PTC User Manual - Phoenix Learning Systems
Contents
1. o00 Edit Data 2 As shown in Figure 2 9 you can select a student by scrolling or using the filter to search for criteria Home NOE 6546220 3 Select the student and click Edit Grade Level 4 Teacher Harrison Brett HH Family ID 963 4 As shown if Figure 2 10 you can edit any part of the student record To change a student s family association first find the ID assigned to the new family and change the student s Family ID to match Figure 2 10 Step 2 Checking for Duplicates Parent Teacher Conferencer Possible Duplicate Families Averett ADRIANA and Sean 654 3860 Averett lenny and Gloria 654 6470 Bacca Brian and Danny 654 9532 Bacca Kamille and Spencer 654 4996 Baker Amberly and Acuirre 654 9926 Baker KESHA and Brandon 654 5032 Baker Samantha and Daniel 654 8756 Ball Joanna and Robert 654 6094 Ball Joanna and Robert 654 9026 Begay Kathy and Tyler 654 7552 Begay Monica and Michelle 654 6 742 Bertelsen Jennifer and Stephen 654 8864 Bertelsen Meagan and Isak 654 9118 Birtz Lateefah and Tyler 354 2311 Bitz Misty and Joseph 654 7356 Merge Families EE El Figure 3 1 Merge Into Family Ball Joanna and Robert 654 6094 Ball Joanna and Robert 654 9028 Figure 3 2 5451 Sim morz 34751 Ricami 23556 Downl 5515 immot 23578 Downl 5515 immot 34797 Richm 34532 West I 348512 Richm 4054 Kensinc 34568 West I 34504 Richm 34817 Richm 23583 Downl 4 4042 Kensince Y2. p 6 Ge ne rati n g Schedules EE PTC uses advanced algorithms to find the best schedule PTC Generate Conference Schedules first gives priority to families with multiple children then families with constraints Settings Conference length minutes Last Schedule Run 10 14 05 5 35 Ph Run Duration 00 00 06 You must first determine how long each parent teacher conference will last and how many conferences can be run consecutively without giving teachers a break Combinations Tested 438 Conferences Scheduled 500 Percent Scheduled 100 To generate the conferences do the following Generate Schedules 1 Click Step 6 to see the scheduling screen see Figure 7 1 niin ce 2 Enter the Conference Length in minutes 3 Enter the Maximum Consecutive Conferences for teachers Note that PTC may break this rule once in a while to fully schedule a family Figure 7 1 4 Click Generate Schedules PTC will schedule each student trying to keep families to back to back schedule times see Figure 7 2 Generating Family Schedules 234 of 488 Figure 7 2 When completed PTC displays statistics about the last schedule run You may note the percentage of students Schedule Exceptions scheduled Butters Monica Haley and Travis Marchant Marchant Sharee If all students were not scheduled you may click the Exceptions button to view those students who are still unscheduled You may then make changes to fam
3. to send home with students You will be given a print dialog for each teacher alphabetically PTC will print one letter per family sorted by teacher Or select Print for Mailing to print families in alphabetical order 4 Click OK You will be presented with the print dialog window follow your computers setup for printing or saving to PDF Printing Selected Families To print form letters for selected families do the following 1 Choose Print Merge from the File Menu see Figure 8 6 2 Select the Print Selected Families tab at the top of the window see Figure 8 7 3 You may find students by teacher with the popup or use the filter at the top of the window to search for families that match a certain criteria As shown in Figure 8 7 we have searched for families whose last name contains anders 4 Select the families to be printed by holding the Command key while clicking on each family 5 Select to print the Highlighted families 6 Click OK You will be presented with the print dialog window follow your computers setup for printing or saving to PDF 19 Chapter 8 Select Families to Print Print All Families Print Selected Families Print for Distribution by Hand Prints one letter for each family grouped by teacher It is recommended that you insert the printed teacher name in the header or footer of each form letter to simplify distribution Print For Mailing Prints one l
4. 2003 End Time 5 00 PM Thu Oct 23 2003 8 00 PM Fri Oct 24 2003 4 00 PM Fri Oct 24 2003 12 00 PM Figure 4 3 Step 3 Creating Sessions 6 Click the Green Check to save the session or click the Red X for to cancel the session see Figure 4 3 To delete a session do the following 1 Select the session you want to delete 2 Click the Red Arrow button After you have entered all the conference session dates and times click the Return Arrow to go back to the main window Step 4 etting Teacher onstraints Step 4 Setting Up re Teachers Teachers Anderson Julie View Meetings Individual teachers may have restrictions or constraints that influence when they can be scheduled Step 4 allows you to restrict or exclude times within the set conference sessions Teacher Constraints gt Date Type Ls To create a teacher constraint do the following Click Step 4 to enter teacher constraints see Figure 5 1 2 Select a teacher from the popup menu see Figure 5 2 3 Click the Blue Arrow button to create a new constraint Figure 5 1 Parent Teacher Conferencer Teachers I Anderson ue H View Meetings 0 Butters Monica 1 Carpenter Dolores Frankie Linda Harrison Brett Isom John James Olivia Johnson mark Larsen Harry Marcus Kipp Peters Greg Peterson Kitty Quinn June
5. Choose Open from the File Menu from within the 4 MACADK window see Figure 8 3 ig PTC oe PTC data 7 Sample Letter El Sample Mailing Label Sample Letter see Figure 8 4 4 Browse to the PTC folder on your hard drive and choose Go to Add to Favorites f Cancel 4 E Open Figure 8 4 17 Chapter 8 School name and address Mascot header Tiger graphic Conference dates Signature line Step 7 Printing 5 With the Text Tool selected change the letter to fit your school see Figure 8 5 6 Change the school name and address at the top of the form 7 Change or delete the mascot header at the top Home of the Tigers 8 Change the dates to match your conference sessions 9 Change the signature line at the bottom of the letter 10 Select the Arrow Tool and select the graphic of the tiger 11 Press Delete on the keyboard 12 To insert your own graphic simply copy and paste it into your form letter Verify that the letter is correct before printing Jefferson Elementary School Home of the Tigers 1234 North Main Street New York NY 12345 og F a CASSIE and Tyler Agnew ee 3533 Park Avenue ae im Xe New fork id be Mi Dear CASSIE and Tyler Agnew Jefferson Elementary is holding Farent Teacher Conferences on October 3rd and 24th As a parent you are encouraged to come and participate with your child s teacher Your scheduled time s are listed below If you have a confli
6. Er Step 2 Merging Duplicate Family Records In case of inconsistent data it is possible that two family records will be created when there should only be one Step 2 provides a way to merge multiple family records that should be one family This screen allows you to merge two or more family records into one single record As shown in Figure 3 1 the Ball family is listed twice as separate families To merge duplicate family records do the following 1 Click Step 2 to work with duplicates see Figure 3 1 2 Select all records that should be merged by clicking on each family record while pressing the Command key U ctrl for PC users 3 Click Merge Families 4 PTC may alert you if the families have no common names you must decide whether to proceed or cancel 5 Select the correct name and phone number by which to identify this family see Figure 3 2 6 Click OK PTC will merge the selected records into one family using the record information you identified Repeat this process for every duplicate family You should carefully review the entire list of potential duplicates before proceding to Step 3 After all merging is completed click the Return Arrow to go back to the main window Step 3 Creating Sessions Parent Teacher Conferencer Step 3 e Co nfe re nce Conference Sessions S es S O n S gt Start Time End Time n PTC refers to the time periods that a teacher holds conferences as S
7. Parent Teacher Conferencer j Ay d ri he ri k j pe Fi j if i pr Tlie F J a MACINTOSH or PC Teach yourself PTC the quick and easy way This manual uses pictures rather than lengthy explanations You ll be a Pro in no time Phoenix Learning Systems lt Parent Teacher Conferencer PTC is a product of Phoenix Learning Systems Find us on the World Wide Web at www phoenixlearning com Copyright 2003 Phoenix Learning Systems Notice of Rights All rights reserved No part of this book may be reproduced or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written permission of the publisher For information on getting permission for reprints and excerpts contact Phoenix Learning Systems Notice of Liability The information in this manual is distributed on an As IS basis without warranty While every precaution has been taken in the preparation of the manual neither the author nor Phoenix Learning Systems shall have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the instructions contained in this manual or by the computer software and hardware in it Table of Contents Table of Contents Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Chapter 7 Chapter 8 Getting Started var
8. Simpson Kate Smith Mary Tanner Steven Willimas Ruth Wilson Helen nd Time Type Figure 5 2 10 Chapter 5 Add Teacher Constraint at Teacher Constraint Constraint Date 107 23 03 Start Time 3 00 PM End Time 5 00 PM Constraint Type mm Restrict Exclude Figure 5 3 Add Teacher Constraint Teacher Constraint vy Constraint Date 107 23 03 Start Time 3 00 Ph End Time 5 00 PM Constraint Type Restrict Exclude Figure 5 4 Step 4 Setting Teacher Constraints 4 Enter the Constraint Date see Figure 5 3 5 Enter the Start Time see Figure 5 3 6 Enter the End Time see Figure 5 3 7 Select Restrict or Exclude Selecting Restrict forces the conferences to be scheduled on this date and during this time period see Figure 5 3 Selecting Exclude forces the conferences NOT to be scheduled on this date during time period indicated see Figure 5 4 Note The constraints must fall during valid session times to be viable constraints The Show Meetings button allows you to see the schedules that have been created for each teacher The date time and parent names are listed see Figure 5 5 To print a teacher s schedule see chapter 8 Step 7 Printing Teacher Meetings James Olivia kim and Anthony Bock Tara and Joshua Boyer Rachel and Lacey Cardenas 3 50 PM Katie and Wataru Crook Afton a
9. Willimas Ruth Wilson Helen 2 Click Print Teacher Schedules see Figure 8 1 3 Choose All Teachers or select a teacher from the list Figure 8 2 16 Chapter 8 Step 7 Printing 066 orm Letters Preparing Form Letters Insert Expression lt Select Expression gt HH GM Edt view Insert ane Colors Paragraph Format Tools The capabilities built into PTC s form letter area are very New FEN GE pemo extensive A separate manual is provided for help in creating form letters The 4D Write User Reference may be found at Open 5 ES z times Faen Save as Templar a http www phoenixlearning com downloads downloads htm E Preferences PTC has the ability to create merged form letters These letters ere are created once and printed dynamically for each family in your file PTC will merge information about teachers Print Merge scheduled conferences names and address Print Preview Goto Full Window Form letters may be saved and reused whenever needed A Sample Letter was included in your initial download Figure 8 3 To print form letters using the sample letter do the following 1 Click Step 7 Show AllDocuments W 2 Click Print Form Letters The form letter window will open Note the menu within the form letter window When From spTc B preparing and printing a form letter you will use this new _key txt menu Demo Data PTC Demo Data PTC txt 3
10. ally see rmenta Alyssa Armenta Joshua Figure 2 7 Arnold Michael Arredondo Janet 5 Click OK Ashcraft Michelle 6 Find the new family on the list and double click Add New Record Figure 2 6 Family ID Guardian First Guardian Last Guardian Full Mame Home Phone Street City State Zip RANDOM ethnicity Figure 2 7 0606 Edit Data Family ID 1093 Guardian First Afton and Megan Chapter 2 Step 1 Importing a File 7 Note the ID number assigned by PTC You will need it List Students HH when you add any student to this family Name Contains 1 Apply Filter a To add a new Student to the new family do the following N l ee l O 1 Click Edit Data at the top of the main window see Figure Albers Terin 2 5 Alderman Kasper Alderman Kili 2 Change the List popup at the top to Students see Figure Allen Ruben 2 9 Anabel Chyna Andersen Arn Anderson Cassie 3 Click Add New Record Anderson Joshua Archuletta Justin AEREE 4 Enter in all the information for the new student Enter Armenta Joshua the ID as you noted from the family record above Make Arnold Michael sure you assign a teacher schedules are dictated by the pre ese assigned teacher see Figure 2 10 Ashcraft Michelle To edit a student s information do the following Figure 2 9 1 Click Edit Data at the top of the main window see Figure 2 3
11. ck Step 5 to enter family constraints 2 Select the first letter of the family s last name from the alphabet popup see Figure 6 1 3 Select a family from the popup menu see Figure 6 2 4 Click the Blue Arrow button to create a new contraint 5 Enter the Constraint Date see Figure 6 3 6 Enter the Start Time see Figure 6 3 7 Enter the End Time see Figure 6 3 8 Select Restrict or Exclude Selecting Restrict forces the conferences to be scheduled on this date and during this time period see Figure 6 3 12 Chapter 6 Add Family Constraint Family Constraint v et et Constraint Date 10 24 05 Start Time 3 00 PM End Time 5 00 PM Constraint Type Restrict Exclude Figure 6 4 Family Meetings Tanner Mary and Gus 867 9834 10 23 03 3 00 PM Johnson mark Isom John Isom John 3 50 PM Harrison Brett 3 40 PM Harrison Brett 3 50 PM Willimas Ruth Figure 6 5 Search and Replace Selecting Exclude forces the conferences NOT to be scheduled on this date during time period indicated see Figure 6 4 Note The constraints must fall during valid session times to be viable constraints The View Meetings button allows you to see the current schedule that has been created for each family see Figure 6 5 The date time and teacher is listed To print a family s schedule see chapter 8 Step 7 Printing 13 Step 6 Generating Schedules Parent Teacher Conferencer Ste
12. com downloads downloads htm PTC has the ability to create merged mailing labels These labels are created once and printed dynamically for each family in your file PTC will merge names and addresses onto each label Labels may be saved and reused whenever needed A Sample Mailing Label was included in your initial download This label contains the parent s names and family address It was created for an Avery 5160 label layout 10 rows x 3 columns To print mailing labels using the sample label do the following 1 Click Step 7 see Figure 8 8 2 You must choose either to Print all Families or Print Selected Families When choosing to print selected families you may select by teacher or hand select the families by pressing the command key and clicking on each family You may also use the filter to search by specific criteria see Figure 8 9 3 Click OK 4 The Mailing Label Window will open See Figure 8 10 5 Click Load at the bottom of the window 20 Chapter 8 Open 4th Dimension Show Label File HH From PTC KH Zz _key txt Demo Data PTC Demo Data PTC txt MACADX dr PTC a PTC data Fil Sample Letter Sample Mailing Label Add to Favorites Open gt Figure 8 11 Step 7 Printing 6 Browse to the PTC folder on your hard drive and choose Sample Mailing Label see Figure 8 11 7 Click Open PTC will load the selected mailing label 8 Click Print You will be pr
13. ct please call Ms Jones the school secretary to reschedule We hope to see you there Date Time Room Teacher Student Sincerely youre r Wilson Principal Figure 8 5 18 Chapter 8 Insert Expression lt Select Expression gt HH HECE Edit View Insert Style Colors Paragraph For New mjVGG na Tm e Open WIJE TS oe ys E ave NewYork KeA Save as Save as Template Preferences Page Setup Print Preview wH 2011 Elementary School Print sep Torth Main Street ork NY 12345 Print Merge Goto Full Window KO Print for Distribution by Hand Prints one letter for each family grouped by teacher It is recommended that you insert the printed teacher name in the header or footer of each form letter to simplify distribution Figure 8 6 Select Families to Print Print All Families Filter Teacher lt All Teachers gt Apply Filter f f Family Field Last Name 4 Contains HH anders Selected Families Andersen Kindra and Nicolas Anderson Brooke and Mason Anderson CHYNA and Derek O 3 selected 0 Highlighted Figure 8 7 Step 7 Printing Printing Form Letters Printing All Families To print form letters for all families do the following 1 Choose Print Merge from the File Menu see Figure 8 6 2 Select the Print All Families tab at the top of the window 3 Select Print for Distribution by Hand
14. esented with the print dialog window follow your computers setup for printing or saving to PDF For extended help see our support website at www phoenixlearning com 21
15. essions You must setup the session times for your school PTC will automatically schedule break times for teachers however common break times should be indicated by a session break For example if we want our conferences to look like the following schedule we would create 4 sessions October 23 12 00 PM 8 00 PM with a dinner break for all teachers from 5 00 6 00 PM October 24 8 00 AM 4 00 PM with a lunch break for all teachers from 12 00 1 00 PM The session times would look like this 10 23 03 12 00 PM 5 00 PM Figure 4 1 10 23 03 6 00 PM 8 00 PM 10 24 03 8 00 AM 12 00 PM 10 24 03 1 00 PM 4 00 PM An individual teacher may not have scheduled conferences outside of the designated session times If they do you must gt make the session times accomodate all teachers You may have Session to place restrictions on teachers to make them unavailable L during certain times To enter a session do the following Session Date Start Time 1 Click Step 3 to enter sessions see Figure 4 1 o f sane E 2 Click on the Blue Arrow button to enter or edit a session r see Figure 4 1 E h ion D Fi 4 2 Figure 4 2 3 nter the Session Date see Figure 4 2 4 Enter the Start Time for the session see Figure 4 2 5 Enter the End Time for the session see Figure 4 2 Chapter 4 Conference Sessions Date Thu Oct 23
16. etter label for each family sorted by guardian name Figure 8 8 amp Select Families to Print Print All Families Filter Teacher f lt All Teachers gt HJ Apply Filter f a famiy il Lastname B Contains Selected Families Agnew CASSIE and Tyler Albers Courtney and Daniel Alderman Britnee and Christoph Alderman Evalynne and Jonathan Allen Heather and Dustin Anabel Michael and Joseph Andersen Kindra and Nicolas Anderson Brooke and Mason Anderson CHYNA and Derek Archuletta Mikele and Josh Armenta Lauren and Nathan Armenta Rebecca and Casey Arnold Kristen and Weston Arredondo Cara and Thomas Ashcraft janean and Jessica 486 Selected O 0 Highlighted Foxy Figure 8 9 Labels Family TBI Layout List of Fields NEEM NESE GH Scheduling Information Static Text Object Look Text Style Background J Border Format pe M Plain Line Width 7 Bold E Foreground Fill Font 4 C Italic Form to use eee ene 43 Underline No Form Alignment Default 4 C Outline i Load y Save Cancel Print Figure 8 10 Step 7 Printing Preparing Mailing Labels The capabilities built into PT C s mailing label area are very extensive A separate manual is provided for help in creating form letters Chapter 9 in the 4D User Reference may be found at http www phoenixlearning
17. g 1 Select the desired time slot 2 Click Insert Student see Figure 7 4 You will be prompted to select a student You may use the filter or scroll to the desired student and click OK To remove a student from the roster do the following 1 Select the desired student 2 Click Remove Student You will be prompted to verify the deletion click OK see Figure 7 5 It is possible that a new student will register for school after you have begun the scheduling process You may add a student and family ad hoc See Chapter 2 for complete instructions on entering students and families by hand 15 Step 7 Printing 8 6 Parent Teacher Conferencer Ste p 7 p P ri n ti n g PTC provides three ways to print scheduling information see Figure 8 1 Frint Teacher Schedules Print Mailing Labels 1 Teacher schedules 2 Form letters to parents 3 Family mailing labels Printing Teacher Schedules To print Teacher Schedules for one teacher or for all teachers do the following Figure 8 1 1 Click Step 7 Print Teacher Schedules n ame H You will be presented with the print dialog window follow Anderson Julie n BUTER Manita your computers setup for printing or saving to PDF Carpenter Dolores D Frankie Linda E Harrison Brett Isom John James Olivia Johnson mark Larsen Harry Marcus Kipp Peters Greg Peterson Kitty Quinn June Simpson Kate Smith Mary Tanner Steven
18. icate Families O Creating Conference Sessions O Setting Teacher Constraints O Setting Family Constraints O Generating Conference Schedules O Printing Reports This chapter will outline how to download install and register PIC Downloading PTC When you purchase PTC you receive license to both PC and Macintosh versions The PTC license is for a single school To use PTC for multiple schools you must purchase separate licenses Chapter 1 Getting Started After purchasing PTC you will receive an E mail from registration phoenixlearning com containing three essential items 1 the internet address link to download PTC 2 your registration code 3 your license key txt file MACADX Using your browser navigate to the download page at Phoenix Learning com Identify the correct platform to download and click on the download link Your browser will download the gt TXT compressed file into your selected download folder PTC data _key txt Depending on your computer s setup it may automatically Figure 1 1 decompress the file Or you may need to decompress the file manually Open Data File 3 When PTC has been decompressed it will create a folder or ra BD Nadmosiv ib 3 directory named PTC that contains all the necessary plug ins El Macintosh HD NE GB Applications gt and files needed to use PTC see Figure 1 1 Network gt o 0 Applicatio Mac OS 9 P Customers b Documents ai I
19. ily constraints and regenerate schedules to get a higher percentage see Figure 7 3 You may also choose to manually move student schedules Figure 7 3 14 Chapter 7 Q Edit Teacher Schedules Teacher Anderson Julie HA Time Student Carrol Tom Ashley Kasidy Averett Weston Bills Philip Bradfield Nallely Breceda Camille Brown Christopher Campbell Brandon Christiansen Chayla Collins Aaron Corbett Ammon Ferguson Ryan Ferris Kimberly Fowles Corinna Grubb Matthew Insert Student Remove Student Figure 7 4 Confirm l Remove Grubb Matthew Figure 7 5 Check Data Consistency You may view completed schedules for each teacher from the View Schedules button on the Teacher Constraints window Likewise family schedules may be viewed from the View Schedule button from the Family Constraints window After generating student schedules you may need to move a few schedules by hand To hand schedule a student do the following 1 Click Edit Schedules from the main window 2 Select the teacher to whom the student belongs see Figure 7 4 3 Click and drag the student s name to the schedule time desired If the time slot is available PTC will simply move the student If a student already occupies that time slot PTC will prompt you to swap places To insert a student currently not on the roster do the followin
20. n your import file however the order is not important LastFirst or Name or Student Mother Father Home_Phone or Phone Teacher These fields are optional and will expand your printing cababilities by allowing you to print form letters and mailing labels Street Student Number City Room State Grade or Grade_level Zip F J Student_number lastfirst grade Phone Mother father mailing City mailing Street mailing State mailing Zip ethnicity Teacher 878475 Agnew Joel 4 654 2440 Agnew CASSIE Agnew Tyler New York 3533 Park Avenue NY 12345 Marcus Kipp 877243 Albers Terin 1 654 2458 Albers Courtney Albers Daniel New York 3534 Park Avenue NY 12345 I Johnson mark 877043 Alderman Kasper 1 654 2476 Alderman Britnee Alderman Christoph New York 3535 Park Avenue NY 12345 Johnson mark 877119 Alderman Kili 5 354 2377 Alderman Evalynne Alderman Jonathan New York 23585 Downbey Way NY 12345 C Butters Monica 878247 Allen Ruben 2 654 4942 Allen Heather Allen Dustin New York 5510 Simmons Way NY 12345 Quinn June 877107 Anabel Chyna 2 654 7858 Anabel Michael Anabel Joseph New York 34747 Richmond Avenue NY 12345 Peterson Kitty 876603 Andersen Aryn 1 654 5716 Andersen Kindra Andersen Nicolas New York 8785 North beck Street NY 12345 I Smith Mary 877035 Anderson Cassie 4 654 6220 Anderson Brooke Anderson Mason New York 34539 West Hunter Street NY 12345 Harrison Brett 877011 Anderson Joshua 3 654 3844 Anderson CHYNA Anders
21. nd Megan Evans Open Dena and Jonathan Gonzalez 10 23 03 4 10 PM ill and Gary Harris Erinn and Tyler Johnson 10 23 03 4 30 PM Jobecka and Stephen Eapaska 4 40 PM MONICA and Brandt Kesler Open 5 00 PM Teri and Aaron Kline 10 23 03 5 10 PM Janae and Marcos Moyey Figure 5 5 11 Step 5 Setting Family Constraints Parent Teacher Conferencer Davidson Madison and Russell 654 2710 of Students 1 f y View Meetings he Instraints e Type reke I TIMOOE Pr Figure 6 1 Parent Teacher Conferencer Families IK HH Kapaska Jobecka and Stephen 654 9082 Kapaska Melonie and Jessie 654 8434 Number of Kastner Jennifer and Jacob 354 2872 Kesler Heather and Bonner 654 6994 Family Cof Kesler MONICA and Brandt 654 4276 Kim Danica and Victor 654 8290 Kim Darci and Chesley 654 7534 Kline Teri and Aaron 354 3433 Knudson Shelbie and Mateo 654 6544 Kohr Kristy and Joshua 654 9010 Figure 6 2 Add Family Constraint Family Constraint Constraint Date 10 24 03 Start Time 3 00 Ph End Time 5 00 PM Constraint Type Restrict Exclude Figure 6 3 Step 5 Setting Up Families Individual families may have restrictions or constraints that influence when they can be scheduled Step 5 allows you to restrict or exclude times within the set conference sessions for a family To create a family constraint do the following 1 Cli
22. nstalling and ae Registering PTC T Files To install and register PTC do the following Go to CAdd to Favorites Cancel Open 1 Place the Key txt file in the PTC folder see Figure 1 1 Figure 1 2 2 Double click on the PTC application 3 Click New see Figure 1 2 The application will create a new blank data file Create a data file Save as Eda Format DataFile 4 Enter a name for your data file and click Save see Figure ere Gme Wherex genre e 1 3 By default the application will save your data file in the PTC folder Split Cccc GD 5 When prompted enter the Registration Code sent to you Figure 1 3 via E mail You must enter it exactly see Figure 1 4 6 Click Register You have successfully downloaded installed and registered PTC This product is not registered Please enter your Registration Code Cancel EE Demo Register NS EE Figure 1 4 Step 1 Importing A File Step 1 Importing a File PTC works independently from other applications It was designed to ues a tab delimited text file containing basic student information Required Fields PTC requires that the import file contain certain fields These fields are essential in creating the family relationship records that tie individual records into family records See Figure 2 1 for an example file for importing These fields must be properly named and present i
23. on Derek New York 5449 Simmons Way NY 12345 Isom John 878231 Archuletta Justin 3 654 2494 Archuletta Mikele Archuletta Josh New York 3536 Park Avenue NY 12345 C Larsen Harry 878443 Armenta Alyssa 1 654 9460 Armenta Rebecca Armenta Casey New York 23552 Downbey Way NY 12345 Willirnas Ruth 878007 Armenta Joshua 2 654 3862 Armenta Lauren Armenta Nathan New York 5450 Simmons Way NY 12345 H Quinn June 877627 Arnold Michael 2 654 4960 Arnold Kristen Arnold Weston New York 5511 Simmons Way NY 12345 F Simpson Kate 876883 Arredondo Janet 1 654 8146 Arredondo Cara Arredondo Thomas New York 34763 Richmond Avenue NY 12345 H Smith Mary 876731 Ashcraft Michelle 3 654 5788 Ashcraft Janean Ashcraft Jessica New York 8789 North beck Street NY 12345 H Isom John Figure 2 1 pg rd 4 EE 6 FE 8 9 Chapter 2 Step 1 Importing a File Parent Teacher Conferencer PTC compiles these student information fields into family records and scheduling information Before importing the file make sure you know the physical location of the file on your hard drive or network Import Settings Import File After starting PTC do the following 1 Click on Step 1 you will see the import setting screen see Figure 2 2 Records in Tables Families ol Teachers 2 Click the Browse button Locate your file and click Open see Figure 2 3 3 Click Import Verify that the number of teachers and scheduled students matches you
24. r school s records see Figure 2 4 4 Click the Return Arrow to go back to the main menu Figure 2 2 Upon import of your data PTC will identify families with 4th Dimension Show Custom From La PTC _key txt i Demo Data PTC MAC4DX PTC W PTC data j Go to Add to Favorites Cancel Figure 2 3 Records in Tables Families Teachers Schedules Figure 2 4 Chapter 2 Step 1 Importing a File Be Parent Teacher Conferencer duplicate phone numbers These errors should be corrected in Step 2 before proceeding Editing Student and Check for Duplicates Fa mily Data Figure 2 5 Data 1 import Data dos PTC allows you to add new students and edit existing student 60 6e Edit Data information that has already been imported Before adding a new student you probably need to add a family record first List Students Families E To add a new family do the following 9 aa FI Apply Filter 1 Click Edit Data at the top of the main window see Figure arme Agnew Joel 0 2 5 Albers Terin Alderman Kasper 2 Change the List popup at the top to Families see Figure Alderman Kili 2 6 Allen Ruben Anabel Chyna Andersen Aryn 3 Click Add New Record at the bottom of the window Anderson Cassie eee eee ue 4 Enter in all the information for the New family Do not en JEU enter an ID number PTC will do that automatic
25. sam 1 MECC IE VC LL 1 DONN PE 1 Installing and Registering PTC aawvunuannnnnannnnnnnnnnenn 2 Step 1 DIMDPOFHNG wivsricevevevevcissensasededeversuvisnsveerens 3 MAE 3 Required FET Lee 3 NPON eg 4 Editing Family and Student Data raunnnunannnnnnennsne 5 Step 2 Checking for DuplicateS 7 Merging Duplicate Family Records ccceseeeeeeneees 7 Step 3 Creating SCSSIONS casccscssccensccceenecnnnnenennees 8 Conference SESSIONS cccecseecesacuecucvecuueueuuenauvenaees 8 Step 4 Setting Teacher Constraints 10 Setting Up FN 10 Step 5 Setting Family Constraints 12 Setting Up Famili S sssssssasnsssnnnsnsnnrnsrnsnnrnsensnne 12 Step 6 Generating ScheduleS 14 Generating Schedules vavuuavununnnnnnnnnnnnnnnnnnrnnnnenn 14 SLED Z PNG Ne 16 PN ah 16 Printing Teacher Schedules avururvavurnrnavnnnenanunnnne 16 Preparing Form EE rn 17 Printing Form ETEN Jarre nad 19 Preparing Mailing Labels auunununnnnnnnnnnnnnnnvnnnnnnnne 20 Getting Started Meet Parent Teacher Conferencer Parent Teacher Conferencer PTC is a simple to use extreemly powerful scheduling engine used by schools to schedule Parent Teacher Conferences It streamlines the tasks involved with scheduling with an easy to use seven step process The following chapters outline the Seven Steps These include O Importing Student Data O Checking for Dupl
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