisor will also match up the remaining graduates and can then assign them seats as well 2004 2010 Watermark Farm Software All Rights Reserved 15 Chapter 5 Reports amp Planning Reports Tab There are several useful reports to be found on the Reports tab Most are self explanatory and most also have a few variations on them For example the readers list will only take you to the report that corresponds to the marching format you ve selected The marching partner s lists will only work if you have selected to use marching partners cramaes Seating T Reports Pianning PE 1 Official Name reports 2 These list those people who have the official diploma name box checked or unchecked depending on People without Official Name Phone Listing Room lists to post which report you ve selected This is useful if you need to know who has or has not Students Seat Assignments Seat Labels Readers Lists checked in and registered their preference for diploma name Grads without Seat Assignments Males amp Females Disabled
9. qraduationadvisor com for the seating chart Seating Setup Sub Tab This tab takes you to all the various seating options Please think carefully about how you would like to arrange your ceremony and which format you would like to march in Seating assumptions Graduation Advisor makes some assumptions about your seating arrangements It also requires you to conform to a standard seating format of rows and seats The following are some assumptions and requirements 1 Graduation Advisor requires that you sit in Rows and Seats That usually implies sitting in straight lines but how you actually organize your rows is up to you It could be in a circular pattern of some sort 2 The rows are labeled alphabetically with Row A in front Row B is the second row etc Graduation Advisor will automatically adjust for the correct number of rows depending on how many graduates you have 3 Graduation Advisor assumes that each row has the same number of seats across except for the last one which may be smaller due to only the last graduates sitting in them Otherwise if some of your rows are different sizes then enter the number for the largest widest row and enter some ghost graduates to fill those seats This could cause some trouble if you have Graduation Advisor automatically order your students alphabetically though 4 Each graduate sits in a seat that is also numbered 5 If you elect to march in a single file lin
10. Confidential Information to third parties except that You may disclose Confidential Information to your employees or consultants on a need to know basis and subject to the terms of this letter agreement Your obligations as set forth above shall not apply to any information whether or not such information is Confidential Information if such information i was publicly available or in the public domain at the time it was communicated to You by Company ii is or becomes publicly available subsequent to the time it was communicated to You by Company iii is in Your possession free of any obligation of confidence to Company at the time it was communicated to You or iv is required to be disclosed pursuant to law or in response to an order of a court of competent jurisdiction or government authority 7 General This letter agreement will be construed and controlled by the laws of the State of Washington and You consent to exclusive jurisdiction and venue in the courts of Kitsap County Washington In any action or suit to enforce any right or remedy under this Agreement or to interpret any provision of this Agreement the substantially prevailing party shall be entitled to recover its costs including reasonable attorneys fees Neither party may assign any of its rights or responsibilities under this letter without the other party s prior written consent such consent not to be unreasonably withheld or delayed This letter constitutes the entire a
11. Parking Signs People with Official Name Extra Ticket Request List Planning Tasks Report Diploma Names for diploma order Name Cards List to help with seating chart Grads with and without a partner Address Labels Sortable Table View of Graduates 2 Diploma Names for Diploma Order Prints a report that is formatted to be read by the electronic readers at most diploma outfits i e Jostens You could also export names in electronic format to email to the companies 3 Students and Seat Assignmenis Lists the students alphabetically along with their seat assignment This is useful if for example you would like to have the students find their seats prior to practice You can post these reports at the door of your facility and have them report directly to their seat for practice There are other uses for this list as well 4 Grads with and without partners Only works if you are using the marching partner formats These reports list students alphabetically along with whether or not they have a partner assigned yet Many schools allow people to sign up with their partner and these lists can assist with that 5 Grads without seat assignments Prints those people who do not have seats assigned to them yet 6 Extra Ticket Requests Includes disabled parking requests as well as handicapped seating and wheelchair seating 7 Phone Listing A phone list of all graduates 8 Name Cards Some schools use name cards and do not worry too much abo
12. R USE OF THE SOFTWARE INCLUDING WITHOUT LIMITATION ORDINARY INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES OF ANY KIND FURTHER INCLUDING BUT NOT LIMITED TO DAMAGES RELATING TO LOST DATA LOSS OF PRIVACY OR LOST PROFITS OR BUSINESS INTERRUPTION FOR ANY REASON EVEN IF COMPANY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES NOTWITHSTANDING ANY DAMAGES THAT YOU MIGHT INCUR FOR ANY REASON WHATSOEVER INCLUDING WITHOUT LIMITATION ALL DAMAGES REFERENCED ABOVE AND ALL DIRECT OR GENERAL DAMAGES IN ANY EVENT THE ENTIRE LIABILITY OF COMPANY UNDER ANY PROVISION OF THIS AGREEMENT AND YOUR EXCLUSIVE REMEDY FOR ALL OF THE FOREGOING SHALL BE LIMITED TO THE FEES ACTUALLY PAID BY YOU PURSUANT TO THIS LETTER AGREEMENT OR FIVE DOLLARS 5 00USD THE FOREGOING LIMITATIONS EXCLUSIONS AND DISCLAIMERS SHALL APPLY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW EVEN IF ANY REMEDY FAILS ITS ESSENTIAL PURPOSE 6 Ownership Confidentiality All title and intellectual property rights in and to the Software are owned by Company Confidential Information means nonpublic information that Company designates as being confidential or which under the circumstances surrounding disclosure ought to be treated as confidential Confidential Information includes all information related to the Software You agree that for a period of five 5 years from the date of this letter agreement You will hold the Confidential Information in strict confidence and will not disclose any
13. ation Advisor is finished importing it will display a status box saying how many records it imported and how many it had to skip If your information was correct to begin with then you should have no errors If you did then you may need to go back to your original file and make some changes Review the information in the Graduates window Make sure that the appropriate names are in the correct boxes For example make sure that the first names are in the First Name box etc FileMaker Pro Check the student numbers too Import Records Summary 6 Graduation Advisor requires a student number and in the case that your information does not come with one Graduation Advisor can create a student number for each student Make sure that after you import that you see the General Setup window and have Graduation Advisor enter one for you by clicking in the student number generator Total records added updated 362 Total records skipped due to errors O Total fields skipped due to errors O 7 If you would like to try a practice run first Graduation Advisor comes with a sample graduating class of 362 students and most of their information Note these are all fictional students and fictional personal information Go through the process to see how it works When satisfied be sure to delete all records by pulling down Records and selecting Delete all records O 2004 2010 Watermark Farm Software All Rights Reserved
14. bout your ceremony lt is also useful to enter basic information about your school Some of this information will be printed in reports 1 Click the Setup button You will be taken to the General Setup window 2 Underneath the four colored tabs you will see several sub tabs which control the setup of various topics 3 Click through the sub tabs and enter any information that you already know Information can always be changed later but the earlier you make basic decisions the better NOTE This is especially true if you use Graduation Advisor to assign seats to your graduates Before assigning seats you must know how many seats across each row will be Should you enter the wrong number and enter all the seat assignments then decide to change the number you might have to delete all your seating assignments and re enter them This is not a big deal if you use Graduation Advisor to assign the seats for you but many schools like to manually enter some of the special seats These manually entered seats may also need to be deleted if you re number the rows depending on whether they are already within the new row number across 4 Of special importance especially if you will be using Graduation Advisor to assign seats or will use it to print off readers lists will be what you enter on the Seating Setup sub tab You will shortly need to decide if you will march in with Marching Partners or in a Single File line Most schools use Marching Partners
15. cense Agreement 18 Entering Information 7 Extra Ticket Requests 14 F Find 9 G General Setup See Setup Graduates Tab 9 Import Options See Importing Importing 5 Formats 6 Import Field Mapping 6 Importing Window Sub Tab 6 Instructions 6 Required Fields 5 Student Number Required 7 Installing 5 L License Agreement 18 Males and Females report 14 O 2004 2010 Watermark Farm Software All Rights Reserved O Opening 5 P Phone 14 Planning 15 Contacts Sub Tab 15 History Sub Tab 15 Preview 9 R Readers Lists 15 Recovering Damaged Files 16 Reports 14 Row width 11 S Saving and Backing Up 7 Seating Arrangements 11 Assumptions 10 Floor 11 Manual Entry 13 Rows 10 Seat numbers 10 Sides 11 Stage 11 Variations 13 Seating charts 11 Seating Setup 13 See Setup Seating Setup Sub Tab 10 Seating Tab 10 Setup 8 Status Area 9 System Requirements 5 T Tabbing Format 8 Tabs 8 Ticketing 9 Special Seating 9 19 End User License Agreement Dear Graduation Advisor purchaser Thank you for considering Graduation Advisor as further described in attached Exhibit A the Software as a tool to aid you in preparing for and organizing your school s graduation The purpose of this letter agreement is to formalize the terms applicable to your purchase and use of the Software In the event that you desire to license the Software for use beyond these p
16. cking up Graduation Advisor Power failures computer crashes accidental deletions and other troubles can all have a negative impact on Graduation Advisor and may result in a loss of data Occasionally you can recover that data but corruption can continue to cause problems If your data becomes corrupted you are advised to use a backup copy If no backup copy has been made then you may lose all your data ATTENTION Watermark Farm Software does NOT have the ability to recover files or rebuild data Backing up and keeping additional copies of your files are up to you If your files become corrupted you may lose all data that was added or created between the time of the loss of data and the previous backup Frequent backups can reduce the amount of data lost Copy Graduation Advisor to backup CD s or other removable disks frequently Recovering Damaged Files Power failures hardware problems crashes or other factors can damage Graduation Advisor lf Graduation Advisor becomes damaged you will need to try to recover the damaged file When Graduation Advisor discovers a damaged file a dialog box sometimes appears telling you to contact us Rather you should try the following steps as Watermark Farm Software does NOT have the ability to recover files any better than you do If they do not work then you will need to use a backup copy Backup your files frequently To attempt to recover your files 1 Press Ctrl shift while double clicking Graduat
17. d down arrow icon and drag the Target Field Source Test Export tab Target Seniors Source Fields Target Fields 1001 gt Student up or down to align with the correct Source B Click the arrows Katherine First Name below to flip through Addams your information Lissa before importing to 425 ai better match up the fields Field information C Click or Un Click the right pointing arrow next to each field to select it for importing See Field Mapping information box for more information Home Teacher Fin Y Bi Record 2 of 364 Arrange by custom import order Character set Windows ANSI v Import Action Field Mapping Add new records gt Import this field Update existing records in found set Dont import this field Update matching records in Found set 2 Target cannot receive data r I Don t import first record contains field names Import Cancel 4 The Import Field Mapping dialog box will pop up See picture and captions below You may have to reorder the various fields depending on which ones you have been given See the instructions in the Field Mapping box at the bottom right of the window Click Import when ready Import Options A new window will pop up asking about Import Options Check the box that says Perform auto enter options and then click Import 5 When Gradu
18. duates Seating Reports Planning Po E section Contacts Purchasing History In this section you may enter as e a A many various tasks as you need Do this item 134 days before the ceremony Find incomplete tasks due by today along with either the due date or Days until due You have 52 days to complete this item the number of days prior to the NE ceremony many graduation completed L di cado planners prefer that method Categor Student Related eames 12112004 because the number of days out Mediun lilt remains the same from year to o a A ltemsto do Purchase new version of Graduation Advisor Go to www graduationadvisor com year They export these tasks and by this due date reuse them every year Make it easy on yourself The planning section will organize and sort your duties according to when they are due You may also enter a priority status for each task A list view report is also included Contacts Sub Tab This area stores all the various contacts you may need including names addresses email addresses and unlimited phone numbers History Sub Tab This area is for you to record the general facts about your ceremony from year to year and to take notes It is a useful record of an annual important event for your school 2004 2010 Watermark Farm Software All Rights Reserved 17 Chapter 6 Backing up amp Recovering Damaged Files Backing up Graduation Advisor You should be very conscientious about ba
19. e options you ve selected under the Setup tabs especially those options for seating Tabs There are four colored tabs that read Graduates Colored the same as the window so you can tell which window you are on Seating Reports and Planning On the same bar as the tabs are other options depending on the window you happen to be on They often include Show All in case you have only some of the records showing They will also often include and New and a Delete button to add and delete graduates records O 2004 2010 Watermark Farm Software All Rights Reserved 9 Chapter 3 Graduates Information The Graduates Tab Graduation Advisor s main window is the Graduates window It is the where all the basic information about each graduate is kept See the picture below for various details NOTE Graduation Advisor actually has two Graduates windows though you can only see one depending on your marching format selections under the Seating Setup tab The default option is marching in with a partner and it will show you that window The single file Graduates window looks almost exactly the same however some of the buttons take you to different places If you imported your class information this is the window where you will see it all appear If you wish to manually enter all of your information then this is where you ll type it in Yikes try to arrange importing it s much easier Status Area The gray
20. e then your seats are numbered from seat 1 on the far outside of each row all the way over to the last seat For example a row of 24 students would be numbered with seats 1 24 in order Each graduate would have a seat labeled something like A4 or F19 6 If you are marching in with Marching Partners side by side the seats are numbered from the middle outwards For example in a row with 24 seats the two center seats would both be labeled 1 The two outside seats would each be labeled 12 In reality each seat would be fully labeled with a directional and a row label too For example two graduates marching together might be labeled A7 West and A7 East It might sound complicated but Graduation Advisor does all the work for you Just tell it the format and it will handle the rest 7 Graduation Advisor requires you to select whether you will have one or two presentation stations where the diplomas will be handed out You can select either regardless of whether you are using marching partners or single file formats It also asks you to declare which side of the stage the presentation station will be on This becomes important for certain lists to be ordered correctly 8 If you use two presentation stations to present diplomas Graduation Advisor assumes that you will alternate sides while reading 2004 2010 Watermark Farm Software All Rights Reserved 12 Seating Considerations There are other facto
21. greement between the parties with respect to the subject matter described and may not be amended or modified except by a written agreement signed by both of us You agree that damages will be an inadequate remedy in the event that You misappropriate or misuse the Software or any Company Confidential Information Accordingly Company will have the right to obtain temporary preliminary and permanent injunctive relief to restrain any such misappropriation or use Paragraphs 4 5 6 and 7 above will survive any termination of this letter agreement If you have any questions please don t hesitate to email us at info graduationadvisor com 2004 2010 Watermark Farm Software All Rights Reserved 20
22. he file at any time Graduation Advisor is not networkable though it can often be run from a server Running from a server may significantly slow performance Opening Graduation Advisor Once copied to your computer 1 Open the Graduation Advisor folder 2 Then open the folder inside that also says Graduation Advisor if you made a new folder when you downloaded Graduation Advisor you might even have to open a third folder named Graduation Advisor and double click the file that says GraduationAdvisor exe 3 You will be asked to log in to Graduation Advisor If you have downloaded the free trial version you will need to Open Working Copy of GraduationAdvisorRuntime mR select Guest Account and click OK Your user options are severely restricted when in this mode 4 If you have purchased your copy of Graduation Advisor C Guest Account you will need to enter Advisor as the name of your Account Name and Password account Enter the password that was sent to you and Account Name Advisor click OK To make it faster to open in the future you might at some point consider changing your password to be empty No password That way you simply type in the a a account name of Advisor and click enter Sal Open Working Copy of GraduationAdvisorRuntime using Password Graduation Advisor should open up and present you with the About window From there select the green buttons that y
23. ion Advisor Hold the keys down until you see the Open Damaged File dialog box 2 During the recovery process Graduation Advisor will a create a new file b rename the damaged file by adding Old to the end of the filename GraduationAdvisorOld c give the repaired file the original name 3 Open the recovered file 4 Choose File and select Save a copy as 5 Inthe dialog box choose compacted copy smaller from the Save as pull down list name the file and click Save Give the compacted file the same filename as the original file 6 Make a copy of the original database and import the data from the recovered file into it 7 If these steps still result in problems then you will have to revert to an earlier backup copy Watermark Farm Software has no way to recover files other than what is described above Responsibility to backup your files belongs to you This becomes more important as you put more and more time into it Don t waste all your efforts by not making simple backups 8 See license agreement for limits of liability regarding lost data The responsibility to protect your data with reasonable backups is entirely yours Watermark Farm Software incurs no responsibility for lost data 2004 2010 Watermark Farm Software All Rights Reserved 18 Index A About window 5 Address labels 14 Aisle 11 B Backing up 16 Browse 9 D Disabled parking signs 15 E End User Li
24. nature of development work Company provides no assurance that any specific errors or discrepancies in the Software will be corrected 3 Term and Termination The term of the license granted in Section 1 shall be until March 1 of the year following purchase Either party may terminate the licenses granted under this letter agreement prior to its scheduled expiration for any reason upon twenty four 24 hours written notice Upon termination You must immediately cease the use of the Software and promptly return any and all copies of the Software and documentation delivered to You hereunder 4 Disclaimer of Warranty To the maximum extent permitted by applicable law Company provides the Software and any technical advice or support services related thereto AS IS AND WITH ALL FAULTS and hereby disclaims all warranties and conditions either express implied or statutory including but not limited to any if any implied warranties or conditions of merchantability of non infringement of fitness for a particular purpose of lack of viruses of accuracy or completeness of responses of results and of lack of negligence all with regard to the Software and the provision of or failure to provide technical or other support services THE ENTIRE RISK AS TO THE QUALITY OR ARISING OUT OF THE USE OR PERFORMANCE OF THE SOFTWARE AND ANY SUPPORT SERVICES REMAINS WITH YOU 5 Limitation of Liability COMPANY WILL NOT BE LIABLE FOR ANY DAMAGES ASSOCIATED WITH YOU
25. nd Two Presentation Stations Finally you could have the students walk in a single file format but decide to split and use two presentation stations as seen in the chart above Not many schools do this but Graduation Advisor can handle it for you regardless Variations on seating charts You can vary these charts as long as you understand the various assumptions that Graduation Advisor makes about your arrangement If you do not conform to the assumptions then Graduation Advisor may not be able to print the correct lists and reports that you need Usually a workaround can easily be done Manually entering seating assignments Graduation Advisor will order the seating assignments for you into strict alphabetical order However many schools prefer to put certain students together and therefore want to be able to manually assign seats to some students For example some school put their class officers up front or might put all the graduating choir members in one area so that they can easily get to the choir area Graduation Advisor allows you to manually enter as many graduates as you want and then it will fill in the remaining seats if any although the remaining seats will not necessarily be in alphabetical order If you want to manually enter seats and you are using marching partners you may also have to create partnerships between two people This is easy to do and only involves going to the seating area and pulling down the two partners student
26. od only for the current graduation season System Requirements Windows Pentium 300MHz or higher 64MB of RAM for Windows 2000 128MB of RAM for Windows XP CD ROM drive and hard disk drive Windows 2000 Service Pack 4 Windows XP Service Pack 1 or higher It has not been tested yet on Vista but is assumed to run fine Macintosh OS X 10 2 8 10 3 2 or better G3 or higher No G3 upgrade cards though CD ROM if you ve ordered a CD and to make backups Internet connection to download Installing with CD ROM Insert the CD that came with this package into your drive and open the CD to view the contents Select the folder named Graduation Advisor and drag it to your computer That s it Pretty easy huh Installing from downloaded file If you download Graduation Advisor from our website www graduationadvisor com you will need to uncompress the downloaded folder before opening it Systems vary quite a bit but follow your computers instructions to unpack unstuff extract or unzip the compressed folder If the computer does not unstuffy the folder for you then you will need to open the compressed folder and look for an option that says something to the effect of Extract all files Direct it to make a new folder named Graduation Advisor and put the uncompressed files it that new folder You can rename the new folder later You may also install these files onto a server although only one person may access t
27. ou wish to work on To start simply click Graduates and you will be taken to the main window Setup for your school Early on in your use of Graduation Advisor you will want to click on Setup and enter relevant information about your school and your particular ceremony Once at the general Setup window you will want to click on each of the subtopics and enter things such as graduation date title number of tickets per graduate number of seats in each row etc See the Setup section in the next chapter for additional details O 2004 2010 Watermark Farm Software All Rights Reserved 5 Importing Names Importing Names Graduation Advisor eases the drudgery of hand entering all of your graduate s information This becomes more valuable as your graduating class becomes larger You have the option of importing all your names and other information electronically from various types of electronic files For most schools you will need to contact your data processor or registrar and have them run an electronic report of the information you require Import information to include The report should include as much pertinent information as possible about the current graduates Ideally it would include the following the specific order really doesn t matter too much as you can make adjustments later for that 1 First name v 9 Zip 2 Middle name Y 10 Phone 3 Lastname y 11 Homeroom 4 Student number 12 Contact staff person name Home
28. room teacher 5 Gender Usually just an M or F 13 GPA you may want to seat or sort people by their 6 Street GPA 7 City 14 Email address 8 State Absolutely required The others are optional but are often found to be quite useful v Ideally make sure the first middle and last names are tab or comma separated However if your system is only capable of spitting out the name as one word that is separate names but not separated by a tab or comma Graduation Advisor can separate them for you Graduation Advisor will make its best guess as to where each name belongs and you may have to make some adjustments For example you might have to put a second last name into the middle name field for someone who has two middle names To import a full name rather than a tab or comma separated name you will need to import the full name into the Name full import field rather than the separate first middle and last fields d The student number is highly recommended because most students know their own number which might be handy for certain tasks Some schools no longer use numbers and instead simply use names Graduation Advisor requires a student number and in that case Graduation Advisor can create a student number for each student Make sure that after you import that you see the General Setup window to create student numbers Import Format Graduation Advisor can import and or export
29. rs that Graduation Advisor can help you with but you first need to have some idea of what your ceremony will look like Consider the following before assigning any seats with Graduation Advisor O Floor vs Stage Will your graduates sit on the floor looking up at the stage or will they be on the stage looking at the audience Depending on the facility and the size of your graduating class you may want to consider how you will arrange your seating layout Typically the larger the class the more likely you will sit on the floor o Aisle or not Do you want to have an aisle between two blocks of graduates Typically schools that use marching partners use an aisle as do most schools that sit on the floor rather than the stage An aisle also works better if you want to use two presentation stations or if you have a large class o Width of rows Work with the facility you are using to determine the width of the rows If you decide to use an aisle in the middle then be sure to account for that too Make sure that two people can easily walk side by side down the aisle unless you are using single file format Graduation Advisor will ask for the total number of seats across each row regardless of you are using marching partners or not Marching partner rows label two seats with the same number but do not double the total number across Enter the absolute number of seats either way Graduation Advisor assumes that each row has the same number of seats acro
30. ss except for the last one which may be smaller due to only the last graduates sitting in them Otherwise if some of your rows are different sizes then enter the number for the largest widest row and enter some ghost graduates to fill those seats This could cause some trouble if you have Graduation Advisor automatically order your students alphabetically though o Sides East amp West If you are using marching partners you will be asked to label each side For example they might be labeled East and West or some other directional They could also be labeled Tennis Court or Parking lot or whatever makes most sense to your layout However we suggest you avoid using Left and Right because it may cause confusion depending on how you are looking at the group Seating charts Formats While Graduation Advisor does not print seating charts it does print ordered lists which conform to whatever your chart looks like There are certain advantages to each type of seating chart Note that these are small examples only and that Graduation Advisor can handle classes of any size Typically rows are 24 30 seats across or larger The exact layout can have several variations but these four examples are the main layouts depending on if you select marching partners or single file and one presentation station or two Aisle Stage O Presentation Station Marching Partners and Two Presentation Stations The la
31. t they can easily be lined up to march in They do not necessarily have to be rooms They could be hallways or other descriptive areas 14 List to help with seating chart Actually the same as the Room lists to post report The button is separate though to help remind you that if you manually enter seating assignments that you can use this list to help create your seating chart You can enter row and seat number directly into it 15 Readers Lists Designed for those people reading names at the ceremony You will give each presenter their list to read It will take you to the appropriate list depending on which marching format you ve selected and how many presentation stations you ve selected It will list if you have entered the information the name of the person reading names for that row and who is presenting the diplomas for that row 16 Sortable Table View of all Graduates A general overview of the basic graduate information that can be modified 17 Disabled parking signs Will find those who have requested disabled parking and will print a half sheet parking sign that can be placed on the dashboard of their cars Most of these reports have additional options including various sorting options and viewing options Planning Tab A great deal of time and thought goes into planning a graduation ceremony even if you and your school have done it the same way year after year Therefore Graduation Advisor includes a planning Gra
32. tools You may also select the various views here pr com Student Type T O Student Speaker O Choir Member O valedictorian Also in the Status Area are the buttons to select the various views You are automatically in Browse view for most of your activities The Browse view is indicated by the little pencil button under the word Browse O Honor Society O Honor Society Officer Click here to change Diploma Type and Student Type lists Next to the pencil icon is a magnifying glass icon that takes you to the Find view Click it and you can enter information into any of the fields to find the information you want For example say you want to find all graduates that live in a certain town Click Find view click in the City box and type in the name of the town and push Enter or click Find in the Status Area Any student who lives in that town will appear The number of students that live in that town will be seen in the record number in the Status Area Finally you can click the folded corner page to enter Preview mode This will show you what the page will look like if you printed it out Click the Browse button to get out of Preview mode O 2004 2010 Watermark Farm Software All Rights Reserved 10 Ticketing Sub Tab For schools with limited seating Graduation Advisor can assign a specific number of tickets to each graduate You can also give them additional ticke
33. ts on an individual basis and well as fill requests for special seating and parking Graduation Advisor will print a report showing all extra ticket requests so that you can easily organize your tickets and parking O 2004 2010 Watermark Farm Software All Rights Reserved 11 Chapter 4 Seating Graduation Advisor can give each graduate a seating assignment and then print lists for posting ordering the students labeling seats lining up in staging areas and several other useful things NOTE Graduation Advisor will NOT create a seating chart You will need to make your own chart However Graduation Advisor will work with whatever configuration you might have Seating Tab This tab takes you to the window where you would enter the seating assignments The first time you open Graduation Advisor it assumes that your school will use the marching partner format If this is not true then click the seating setup sub tab and change the format Graduation Advisor offers several different seating options as well as the ability to manually enter seating assignments While Graduation Advisor does not actually print seating charts it does print ordered lists which conform to whatever your chart looks like A PageMaker file is available that is a sample seating chart 30 seats across Use it if you have PageMaker 6 or better lt will print at poster size so you may have to take it to a printer to have done It s also color coded Contact us at info
34. urposes set forth below different terms may apply Please review this letter agreement and if acceptable to you please sign below to indicate your approval of these terms A copy of the signed letter agreement should be returned to Watermark Farm Software at 27660 Woodpecker Hill Rd 98370 In this letter agreement you will be referred to as You and I will be referred to as Company 1 License and Limitations Company hereby grants You a royalty free nonexclusive non transferable terminable license to install and use one copy of the Software on a single CPU residing at your premises solely to evaluate the Software for the purposes of i determining whether to license the Software for use and ii providing feedback regarding the Software to Company and iii organizing and running a graduation ceremony for one school All rights not expressly granted are reserved to Company You may not rent lease sell sublicense assign or otherwise transfer any portion of the Software You may not reverse engineer decompile or disassemble any portion of the Software except and only to the extent that this limitation is expressly prohibited by applicable law notwithstanding this limitation 2 Feedback Company would appreciate feedback regarding the Software and its usability Any such feedback You provide shall be the property and Confidential Information of Company and shall be subject to the obligations set forth in Section 6 below Due to the
35. ut seating charts This report prints labels that can be stuck onto 3 x 5 cards and handed to the name readers It includes the diploma type that each graduate is receiving in case your school announces that as well 9 Seat Labels Prints labels Avery 5160 with name and seat assignment on it Can be stuck to chairs prior to practice so that students can better find their seats Can be printed on normal paper and cut out if you do not want to stick anything to the chairs 10 Address labels Name and address only on labels Avery 5160 format Can be used for various mailing and could also be given to companies if your school allows this that you do business with for example the photography company so that they can then mail photos to the graduates 11 Males and Females Tells you quickly how many males and females you have Toggles back and forth between listing just the males or just the females along with their phone numbers This is often useful if you require males and females to wear different colored gowns or sashes 2004 2010 Watermark Farm Software All Rights Reserved 16 12 Tasks There is also a report that lists all the planning tasks you have entered It is accessed through the planning window 13 Room Lists to Post One of the most useful reports It lists each row separately and which room the graduates should report to prior to the ceremony Many schools use staging rooms to organize the graduates so tha
36. yout above is very common and is most often used with larger classes sitting on the floor looking up at the stage With two presentation stations you can have a variety of people reading names and presenting diplomas Graduation Advisor can run a custom report for each reader for just the row s they are reading The graduates then walk across the 2004 2010 Watermark Farm Software All Rights Reserved 13 stage to the middle and return down the aisle to their seats Obviously you would probably alternate sides while reading the names and Graduation Advisor makes that assumption Graduation Advisor can also order your graduates into strict alphabetical order so that when you read the names they are in order Many schools however prefer to use Graduation Advisor because you can have any order you want and Graduation Advisor will print readers lists in the exact order that they are sitting Almost any way you want it Graduation Advisor can do it Note that there are 12 seats across each row but that they are labeled from the center working out The two inside seats are both 1 and the two outside seats are both 6 Obviously your real seating chart would probably be much larger West East o D West re a ie West West p1 East East Row C6 C5 C4 c3 c2 C1 C1 c2 c3 c4 c5 c6 Cc West West West West West West East East East East East East Row B6 B5 B4 B3 B2 B1 B1 B4 B6 B West West West West West West East East East Row A5 A4 A3 A2 A1 A1 A4 A6
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