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TRAX Users Manual

1. General Subject Service Program Staff Lead Employ Holiday Scale Fund Src Terms M ame ii CS Street Address 1234 MAIN STREET City ANYTOWN State an Zip Code E6666 Telephone Number 312 555 2525 Fax Number 312 555 2526 EmailAddress SALONCITY MYNET COM Contact IERRISMITH Comments INTERESTED IN GRADUATES WHO WISH TO SPECIALIZE IN HAIR COLORING Record H 1 of 1 oR OR x Wo Filter Search This screen contains a database of businesses who employ your graduates Use the record scroll bar above to navigate through the different employers or use the asterisk add button at the far right of the record scroll bar to add new employers Adding Editing Employers Adding employer records to the TRAX system is done just as you would when adding subjects or programs in their respective screens When adding your first employer to the system the record scroll bar will indicate record 1 and all of the fields on the screen will be blank Enter the appropriate demographic information for the employer in the respective fields shown The Comments field can be used as a notepad to enter relevant facts or preferences about this employer You should enter an employer record for any business that is a perspective employer of your students You have now successfully added an employer to the database To add another employer
2. Deleting a student record permanently removes the record from the current database After the record has been removed you will not be able to enter or modify any data in that student record To delete a student record enter the Utilities Module and proceed according to the following instructions September 2013 Call Toll Free 1 888 GEMCOR 8 63 GEMCOR Inc TRAX User s Manual 2013 Edition 1 Using the pick list provided select the student whose record you wish to delete 2 Click the Delete Student button Click Yes to confirm option to delete the Student s SSN Enter Password as the password to proceed A confirmation message will appear saying that the student s record has been properly removed from the database Balance A R Table Click the Balance A R Table button to balance all of your A R entries It will ask you if you are sure you want to balance the Accounts Receivable records Click Yes A message box will tell you that the Accounts Receivable records have been balanced Update Letter Grades Click the Update Letter Grades button to update the grades that you have entered into the system When you click this button a message box will appear letting you know that the update is complete Security The Security section of the TRAX Utilities Module allows you to add remove user accounts and user functionality for each user You can add a new TRAX user by clicking the button on the below screen Then
3. Last Name By Student Name First Name All TRAX Students Enter 999 99 9999 999 to Assign a Temporary SSN By Social Security Number By Student M The TRAX System allows you to enter multiple records per student using A ra ee the suffis of 001 002 003 ete on the Social Security Number Selecting an Existing Student Record Above is the Select Student screen of the Student Module The Student Module allows users to search by Active Students Inactive Students Prospect Students and All Students In each category you can choose to use the Social Security drop down box or the Student Name drop down box to find a student Selecting an existing student record in the Student Module is based on whether or not the student is considered Active Inactive or Prospect Active records are defined as those students whose enrollment status is one of the following Enrolled or Less than half time Inactive records are defined as those students whose enrollment status is one of the following Leave of Absence Withdrawn Terminated Graduated or Did not start Student records have been divided in this fashion to eliminate the burden of having to scroll through large amounts of data to find your currently attending students Each selection type offers you the option of selecting the record by social security number or by name To view records available in the pick list click on the drop down arrow A list of student records
4. l Marketing General Daily Schedule Student Birthday Attendance Enrollment Grades Financial Accrediting Agency Student Course Grade Report Date Range Mailing Labels E mail Listing 5160 Ta 2548 3 Actoss Each of the ten report categories has a list of relevant reports available to you for your convenience and business management New versions of the TRAX system often contain additional report capabilities Our programmers based on requesis and recommendations from our client users have created these reports We encourage your input for report modifications and will accommodate as many requests as possible The following is a listing of all Standard Reports currently in TRAX Global Reports Admissions Rep Listing Course Listing Employer Listing Funding Sources Holiday Listing Date Range Program Listing Service Listing Service Listing Program Requirements Marketing Reports Admissions Performance All September 2013 Call Toll Free 1 888 GEMCOR 8 66 GEMCOR Inc TRAX User s Manual 2013 Edition Admissions Performance Date Range Lead Source 1 Int Appointment Kept Lead Source 1 Int vs Enrolled Lead Source All Lead Source Date Range Lead Source Prospect Date Range Lead Source Sched vs Kept Lead Source Term W D or Grad Prospect By Anticipated Start Date Prospect Expressed Interest After Given Date Daily Schedule Student Birthday Repo
5. Student Records Management Software OR Inc ervicing and Software 400 Quadrangle Drive Bolingbrook Illinois 60440 Copyright 2000 GEMCOR Inc GEMCOR Inc TRAX User s Manual 2013 Edition Introduction TRAX Student Records Management Software was developed by GEMCOR Inc in response to the overwhelming need for a user friendly Windows based year 200 compliant software system for use by post secondary institutions to track student records The TRAX student tracking system provides institutions with a state of the art system to monitor students progress from their first interest in your institution through the placement of those student graduates in the occupations for which they trained With the click of a button you will have access to a prospective student s status an enrolled student s academic progress and accounts receivable information as well as alumni placement information and even student loan borrower s default management records Beyond basic student record tracking TRAX performs other invaluable school management functions You will have immediate access at your fingertips to every subject offered by the institution every program of study offered by the information complete marketing performance reports on each admissions representative you employ and even a perpetual analysis of which types of advertising are best serving your student recruitment needs You will also benefit from a dail
6. Enter Hours Attended Posting Date 08 02 2013 postcrade Lecture Lab IntExternship Excused 0 00 0 00 0 00 0 00 Service ID Service Name Qty Req d 1 Select Category Range Dto100 0 00 Theory Practical Clinic GPA Range 0 to 5 00 0 E rr E Letter Grade To post attendance arades or services select the correct date using the calendar or enter the correct date in the date field Select the desired student Select the desired course or service Enter your values and click the respective Post buttons Use the View Selected Student tab to view history information Posting Attendance Records Posting attendance records is easily performed in the Bulk Posting Mode of the Attendance amp Grades Module The areas of the screen necessary for attendance posting are shown below September 2013 Call Toll Free 1 888 GEMCOR 8 AS GEMCOR Inc TRAX User s Manual 2013 Edition First enter the posting date in the Posting Date field select a Student Select the desired student by Last Name First Hame Program tye SSN ae 012345678 001 ANDREW ANDY COSM 3 Clicking on the appropriate Le 4 record displayed in the Select Student list box Enter the number of attended hours for each respective category in the fields provided After confirming the total hours value click the Post Attendance button You can view your posting by switching to the View Selected Student Detail
7. and accurately determine the students aggregate attendance commitment The student example described above contained four attendance segments as follows v The first six weeks at 30 hours per week 180 hours scheduled v The next four weeks at 15 hours per week 60 hours scheduled v The next four weeks at 0 hours per week LOA 0 hours scheduled v The final two weeks at 20 hours per week 40 hours scheduled What seemed like a confusing scenario is easily calculated to be 280 hours of total scheduled attendance from start date to withdrawal date Each attendance segment has a start date an end date and a scheduled attendance per week component This value shown above on the Enrollment screen represents the students scheduled attendance per week during the current attendance period or segment When changing a student s schedule enter the end date of the current attendance segment and click the Change Enrollment Status button The period of time for this segment is recorded along with the scheduled attendance per week value from above After clicking the change button enter the new scheduled attendance per week value in the field shown above This now represents the status for the current second attendance segment For subsequent changes in status perform the same procedures Enter the end date for the current segment and click the change status button Then enter the new scheduled attendance per week value in the field
8. you can create the username password combination and use the checkboxes provided to permit access to the Main Menu and Student Module for each individual user ase SECURITY GROUP LOGIN INFORMATION UserName Password Main Menu Modules Student Module Tabs School v General Default Management Enrollment Reports Attendance vi Ues Grades Users Manual mn License Renewal v AR Gainful Employment and Payments Due Placement Funding Sources Packaging Team Tab and Assign School tab Record M 4 2Jof2 kb oR OR de Mo Filter Search September 2013 Call Toll Free 1 888 GEMCOR 8 64 GEMCOR Inc TRAX User s Manual 2013 Edition Fix Enrollment Periods This button will update your prior enrollment periods After you click this button it will let you know how many prior enrollment periods have been updated in your system Accounts Receivable Click this button to show a table of Sum of Debits Sum of Credits and the Difference Projected Completion Click this button to update the Projected Completion Dates in your system A message box will appear telling you that the Projected Completion dates have been updated Editing Tables Users that do not have Microsoft Access installed on their computers may _ Fatt Table Data Directly wish to use the following buttons to edit data directly in the tables of your TRAX database Please exercise great caution when editing any data directly in the tables for if
9. 1 888 GEMCOR 8 52 GEMCOR Inc TRAX User s Manual 2013 Edition Default Management As stated earlier in the user s guide student loan defaults have permanently changed the way that government and society look at the vocational education industry Excessive loan default rates during the late 1980 s and early 1990 s resulted in the closure of hundreds of institutions and the restriction of loan access to tens of thousands of students These high default rates were largely contributed to by the lack of diligent collection efforts by the industry as a whole Default prevention awareness education and administration has turned the tide on increasing default rates bringing them down to levels never thought possible in 1990 This campaign even spawned the birth of an entirely new profession default prevention and management services There are a number of quality organizations nationwide whose sole purpose is to monitor your student loan borrowers repayment obligations Constant tracking of your borrowers after they have left your institution is the best way to ensure loan repayment and low default rates for your institution The decision to perform default prevention functions on campus with institutional staff or to outsource these responsibilities to a qualified default management service is most certainly one of cost control and even personal preference The size of your school is really not a significant factor The question is do y
10. 2009 OTHER 2010 1 600 00 0 00 2 251 00 OVERAGE FEES 8 WKS 03 11 2009 FDSL SUBSIDIZED 2010 50 00 1 294 00 5651 00 03 11 2009 FDSL UNSUBSIDIZED 2010 0 00 1 970 00 1 945 00 09 02 2009 OTHER 2010 3 00 0 00 3 915 00 LOCK 09 02 2008 OTHER 2010 25 00 0 00 3 912 00 SMOCK 10 03 2008 FDSL SUBSIDIZED 2010 0 00 1 293 00 3 887 00 10 03 2009 FDSL UNSUBSIDIZED 2010 50 00 1 970 00 5 180 00 nanar nnol FDFI 1 HAN en nn ginnnn lez 1cn nn RAI ANCE DELI N3 NA gt 4 a m OBO eo O Unearned Tuition Balance 3 897 73 A R Balance 726 00 This screen contains the student s accounts receivable information Enter debits or credits as necessary using the Credit Type and Debit Type pick lists for accuracy of financial reports The Comment field may be used for any notations you wish posted to the record The A A Balance is the current account balance owed by the student The Unearned Tuition Balance is calculated using attendance posted as of today s date Use the Reconcile button to review and recalculate receivables balances A student s accounts receivable account is actually created when you enroll the student See the section of this guide regarding enrolling students Credits represent payments applied to the student s account from personal or financial aid resources Debits represent charges to the student account At the enrollment stage an initial debit entry will be automatically posted for the
11. Default Category By entering these values TRAX will default all new postings to the default value you specify That s 2 less values to enter each time you post a grade 2 Select the Student from the dropdown box Once the student is selected TRAX will display only the courses that are assigned to that student s program If no courses display go to the school module select the program verify that the courses that are applicable to that program are selected on that program s record on the program tab If you are trying to post a service grade Once the studentis selected TRAX will display only the services that are assigned to that student s program Ifno services display go to the school module verify that the services that are applicable to that program are selected on that program s record on the program tab The Fast Grade Module does not record the quantity of the services that are posted It will only record a service grade 3 Select the applicable Course or Service from the dropdown box 4 Enter the numeric grade value and hit enter to calculate the letter grade associated with the numeric grade value 5 Select either Post Course Grade or Post Service Grade September 2013 Call Toll Free 1 888 GEMCOR 8 A3 GEMCOR Inc TRAX User s Manual 2013 Edition Satisfactory Academic Progress Your TRAX administrative software system would not be complete without procedures to report on a student s academic progress SAP Sa
12. Inc TRAX User s Manual 2013 Edition Subject Tab The Subject tab of the School Module contains a database of all individual subjects or courses Offered by the institution Subjects are defined as individual educational elements or classes required to be completed by the student as he she advances toward graduation from a particular program Programs are discussed in the next tab of the School Module Example Word Processing 101 Bookkeeping 101 and Typing 201 would all be considered subjects or courses necessary for graduation from an institutions Office Specialist program Each subject offered by the institution will contain a course ID the name of the course the length of the course in units and an optional course description Units is a universal term covering both clock and credit hours A 25 clock hour course would have a length of 25 units while a 4 credit hour course would have a length of 4 units SCHOOL MODULE ABC INSTITUTE TRAX System Enter all Subjects Courses Offered at this institution Course ID E al Name of Course PROFESSIONAL IMAGE Length in Units 0 00 Course Description Record lof129 fF H FE i Mo Filte Search This screen contains information aboultse various courses subjects offered at the institution Use the Record scroll bar to navigate through the database to edit selected fields DO N IT COURSE ID NUMBERS AFTER CREATING THE COURSE IN THE DATA
13. Theory 95 00 This screen contains the student s academic or grade history Posting grades may be done here or in the Attendance Grades Module from the TRAX main menu To post grades choose the specific course by selecting such course from the pick list Grade icial select the appropriate category for the grade enter the grade and click the Post this Grade button Report Ba ript Posting Student Grades September 2013 Posting student grades is done in a similar fashion to the attendance posting procedures Each grade a student achieves in a particular subject course should be entered into the TRAX system This information will be retrieved and averaged for satisfactory progress purposes For accurate progress reports or report cards be sure that all grades have been posted before printing the progress reports To post a grade for a student enter the date of the exam or assignment select the course from the list box provided enter the grade achieved in the field so indicated and click the Post this Grade button The record will be created and listed in the grade history box to the right if you record grades based on a special category i e theory practical or clinic lab click in the desired category check box before posting Each time an additional grade is posted to the student record the system will automatically recalculate the student s cumulative grade average to date This represents the average
14. User s Manual 2013 Edition scheduled payments or allow for the payment of a lesser than scheduled amount In most cases obtaining a deferment or forbearance of loan repayments can prevent the student from defaulting on his her loan obligations even though little or no payments are being made Unfortunately apathy caused many past loans to end up as defaults when deferments or forbearances were available to these borrowers Effective default management during repayment can identify cases eligible for these provisions and prevent default Delinquent A borrower will be considered delinquent if he she is in repayment has not made a scheduled payment and has not obtained a deferment or forbearance The Department of Education routinely disseminates electronic delinquent borrower reports State and national guarantors also provide schools with delinquency reports or requests for collection assistance Default management must be kicked into high gear during this status Generally when a student becomes 270 days delinquent in his her loan repayment the loan is considered to be in default Default Default on a federal student loan generally occurs when the loan as become at least 270 days delinquent All efforts should have been made during the student s grace period repayment period and delinquency period to avoid this default status Once in default a student becomes ineligible for future federal student aid and the default goes on record u
15. below Then click the Import Data button and follow the prompts on the screen to correctly import your time clock attendance data You can click on the File Specifications button to see a listing of the file specs that apply to each time clock that can be used with the TRAX system TRAX System POSTING ATTENDANCE GRADE SERVICE Bulk Posting Mode View Selected Student Detail Attendance Interface Grades Interface Select Time Clock Configuration Amano Time Guardian Computerwise CUST Computerwise JAOF Computerwise MHBC Computerwise ORIG E Clock Midwest Time Recorder ORIG Sun Dial Time Super Salon Time Clock Hour File Time Clock Plus Time Clock Plus UNITY Time Force Time Force Universal Time Source Grades Interface The import of grades is similar to that of the Attendance Interface described above Select the category that you wish to post Theory Practical or Clinical and click the Import Data button and follow the prompts on the screen to correctly import your student grade data You can click on the File Specifications button to see a listing of the file specs that apply to each time clock that can be used with the TRAX system September 2013 Call Toll Free 1 888 GEMCOR 8 51 GEMCOR Inc TRAX User s Manual 2013 Edition TRAX System POSTING ATTENDANCE GRADE SERVICE Bulk Posting Mode Theory Practical Clinical September 2013 Call Toll Free
16. encourage all of our TRAX users to advise us of these beneficial report designs We would be happy to accommodate your specific needs by including these new reports in the next updated version of TRAX September 2013 Call Toll Free 1 888 GEMCOR 8 A GEMCOR Inc TRAX User s Manual 2013 Edition Default Management It is certainly no secret that student loan defaults have permanently changed the way our industry is evaluated Excessive default rates in the early 1990 s have put many institutions out of business Simply put a school s ongoing success must include some form of default prevention The TRAX Default Management Module is designed to aid schools in both its in house default prevention responsibilities as well as with any outside default management service you elect to employ The Default Management Module contains all of the loan information for your student borrowers their references and loan repayment status The TRAX system can produce three grace period letters to your students at 30 90 and 150 days intervals into their grace period Once in repayment a 30 day repayment letter is produced further advising students of their loan obligations Finally two delinquent letters as well as letters to the student borrower s references can be produced to pursue default prevention Finally if all of your loan status and date information have been recorded accurately in TRAX you ll be able to generate a complete cohort default rat
17. evaluations to date then enter today s date in the cut off field Note Always remember that your TRAX system will prepare satisfactory progress evaluations only based on data that has been entered into the system Before performing SAP evaluations be certain that all attendance and grades that students have achieved by the cut off date have been recorded in the system Running SAP reports before all relevant data has been entered will produce inaccurate results As mentioned earlier in this chapter your TRAX system will provide two types of SAP reports for your convenience For the school s use the summary report will provide a list of all students meeting the specified date and interval criteria and each student s status regarding compliance with SAP standards For the student s use the detailed report provides him her with a report card of academic and attendance progress as of the specified date and interval criteria A Signature line is provided on the report card should you elect to retain a copy of the student s signed SAP report in your files If you are running SAP reports for a single student indicate so in the space provided on the SAP screen and use the pick list to select the desired record To produce the SAP records click on the appropriate button shown below The selected report will be shown in preview mode on your screen Click File then Print or use Citrl P from your keyboard to produce a paper copy Sep
18. image above indicates that this student had three prior schedule changes The first segment at approximately 16 5 weeks was based on a 30 hour per week schedule The next segment of approximately 13 weeks was at a 20 hour per week schedule Using the enrollment status change feature in your TRAX system will enable you to accurately track attendance and satisfactory progress regardless of the number of different attendance schedules a student may have during his her enrollment at your school And modifying prior changes is as easy as going to the erroneous field September 2013 Call Toll Free 1 888 GEMCOR 8 35 GEMCOR Inc TRAX User s Manual 2013 Edition and correcting the value to what it should have been After modifying any erroneous values exit back to the student s enrollment screen and click the Refresh button This process will recalculate all prior attendance schedules and adjust the student record accordingly Attendance Tab The Attendance screen of the Student Module gives you the ability to enter attendance records to view a complete history of the student s attendance and to view cumulative totals of scheduled attendance actual attendance percentage achieved and projected overage fees TRAX STUDENT MODULE ANDY ANDREW 0123456738 001 m General Prospect Tracking Enrollment Attendance Grades Services A R Placement Comments FundingSource AssignSchool Date EME Lecture 00
19. image below TRAX System POSTING ATTENDANCE GRADE SERVICE Bulk Posting Mode View Selected Student Detail Attendance Interface Grades Interface Student Year To Date Attendance in Detail Student Year To Date Grades in Detail Course Lecture Lab IntExtern Excused TotalHrs Post Date Course ID Category Grade Letter Grade a i i 09 30 2009 SFT1 Theory 92 00 i 30 2009 10 31 2009 CT2 Theory 95 00 12 31 2009 11 30 2009 CT3 Theory 83 00 01 31 2009 i 12 12 2009 CT4 Theory 91 00 02 28 2009 01731 2009 SFTS Theory 85 00 03 31 2009 i 02 28 2009 SFT15 Theory 77 00 04 30 2009 02 28 2009 SFT15B Theory 75 00 05 31 2009 i 03 31 2009 CT15 Theory 85 00 06 30 2009 i 03 31 2009 CT14 Theory 92 00 07 31 2009 03 31 2009 CTS Theory 95 00 08 31 2009 04 28 2009 SFT Theory 81 00 04 30 2009 SFT11 Theory 95 00 DrForwwonowwore 05 31 2009 SFT12 Theory 73 00 Services Year to Date Posted Individual Services for this Student Service ID Service Name Qty Req d Performed Remaining Post Date Service ID Oty Category C01 HAIR COLORING 25 00 2 23 11 02 2009 P01 2 00 Clinical HCO1 MALE HAIR CUT 50 00 3 10 22 2009 HCO1 3 00 Clinical HCO2 FEMALE HAIR CUT 50 00 3 10 15 2009 HCON 2 00 Clinical POT PERMS 15 00 2 10 02 2009 c01 2 00 Clinical 09 30 2009 HCO1 4 00 Clinical 09 30 2009 HCO2 3 00 Clinical This screen displays the attendance history academic histo
20. into the Courses Selected for this Program box This course is now registered as a part of this program The Add Remove this Course button serves two purposes after picking the desired course from within the Available Course Listing box clicking on the Add Remove button will add the course to the Courses selected box if it has not already been registered for this program If the course has previously been registered and is already listed in the Courses Selected box the Add Remove button will remove it from the Courses Selected box and will unregister it from the program This is a helpful tool if you have curriculum changes or if you have simply made an error in selecting the course As you add courses to the Courses Selected box the Length of Selected Courses field at the top of the screen will increase incrementally based on the number of units in the course being added When all appropriate courses have been selected for this program the Length of Selected Courses value should equal the Total Program Length value Exit this screen when you have completed the course selection process You have now successfully added a new program to the database To add another program click on the Add a Record button of the record scroll bar This is the button on the far right of the record scroll bar with the on it The record number will increase by one and you will have a blank screen to add an
21. selected fields DO NOT EDIT PROGRAM ID s AFTER CREATING THE COURSE IN THE DATABASE Use the asterisk add button at the far right of the record scrollbar to add new Programs Use the scroll bars on the right side of the screen to modify Satisfactory Progress Standards for Attendance and Grades Weighted Percentages The Programs screen is divided into four sections The largest quadrant in the top left portion of the screen contains basic information about the particular program record selected This information includes a program ID name units required for graduation and a course listing box indicating all required subjects courses necessary for completion of this program of study The next quadrant in the top right portion of the screen displays the current default cost components for this program including a provision for any per unit fees you may charge the student if he she fails to complete the program by the projected completion date commonly referred to as Over Contract Costs These cost elements should reflect the current charges for this program They will be used when enrolling new students and creating a new accounts receivable record Should a student s charges be different from your published cost for the entire program e g if a student is transferring in credit the cost elements may be edited from within the Student Module when you are creating the new student record September 2013 Call Toll Fre
22. strong default prevention practices to ensure continued good standing for both your school and your student borrowers Preparing Default Management Letters September 2013 To prepare your default management letters enter the TRAX Default Management Module The image below will appear in the top right portion of your screen Check for Pending Letters to Borrowers A Grace Delinquent All Letter Types m Repayment D Reference Due Date 03 20 2013 List Pending Letters You can easily review what letters are due to be produced using this box Although the current date will most likely be the general choice you may modify this to any date This can let you look into the future to see what letters will be produced However a student s repayment status may change at any time so exercise caution when viewing future letters Click on what letter type you wish to search or click All Letter Types to view all Then just click on the List Letters Due button The system will display any default management letters due to be sent as of the Due Date in the Review Letters to be sent out list box See the image below Student Name Current Status Loan Loan Type Repayment Status Letter Type Print Letters Mark Letters as Sent to Student The image above will display when the selected student is scheduled to receive their first two grace period letters relative to her FDSL Subsidized loan by the specif
23. student record enter the necessary information exit and then the next student and so on In an effort to add speed and a little more convenience to the system we have designed the Attendance amp Grades Module The Attendance amp Grades Module gives you the flexibility to bulk enter attendance and grade information for large numbers of students from a single screen Using the Attendance amp Grades Module you can not only post attendance and grades but also view a complete attendance and grade history for a student And if you do record daily attendance with an electronic time clock importing your attendance information from your time clock is done with ease Note to Electronic Time Clock Users There are many different time clocks in use by schools today TRAX has not been designed to work with only certain time clocks At no additional charge GEMCOR Inc will customize an import routine to interface with your time clock s software Contact our office for details on this modification Upon entering the Attendance amp Grades Module the Bulk Posting screen appears see below TRAX System POSTING ATTENDANCE GRADE SERVICE Bulk Posting Mode View Selected Student Detail Attendance Interface Grades Interface Select a Student Select Course for Grade Posting SSN Last Name First Name Program typ Program Course ID Course Name 012345678 001 ANDREW ANDY COSM 2 012345679 001 JONES JONI COSM 2
24. the incorrect posting from the Posted Services list and click the Change button Make the necessary corrections and post again To remove a service that has been posted select the incorrect posting from the Posted Services box and click Remove TRAX STUDENT MODULE ANDY ANDREW 012345678 001 Um General Prospect Tracking Enrollment Atiendance Grades Services As R Placement Comments FundingSource AssignSchool Student Services Posted Services for this Student Service ID Service Name Qty Req d Performed Remaining Post Date Service ID Oty Category c01 HAIR COLORING 25 00 2 23 11 02 2009 P01 2 00 Clinical HCO1 MALE HAIR CUT 50 00 9 10 22 2009 HCO1 3 00 Clinical HCO2 FEMALE HAIR CUT 50 00 10 15 2009 HCO1 2 00 Clinical PO1 PERMS 15 00 2 10 02 2009 c01 2 00 Clinical 09 30 2009 HCO1 4 00 Clinical 09 30 2009 HCO2 3 00 Clinical Quantity i Date 08 01 2013 Category change Remove This screen contains the student s record of services required and performed and Grade for Selected Service allows the user to enter services performed The Posted Services box on the right lists all individual completed services already posted to this student s account The Student Services box on the left provides a cumulative record of services Percent Acceptable Range 0 to 100 0 00 performed as well as the outstanding number of services remaining to be completed to meet graduation requireme
25. time As you enter the values in the related cost fields the total program cost at the top of the screen will adjust accordingly If a bold type program cost is not displayed at the top of the cost list a necessary value is null Do not leave any cost fields blank Enter 0 00 for any field that does not have an associated cost If a field is left blank and the total program cost is not displayed at the top of the cost list students accounts receivable records will not reflect the actual charge incurred by them Course Listing The Course Listing box will display all subjects courses required for this program of study When adding a new program to your TRAX system this box will be empty until you select the appropriate courses relative to this program Proper selection of a program s related courses will ease the burden of posting grades to the student record For instance when posting grades to a Medical Assisting student record only the courses related to Medical Assisting are displayed This eliminates the need to search through your entire database of unrelated courses to find the Anatomy course for example To select the courses relative to this program click on the Select Courses button The figure on the following page represents the Select Courses Screen Call Toll Free 1 888 GEMCOR 8 19 COSM GEMCOR Inc TRAX User s Manual 2013 Edition TRAX System SELECT COURSES IN EACH PROGRAM Available Cour
26. to these employers at the 13 week threshold date When return confirmation is received you have documented a successful placement In addition to making placement documentation a less burdensome task this information will be used by your TRAX system to compile annual report information required by most nationally recognized accrediting agencies Comments Tab This tab allows you to enter any Comments you wish to save for a particular student TRAX STUDENT MODULE ANDY ANDREW 012345678 001 Lu General Prospect Tracking Enrollment Attendance Grades Services A R Placement Comments FundingSource AssignSchool Funding Source Tab Select a funding source from the drop down menu on the left and enter an amount You can view current funding sources for this student by using the drop down menu on the right side of the form Use the Record scroll bar to navigate through the database to edit selected fields Use the asterisk add button at the far right of the record scroll bar to add funding sources September 2013 Call Toll Free 1 888 GEMCOR 8 A GEMCOR Inc TRAX User s Manual 2013 Edition Institutional Student Tracking System GEMCOR Inc STUDENT MODULE ANDY ANDREW 0123456738 001 m General Prospect Tracking Enrollment Attendance Grades Services A R Placement Comments FundingSource AssignSchool View Current Funding Sources for Select a Funding Source Federal Pel m
27. total amount charged to the student After the receivables account is created future postings of debits and credits are done on the A R screen Each time a credit or additional debit entry is posted the record will be displayed in the transaction history list in the center of the screen and the balance is updated Posting Credit Records The image below displays the section of the A R screen that will be used to post credit entries to the student s account Transaction Date Type Credit Amount Award Year Debit Credit Credit Type Payment To post a credit entry to a student s account simply enter the transaction date enter the credit amount and credit type select the credit type from the pick list provided enter the award year and payment number and click the Post Transaction button The account will instantly be updated to reflect the payment Use the Comments field provided for any additional unique text you wish to be associated with this entry After posting this transaction you may then wish to use the Print Receipt or Preview Receipt buttons to save for your records or to give to the student Posting Debit Records To post debit entries reflecting additional charges to a student s account click the Debit field in the Type box This will adjust your screen to accept debit entries rather than credit entries The image below displays the new section of th
28. vertical scroll bar will appear along the right side of the list box allowing you to easily scroll through your holiday listing Occasionally you can remove old holidays to simplify the list but be sure all students current old holiday Removing holidays a students current enrollment period will affect completion dates It is also recommended that you register several years of holidays since some part time students may be enrolled over that period of time Example if a student is projected to graduate in Spring 2014 and your holiday list ends at 12 31 2013 the completion date will not reflect holidays in early 2014 lf you have determined that a particular holiday is missing from your selected holiday listing add the holiday in the normal manner described earlier in the section of this manual regarding Holidays Adding a holiday however will not automatically adjust student records regarding satisfactory attendance achievement and projected completion dates Your TRAX system has been designed to be as precise as possible with student records management If a holiday is Call Toll Free 1 888 GEMCOR 8 9 GEMCOR Inc TRAX User s Manual 2013 Edition not recorded in your system the software will assume that the student missed a required day of classes This can impact not only projected completion dates but can also result in an understated attendance percentage and overstated projected over contract dates If you add holidays to history
29. 098 T Records 4 Print Transmit Your TRAX System Currently Manages Students for 1School s Please Record the FILER s Federal Identification Number below that will appear on the 1098 T form as well as the Return Mailing Address for each Institution Use the Navigation buttons on the bottom left of this screen to scroll through each School Record in TRAX School Information Recorded in TRAX Fellld ABC INSTITUTE 123 MAIN STREET IL 312 555 1212 Print Students per page School ID 1223 FILER Federal Identification Number Click here for additional 1098 T assistance Tab 2 Generate 2013 1098 T Data Since TRAX offers the flexibility of adding additional Credit Types to your Accounts Receivable database we need to make sure that any Credit Types you may have added to the Accounts Receivable Database in TRAX is correctly applied to the 1098 T s The example below uses the A R date range of 01 01 13 to 12 31 13 TRAX System Advanced Reporting Module 1098 T 1 School Specific 1098 T Data to Print on Forms 2 Generate 2013 1098 T Data 3 View Individual Student 1098 7 Records 4 Print Transmit Since TRAX offers the flexibility of adding additional Credit Types to your Accounts Receivable database we need to make sure that any Credit Types you may have added to the Accounts Receivable Database in TRAX is correctly applied to the 1098 T Accounts Receivable Post Date Range From 01 01 2013 To
30. 12 Outstanding Principle Record M 1 ofi k FF Institutional Student Tracking System GEMCOR Inc Loan Information References Projected Letter Sent Letter Date s On 11142012 0113 2013 0314 2013 0516 2013 Manually enter date below for letter generation 2nd Delinquent Letter a Letter Sent to References m st Grace Letter 2nd Grace Letter ard Grace Letter 1st Repayment Letter 1st Delinquent Letter Your system will track multiple student loans To create another loan account use the record scroll bar as you would to add data in the School Module Click on the loan record 1st Grace Letter 2nd Grace Letter ard Grace Letter ist Repayment Letter 1st Delinquent Letter Projected Letter Date s On 11 14 2012 01 13 2013 03 14 2013 0516 2013 Manually enter date below for letter generation 2nd Delinquent Letter References September 2013 Letier Sent i Letter Sent to References TE SE button to add a new The right side of the Loan Information screen contains data about default management letters When a student ceases to be enrolled at least half time the student enters his her grace period Your system will automatically calculate projected dates on when default management letters should be sent After sending the letters so the students the system will record when the letters were prepared to document your default
31. 12 31 2013 Step A Generate TRAX A R Credit Generates a List of all of the Credit Types in the Accounts Receivable database in TRAX Type Listing Displays a list of the credit types and allow you to apply those to a Box on the 1098 T form Any Credit Types Left blank will not be induded on the 1098 T form for your Anything left blank needs to be manually applied to the correct 1098 T fund Applies the valid 1098 T Fund Types you chose to the Student Accounts Receivable Records for 1098 T processing only your original Accounts Receivable database in TRAX will remain unchanged Step B View Change TRAX A R Credit institution Click on the down arrow in each Apply to 1098 1 field displayed on the screen Types to properly choose a valid 1098 T Fund Type Where it was possible to determine the TRAX Credit Type as it applies to the 1098 T we have applied the 1098 T fund for you Step C Process 1098 T Data Click here for additional 1098 T assistance Step A Generate TRAX A R Credit Type Listing September 2013 Call Toll Free 1 888 GEMCOR 8 71 GEMCOR Inc TRAX User s Manual 2013 Edition Click this button to generate a list of all of the Credit Types in the Accounts Receivable database in TRAX The following box will appear showing you all of the TRAX Accounts Receivable Credit Fund Types currently in your TRAX system Click the down arrow to select where the 1098T form will apply the funds Blanks in the right column wi
32. 13 Call Toll Free 1 888 GEMCOR 8 53 GEMCOR Inc TRAX User s Manual 2013 Edition TRAX System FIND STUDENT DEFAULT MANAGEMENT select Student Loan Record to Review Check for Pending Letters to Borrowers By Student Name By Social Security Number A Grace A Delinquent gt All Letter Types m Repayment Reference Due Date 08 02 2013 ss RER List Pending Letters Pending Letters to be sent out Student Mame Current Status Loan Loan Type Repayment Status Letter Type Hark Letters as Sent to Student Upon entering the Default Management module of TRAX users will see the screen displayed in the image above Before you will be in a position to use your system for letter production and loan tracking student loan accounts must be created After creating loan accounts you will easily be able to review repayment letters due to be sent to students from this main screen Further you will print and post these letters as being sent all from this main Default Management screen Projected dates for repayment letters are generated by the system based on a student borrower s repayment status After receiving a federal student loan a student will fall under one of several different repayment statuses In School A student s repayment status is In School while he she remains enrolled on at least a half time basis While a student is in school there is no repayment required on Stafford student loans The student will not eve
33. 2013 Edition Overview of TRAX Modules School Module The school module contains all of the global information about your institution In this module you load basic demographic information about the school all of the subjects courses offered by the school and the academic programs offered by the school Beyond curriculum information the School Module also contains databases of your admissions employees the types of advertising you use to attract students employers with whom you place student graduates and a school holiday calendar Once all of your global information has been loaded into the School Module you will only have to revisit the School Module if you are making changes to any of this global information For example if you were adding a new program editing admissions employees or modifying school holidays these functions would be performed in the School Module Student Module The student module is where you will be spending most of your time on a daily basis This module contains all of your student data from prospective student information through placement of that student after graduation Think of the Student Module as a complete file of the student s history at your institution The TRAX Student Module enables you to add new students to your system record attendance and grades for students post accounts receivable data as well as many other features SAP Module The SAP Module has been designed to provide you with the ab
34. BASE Use the astersk add button at the far right of the esd scroll bar above to add new courses Units represent either clock or credit hours The full programs offered by the school must be entered under the Programs tab Example Anatomy course M dical Assiting Program Use the record scrollbar to navigate through the database to edit selected fields DO NOT EDIT COURSE ID NUMBERS AFTER CREATING THE COURSE IN THE DATABASE Use the asterisk add button at the far right of the record scrollbar to add new courses see arrow above In the figure above the record scroll bar indicates that the Professional Image course is the first of 129 courses in the database This record scroll bar serves a similar purpose throughout the TRAX system The following legend best describes the record scroll bar s functions September 2013 Call Toll Free 1 888 GEMCOR 8 14 GEMCOR Inc TRAX User s Manual 2013 Edition Record 141 4 163 gt PL IP of 163 Moves to the first record of the current database of records Moves backwards in one record increments Displays record number of record being viewed Moves forwards in one record increments Moves to the last record of the current database of records Adds a new record to the current database of records Adding or Editing Subjects Courses September 2013 Enter the School Module and click on the Subjects tab to access the database of subjects courses
35. Graduation Forecast 60 Day Graduation Forecast Accrediting Agency Reports IPEDS Backup Enrollment Demographic Date Range Mailing Labels Email Listing Did Not Start Enrolled Graduated Leave of Absence Less than Time Prospect Prospects Date Range Terminated Withdrawn With the exception of Global School Module based reports most reports produced by your system are date specific and will a date range to be entered Since Global reports are printed copies of the data you have entered in the School Module and contain course program holiday listings etc date ranges are not required Simply click on the desired Global report and print your document For reports that say Date Range in the title in the drop down boxes you will need to put a begin date and end date for September 2013 Call Toll Free 1 888 GEMCOR 8 68 GEMCOR Inc TRAX User s Manual 2013 Edition the report at the top of the Standard Reports screen There are also two check boxes that you may check when running reports One of the check boxes Enrolled Only will display the report only for students currently enrolled The other check box Hide SSN will hide the student s Social Security Number from the selected report For student specific reports you will need to select a student from the drop down box in the middle of the screen Note Your TRAX system report functionality utilizes a print preview approach to report gen
36. IDIZED FDSL SUBSIDIZED Refund FDSL UNSUBSIDIZED FDSL UNSUBSIDIZED Refund are acceptable payment types and the Payment Number must be entered on the A R Tab Only enrolled students will be displayed See below for a sample Payments Due Report fi Pell Plus Sub Unsub Payments Due aay This r port conteins list of all students in the TRAX system thet have met the minimum r quirement for esch payment in their TRAX program Report will show whether or not payment is coming due for particular payment period Payments 1 through 10 will be 7 included in this report FPELL Federal Pell FPELL Refond Federal Pell Refund FOSL PLUS FOSL PLUS Refund FOSL SUBSIDIZED Li om ia FOSL SUBSIDIZED Refund FOSL UNSUBSIDIZED FOSL UNSUBSIDIZED Refund are ecoceptable paymnet types and the Payment _ ar Number must be entered on the A R Tab Enrolled Student only will display ee ABC INSTITUTE ANDY ANDREW 012345676 001 Program COSM Payments 4 Units Completed 647 Pati Pawe Pav Pad Pas Path Payt Pate Paw Paytil Refunds Funding Source 450 450 300 300 0 Y F ell 1700 1500 0 PLUS QUE DUE 0 N Subsidized 2567 DUE 0 N Unsubsidized 3940 DUE JONI JONE 012345679001 Program COSM Payments 4 Units Completed 250 Pati Pawe Pav Pav Pas Path Payt Pas Paywto Paytil Refunds Funding Source 450 450 300 300 0 N P ell 2025 0 N PLUS DUE 0 N Subsidized 1293 0 N Unsubsidized 1970 September 2013 Call Toll Free 1 888 GEMCOR 8 79 GEMCOR Inc TRAX Us
37. LogMeln License Agreement Terms and Conditions of Use IMPORTANT PLEAS READ THESE TERMS AND CONDITIONS CARERLILL WHEN TOU HEREAFTER rou OUR ARE ORDERING OF ACCESSING THE LISTED SERYPCES AHWR SOFTWARE FROM LOGMBEIN IMC CUMI These terme and conditions Terma govern the use and linenaing by LMI of the following LogMein service is and related software Logheln Bachup Lots Central Logeln Free LogMetn amiante Logitelr IT teach Login Mar Logan Prof Loginin Brome Cin Rescue Login Aerobie Loge mach Logen Humgch one any other melon Orban OF rs t Sir nd dos Motor orale softwant the Soft and together with t Senin the Products By COMPLETING THE ELECTRONIC ADDEP TANCE PROCESS CLICKING THE SSUBMIT OR FACCEPT BUTTONS SIGNING USING AHY OF THE The following screen will appear and you should choose Typical recommended and click Next September 2013 Call Toll Free 1 888 GEMCOR 8 I LogMein Software options Choote the setup type that best suits your needs You can install LogMeln with default settings or you can choose to specify them dunng installation Typical recommended Custom for advanced users Cancel LL The following screen will appear and you should click Next W LogMeln Destination Folder Choose Destination Location Setup will install Loghtaln in the folder listed below To install to this folder click Next To
38. S Department of Education s EDExpress software Each tab of a particular screen takes you to a linked sub database with additional information relative to the school or student record selected Licensed users also receive regular software upgrades as well as GEMCOR s unparralleled toll free technical support and customer service at 1 888 GEMCOR 8 So grab a few files enter a few students and start getting your student records on the right TRAX September 2013 Call Toll Free 1 888 GEMCOR 8 9 GEMCOR Inc TRAX User s Manual 2013 Edition Getting Started Far too often many of the benefits of a software system go unused The primary reason for this underutilization is the fact that the user is simply unaware of the capabilities of the system To get the best possible use of your new software system you must familiarize yourself with the design of the system This chapter will provide a complete description of the system s design layout and purpose Knowing how a software system interacts will enable you to make the best possible use of your resources Now that you have installed and reviewed the layout and basic features of your new TRAX ns system you are ready to start using the software In order to open the TRAX system you Sie must first launch the Command Center On your desktop there is an icon titled Command Center GEMCOR Inc Double click this icon to open the Command Center CORED Software Applicati
39. Student Year To Date Attendance in Detail Status Lab 0 0 J Present Intern Externship 0 0 11 30 2009 68 25 0 00 000 0 00 0 00 Date Course Lecture Lab Int Ext Excused Merit TotalHrs 12 31 2009 6225 0 00 0 00 0 00 0 00 62 25 Excused 00 09 30 2009 0 00 000 0 00 0 00 Absent 08 31 2009 0 00 0 00 0 00 0 00 Merit 0 0 07 31 2009 000 000 000 0 00 06 30 2009 0 00 000 000 0 00 Select Course If Applicable J NE 34 NNA nan ann nanan nan Total Scheduled Units to Date 4 776 00 Student 4 Date Course Type TotalHrs Total Actual Units to Date 846 75 Absent T ardy Percentage Attendance Achieved 17 73 Dates Projected Over Contract Charges 10 840 61 This screen contains the student s attendance history Posting attendance may be done here or in the Attendance Grades Module from the TRAX main menu Attendance may be posted by LECTURE Theory Non Clinic LAB Clinic or INTERNZEXTERNSHIP You may post attendance by specific course by selecting such course or simply do not select a course for general attendance posting Posting attendance may be done daily weekly or monthly at your option For weekly or monthly posting use the week ending date or month ending date as appropriate Contract Extension Hours HN ame Posting Attendance Records September 2013 For schools not equipped with electronic time clocks manual posting of attendance is necessary Users can elect to enter attendance into t
40. Toll Free 1 888 GEMCOR 8 3 6 GEMCOR Inc TRAX User s Manual 2013 Edition Remove buttons Also keep in mind that entering attendance records can also be performed from the Attendance Grades module discussed later in this User s Guide Grades Tab The Grades screen of the Student Module gives you the ability to enter grades achieved and to view a complete history of the student s academic achievements with a cumulative grade average to date TRAX STUDENT MODULE ANDY ANDREW 012345678 001 B General Prospect Tracking Enrollment Attendance Grades Services AJ R Placement Comments FundingSource AssignSchool Student Courses Date HME Percent Method Applies Theory Course ID CFP CFT1 CFT2 CFT3 CRTA CRTB Course Name Grade Average to Date 85 96 Practical COSMETOLOGY FINAL PRACTICAL Clinical COSMETOLOGY FINAL TEST 1 RES COSMETOLOGY FINAL TEST 2 Total Weight tT ype COSMETOLOGY FINAL TEST 3 Posted Grades for this Student REVIEW TEST A Post Date Course ID Category Grade Letter Term REVIEW TEST B 07 31 2013 CFP Theory 80 00 Category Theow Practical Clinical 12 12 2009 CT4 Theory 31 00 11 30 2009 CT3 Theory 83 00 Brats fee telle 11 02 2009 POT Clinical 72 00 Percent Acceptable Range 0 to 100 0 00 A BEC To delete a grade select the erroneous entry above then click the Remove Grade button Term 11 02 2009 P01 Clinical 72 00 10 31 2003 CT2
41. al Prospect Tracking Enrollment flemianne punis Services A R Placement Comments FundingSource AssignSchool Social Secury Number 012345676 001 Student Current Status ENROLLED Last Name BNOREW Status Change Date 02 04 2010 First Name JANDY MI E Classification If Applicable NEW Date of Birth 03 15 1979 Name of Previous College Home Address Phone Street Address 11 MYSTREET City ANY TOWN Emergency Information Ee Contact MARY ANDREW Zip Code 66666 Relation to Student MOTHER Peete Mees 31 2 555 4545 Telephone Number 312 555 4545 Cell Phone Email Address ES E Clock Badge Number Drivers License Student Permit Number This screen contains general demographic information about the student Use the Current Student Status field to change status to withdrawn Terminated Graduated Leave of Absence or lt 1 2 time All other status choices will update automatically September 2013 Call Toll Free 1 888 GEMCOR 8 28 GEMCOR Inc TRAX User s Manual 2013 Edition Prospect Tab The Prospect tab shown below displays all information relative to the student s status as a prospective student Information from this screen is gathered for three independent purposes marketing analysis and performance reports daily schedule planner and annual reporting A handy Comments notepad on the bottom left of the screen can be used to store any text messages you wish to retain in the s
42. alth amp Public Safety The figure below displays the Programs tab of the School Module SCHOOL MODULE ABC INSTITUTE _ TRAX System Use Scroll Bars on the right to modify Satisfactory Progress Standards for Attendance and Grades Weighted Percentages Program ID a Units Weeks Program Cost 9 995 00 cosu iPayPrd PayPrd AON n Application Fee 50 00 Name of Program 450 20 Enrollment Fee 5100 00 COSMETOLOGY E a Laboratory Fee 50 00 vo bas 39 145 00 Required Units 1500 Le oks 200 00 Elective Units 0 ment 350 0 Program Length 1500 Length in Weeks J Miscellaneous 5200 00 demic Year Units a Ge ST Over Contract Cost per Unit 56 67 cademic W Weeks j A of Allowable Absences Without Cost 10 Formula Type i 0 i oa ie eine a Number of Payments 4 Satisfactory Progress Attendance Standards 1 Do you track attendance for satisfactory academic progress Minimum Required nf Attendance EA BRAT Course Listing Record H 1 of 4 E oR ORE ix Mo Filte Search This screen contains information about the programs offered by the institution Complete all fields az necessary Use the astensk add button at the far right of the record scroll bar above to add new programs DO NOT EDIT PROGRAM ID AFTER CREATING THE PROGRAM IN THE DATABASE Complete all fields as necessary Use the record scrollbar to navigate through the database to edit
43. amounts for an E academic period beginning January March 2014 STUDENT S social security number 2013 Form STATEMENT FILER s Federal Identification no TUITION 1098 T 4 Adjustments made for a prior year 6 Adjustments to scholarships or grants for 4 prior year 8 Check if at least half time student 9 Check if a graduate student 10 Ins contract reimb refund Here you can print your forms by clicking the Print 1098 T Forms button This option will print your forms with the page layout that you selected in step 1 1 page or 3 page These forms should be postmarked by January 31 GEMCOR will electronically file your data for you if you export and transmit your 1098 T data to us by mid March We recommend that you wait until March to send us your data just in case you need to go back and make any changes to students forms The Export 1098 T Data to your Computer button will export your data to a file on your hard drive Next click the TRANSMIT to GEMCOR for Electronic Filing with IRS button to transmit your data to us so that we can process and electronically file it for you We September 2013 Call Toll Free 1 888 GEMCOR 8 7 3 GEMCOR Inc TRAX User s Manual 2013 Edition will send you a listing to approve once we receive your data and will not electronically file it until it is approved by your school TRAX System Advanced Reporting Module 1093 T 1 Schoo
44. anual 2013 Edition TRAX System In the upper left corner of this screen you will see the current version number of the TRAX system that you are running see arrow above Below the picture of the students on this screen you will see the day and date Since the system is controlling information based on specific dates such as attendance grades or accounts receivable it is important that your system date is properly set The username and password to login to TRAX are both GEMCOR This will bring you to the TRAX main screen see below Your new TRAX software system is divided into several modules that interact with each other to control all of your student record management functions The TRAX Main Menu displays these modules when you enter the software September 2013 Call Toll Free 1 888 GEMCOR 8 11 GEMCOR Inc TRAX User s Manual 2013 Edition User Logged In gemco Your TRAX License Expires on 06 30 2014 ABC INSTITUTE 123 MAIN STREET FAX 312 555 1213 ANYTOWN IL 66666 School ID 112233 Student Records LAL Software GEMCOR Inc Phone 1 630 633 5600 400 D Quadrangle Drive Bolingbrook Illinois 60448 FAx 1 630 633 5605 This is the TRAX Main Menu On the top of this screen you will see the username that is logged into the system along with the school name address school ID phone number and fax number At the top right of this screen you will see the date on which your TRAX lic
45. ards at whatever check point or interval you wish Quantatitive Progress A student s quantatative progress represents the student s level of completion of the program based on attendance time this measurement is often referred to as an attendance average A school s quantative progress standards are usually measured as a percentage of scheduled hours that a student must physically attend i e 67 Students must meet this minimum percentage standard at each SAP evaluation or face probation loss of federal aid or even termination depending on the school s written policies As you record attendance in the student record of TRAX the attended hours are summed and calculated as a percentage of the total scheduled time that a student has committed to when he she enrolled For example if a student has been enrolled for 10 weeks on a 30 hour per week schedule and your attendance standard is 67 the student must have physically completed at least 200 hours to be considered as meeting your attendance standards 200 300 67 the minimum attendance average a student must maintain is also recorded in the program record of the School Module All students enrolled in that program are held to that standard The SAP Module produces institutional summary reports and individual student report cards at whatever checkpoint or interval you wish We mentioned earlier that most schools have vast differences in SAP procedures One of these procedures is how often t
46. ary SSN it will assign a nine digit number to the student record The first temporary SSN you create will be 000 00 0001 The next will be 000 00 0002 and so on To change a temporary SSN to a valid SSN or to correct an existing SSN that may have been entered incorrectly enter the Utilities Module and proceed according to the following instructions Using the pick list provided select the Change ssw tit student who s SSN you wish to modify Select the Student SSN To Update a Update Seected ssn Change the SSN to pO Enter the correct SSN in the Change the Use this feature to modify a student s SSN This utility will permanently update all linked tables to SSN to field provided reflect the modified Social Security Number Click the Update Selected SSN button September 2013 Call Toll Free 1 888 GEMCOR 8 62 GEMCOR Inc TRAX User s Manual 2013 Edition Click Yes to confirm option to change the Students SSN Enter your password to Change the SSN for this student Cancel Enter Password as the password to proceed password Microsoft Access Although the SSN has been modified all student data remains The Student SSN has been successfully updated unchanged in the system PASSWORD HAS BEEN VERIFIED Purge Prospects and Holidays To purge prospects in the TRAX system enter the date in which you wish to purge prospects prior to The default date is 90 days pr
47. at your institution When you are initially setting up your system the first record in the Subjects database Record 1 will be blank Although a course description is optional you must enter a Course ID Name and Length for all subjects courses entered into the database Courses should be set up for any subject matter for which you will be posting grades to the student record Course ID A Course ID can be up to six characters in length and should be reasonably identifiable Student report cards and course grades were identified with a Course ID rather than by course name An example of a Course ID for Word Processing 101 would be WP101 The subjects courses entered into the TRAX system are indexed and linked by Course ID number Course ID s may not be changed after they have been established You may however edit course names lengths and descriptions after the course record has been loaded Create a Course ID and enter it into the Course ID field on the screen Use your Tab or Enter key to proceed to the next field Name of Course Enter the name of the subject course you are loading into the system A Course Listing report will provide a hard copy printout of all course data entered into the system This can be a useful tool for cross referencing Course ID s with names lengths etc at a later date Length in Units The length of a particular subject course is measured in a universal term called units A u
48. be recouped many times over with its unprecedented enrollment status change functionality The figure below represents the final significant area of the Enrollment screen the Change Enrollment Status box Using this feature you can record an unlimited number of status changes for a student throughout his her attendance at the school Each time a student elects to modify his her scheduled attendance commitment is treated as an independent period of time Status Start 01 05 2009 Current Status End Start Date End Date Weeks Sched Attendance Proj Attendance For example let s say a student begins his her program at a 30 hours per week schedule Six weeks into classes he she requests a change down to 15 hours per week This schedule continues for four weeks Then a four week leave of absence ensues The student returns from the leave at a 20 hour per week schedule but withdraws two weeks later Confusing Yes Uncommon No How do you track all these changes and still arrive at accurate scheduled attendance values Am I considering students as maintaining SAP when they are not How do inaccurate scheduled attendance values affect refund calculations These are critical questions that must be addressed to efficiently operate your institution The answer is simple Your TRAX system can record each of these attendance segments September 2013 Call Toll Free 1 888 GEMCOR 8 33 GEMCOR Inc TRAX User s Manual 2013 Edition
49. bring you to the below menu TRAX System Enrollment Demography Reports Sorted by SSN ETE Sorted by Alpha NACCAS Reports gt License Exam Date Range Begin Date 01 01 2013 End Date 12 31 2013 Change the dates above to reflect the 12 month period of time the report covers for Licensure YEAR END REPORTING For NACCAS Reports select a calendar year from the drop down menu Enter the license exam date range to reflect the 12 month period of time the report covers for Licensure Then click the NACCAS Reports button For Enrollment Demography Reports you can click to sort the report by SSN or Alphabetically See below for a sample Enrollment Demography Report Enrollment and Demographic Report Detail End Date 12 31 2012 SSN Name Status Start Status Race Age Range Sex Marital Dep Status Income Level 012345678 001 ANDREW ANDY ENROLLED 01 05 2009 02 04 2010 CAUCASIAN 24 29 MALE SINGLE DEPENDENT 30 000 012345679 001 JONES JONI ENROLLED 07 01 2009 07 27 2004 24 29 Total Count of Enrollees will equal the subtotals below if all prospect fields have been entered into TRAX Total Enroll Race Age Range Income Level Marital Status CAUCASIAN MALE 1 24 29 4 30 000 MALE 1 SINGLE MALE 1 24 29 MALE 1 1 2 September 2013 Call Toll Free 1 888 GEMCOR 8 76 GEMCOR Inc TRAX User s Manual 2013 Edition Backing Up Your Student Records Diligent and timely backups of your computer files are the most im
50. click on the Add a Record button of the record scroll bar This is the button to on the far right of the record scroll bar with the on it The record number will increase by one and you will have a blank screen to add another employer Continue until all employers have been added to the system To edit an existing record scroll through the records using the record scroll bar until the record you wish to edit is displayed September 2013 Call Toll Free 1 888 GEMCOR 8 23 GEMCOR Inc TRAX User s Manual 2013 Edition Holiday Tab The Holiday tab of the School Module contains a database of all dates on which your school is closed These holidays are relevant regarding the accurate calculation of students projected program completion dates Your TRAX system already assumes a five day school week Therefore it is not necessary to register weekends as holidays The figure below represents the Holiday tab of the School Module SCHOOL MODULE ABC INSTITUTE TRAX System General Subject Service Program Staff Lead Employ Holiday Scale Fund Src Terms Enter the Date to Add or Remove 07 31 2013 I Selected Holidays Taranii This creen contains a database of school holidays ou may add or 0170172007 12 26 2006 12 26 2006 12 24 2006 1142772006 117 2672006 09 06 2006 OF 04 2006 054372006 02 75 2006 02 14 2006 remove holidays at your option This featu
51. ctions There is no limit on how early a report can begin Entering a begin date of 01 01 1990 or even 01 01 1900 would surely include all date through your specified end date in a cumulative report For Date Specific Reports Begin Date HARE End Date 0743142013 mmddyy mmddyy Student Record Filters September 2013 Filtering a report to include only a single student is similar to the date filters discussed above If you wish to generate a report for a single student simply select the desired student from the pick list then select the report type and print as normal For Student Specific Reports Select Student Generating reports from your TRAX system is quick easy and does not modify any data in our database It simply collects the data based on your direction and displays it for preview Feel free to familiarize yourself with the report capabilities by creating various reports on a self tutorial basis The print preview approach to report generation used by TRAX conveniently gives you the opportunity to cancel the actual printing of a previewed report by simply pressing your escape key Call Toll Free 1 888 GEMCOR 8 69 GEMCOR Inc TRAX User s Manual 2013 Edition Advanced Reporting The Advanced Reporting Module assists users with processing and printing the 1098 T forms The 1098 T functionality is usually released after the first of the year for TRAX clients to begin processing 1098 T s Click t
52. d functions General Tab The General Tab under the School Module displays general demographic information about the institution The address and phone information are entered in the left column of the screen followed by relevant ID numbers in the center and branch or corporate structure information on the right Most of this information will remain constant throughout the life of the institution but may be edited at any time from within the School Module Use your Tab or Enter key to navigate through this screen as you enter your institution s general information TRAX System General Subject Service Program Staff Lead Employ Holiday Scale Fund Src Terms SCHOOL MODULE ABC INSTITUTE Address Phone Information LD Numbers Branch Information Name of Institution EEC INSTITUT EE 111222333 Branch Code Street Address 123 WAIN STREET FPELL 12233 j Branch Dese City JANYTOWN Loan 612233 0 State IL el OPE 00112233 Zip Code E6666 Accreditation 23466 O Corporate Structure Telephone Number 212 555 1212 State 00011122 CORPORATION SUBCHAPTER S Fax Humber 212 555 1213 Campus B azed Coo Email Address Oe TAID Used for 1098 T Filer s Federal Identification no Name This screen contains general demographic information about the institution Information may be modified by editing the selected fields September 2013 Call Toll Free 1 888 GEMCOR 8 13 GEMCOR
53. dent records in your system The next chapter covers the Student Module and its related databases Before beginning to create student records please review the Student Module chapter of this manual for detailed explanations of the module s capabilities An extensive knowledge of the software will enable you to maximize the benefits of your new TRAX system September 2013 Call Toll Free 1 888 GEMCOR 8 26 GEMCOR Inc TRAX User s Manual 2013 Edition Student Module Although the School Module represents the infrastructure of your TRAX system the Student Module is where your critical daily student records are maintained On a continual basis data in your Student Module is constantly changing New students are added Attendance grade and accounts receivable information are recorded and documents and appointments are being monitored All of this information is at your fingertips in the Student Module Like the School Module the Student Module is also designed using a tab based layout Upon selecting an existing student record or creating a new one the Student Module screen displays all linked student databases in a horizontal tab format TRAX System Select Active TRAX Student Select Inactive TRAX Student SELECT A STUDENT By Social Security Number By Social Security Number By Student Name By Student Name Add a New Student to TRAX select Prospect TRAX Student Social Secunty Number plus Suffix By Social Secunty Number
54. e A R screen that will be used to post debit entries to the student s account Transaction Date Debit Amount Award Year 2013 0807 2013 OL Ni Debit Type Payment September 2013 all Toll Free 1 888 GEMCOUR amp 39 GEMCOR Inc TRAX User s Manual 2013 Edition To post a debit entry to a student s account simply enter the transaction date enter the debit amount and credit type select the credit type from the pick list provided enter the award year and payment number and click the Post Transaction button The account will instantly be updated to reflect the payment Use the Comments field provided for any additional unique text you wish to be associated with this entry After posting this transaction you may then wish to use the Print Receipt or Preview Receipt buttons to save for your records or to give to the student The unearned tuition balance represents the value of the training still remaining to be provided to the student It is determined using the student s contracted charges and his her hours in the program remaining to be completed The amount displayed here is a real time up to date figure However the reports module will provide an unearned tuition report based on any date range which will be extremely useful at audit time The A R balance value represents the current balance owed to the school by the student It is determined using all debits and credits posted
55. e CDR calculation months before you receive your pre published and official CDR s from the Department of Education Attendance Grades TRAX gives you two options for recording student attendance and grade information Users can post attendance and grades on the individual student record from within the Student Module OR YOU CAN POST THIS DATA FROM THE Attendance Grades Module This module has been designed to easily select a particular student from a pick list rather than exiting out to the Select Student screen in the Student Module You will find that posting attendance and grades from within the Attendance Grades Module is a much more efficient and quicker way to record data However you will always be able to view and enter attendance and grade information from within an individual record in the Student Module If you use an electronic time clock to record daily attendance information this data can be imported into TRAX Since there are a number of different time clock manufacturers you will need to provide us with the export file specifications of your time clock software We will then be able to program the correct import routines for a smooth transition of your attendance data from the time clock into TRAX Utilities Module The Utilities Module serves functional and troubleshooting purposes On the functional side its primary use will be to edit a particular student s social security number You may be wondering why this type of m
56. e 1 888 GEMCOR 8 17 GEMCOR Inc TRAX User s Manual 2013 Edition The third quadrant in the lower left portion of the screen contains your satisfactory attendance standards for this program This percentage standard will be used to determine satisfactory attendance achievement for students enrolled in this program of study The final quadrant in the lower right portion of the screen contains your satisfactory academic standards for this program using either GPA or percentage measurement This standard will be used to determine satisfactory academic achievement for student sin this program of study The record scroll bar is used in the same manner as described earlier in this chapter Adding or Editing Programs September 2013 Enter the School Module and click on the Program tab to access the database of programs offered at your institution When you are initially setting up your system the first record in the Programs database will be blank You may create a new record at this time Program ID A Program ID can be up to six characters in length and should be reasonably identifiable Many of the reports generated by you reflecting a program of study will display this ID Examples of Program ID s for the Medical Assisting program would be MA or MEDAST The programs entered into the TRAX system are indexed and linked by a Program ID number Program ID s may not be changed after they have been established You
57. eave any fields blank Indicate 0 where no fee exists The system will calculate the Total Program Cost at the top of the cost list This value should never be blank A blank cost value will result in inaccurate accounts receivable data The Over Contract Cost fee represents the per hour charge you 30 00 Total Program Contract Cost Total Program Cost 6 950 00 Call Toll Free 1 888 GEMCOR 8 3 9 GEMCOR Inc TRAX User s Manual 2013 Edition assess for attendance beyond a projected completion date This fee will never be automatically charged to a student After you have confirmed that the cost information is accurate for this student click here to create an accounts receivable A R record and post the initial charge to the student s account Changing Enrollment Status Let s face it It s a fact of life that some students will not complete their entire program at the original attendance schedule under which they enrolled Reality has shown that sometimes a student will not be able to maintain 30 hours per week and may have to change to a lesser commitment Later they may be in a position to return to their original or some other attendance schedule Some might need a leave of absence during which time no attendance is expected These fluctuations can make satisfactory attendance calculations projected completion dates and over contract costs difficult to determine Your investment in the TRAX system will
58. efault Management 90 10 Revenue Tracking amp 1098 T Reporting Unearned Tuition Calculations Gainful Employment Disclosure Information System Requirements IBM Compatible Personal Computer PC Windows XP Windows Vista and Windows 7 or Windows 8 Operating Systems ACD CDR or DVD Drive Microsoft Access 2010 or installation of the Microsoft Access Runtime 2010 files September 2013 Call Toll Free 1 888 GEMCOR 8 9 GEMCOR Inc TRAX User s Manual 2013 Edition Table of Contents Overview of TRAX Modules 4 Installation 6 Getting started 10 School Module 13 o General 13 o Subject 14 o Service 16 o Program 17 o Staff 21 o Lead 22 o Employ 23 o Holiday 24 o Scale 25 o Fund Src 26 Student Module 27 o General 28 o Prospect 29 o Tracking 30 o Enrollment 30 o Attendance 36 o Grades 3 o Services 38 o A R 38 o Placement 40 o Comments 41 o Funding Source 41 o Assign School 42 Fast Grade Posting 43 SAP 44 Term Transcript 47 Attendance Grades 48 Default Management 53 TRAX Utilities 62 Standard Reports 66 Advanced Reporting 1098 T 70 Gainful Employment Disclosures 75 Disbursement Journals 76 Year End Reporting 76 Backing Up Your Student Records 77 TRAX User s Manual 78 License Renewal 79 Payments Due Report 79 Versions of TRAX 80 Training 81 September 2013 Call Toll Free 1 888 GEMCOR 8 3 GEMCOR Inc TRAX User s Manual
59. enerated your data on the 2 Generate 2013 1098 T Data tab you can view the individual student 1098 T data you can reprint anytime you wish without having to re September 2013 Call Toll Free 1 888 GEMCOR 8 72 GEMCOR Inc TRAX User s Manual 2013 Edition generate your data You can also make changes to the student 1098 T data on this screen TRAX System where appropriate Advanced Reporting Module 1098 T 1 School Specific 1098 T Data to Print on Forms 2 Generate 2013 1098 T Data 3 View Individual Student 1098 T Records 4 Print Transmit View Modify Student 1098 T Detail Once you have generated your data on the 2 Generate 2013 1098 T Data tab you can view the individual student 1098 T data You can reprint any time you wish without having to re generate your data You can make changes to the student 1098 T data on this screen where appropriate Click here for additional 1098 T assistance 1098 T Student Detail m CORRECTED if checked FILER S name street address city state ZIP CODE and telephone number STUDENT S name Street address including apt no City State ZIP code Tab 4 Print Transmit 1 Payments received for qualified tuition and related expense 2 Amounts billed for qualified tuition and related expense 3 Check if you have changed your E reporting method for 2013 5 Scholarships or grants 7 Check this box if the amount in box 1 or 2 includes
60. ense will expire See arrow above Clients should renew TRAX licenses in June of each year by calling 1 888 GEMCOR 8 and asking a member of the IT department to update your TRAX license The screen above shows the data that would be automatically entered if you were using the TRAX Demonstration version of the software The TRAX Main Menu lists the following buttons modules for you to select from Fast Grade Posting School Module Student Module SAP Term Transcript Attendance Grades Default Management TRAX Utilities Standard Reports Advanced Reporting Gainful Employment Disbursement Journals Year End Reporting TRAX User s Manual License Renewal Payments Due Report 0000000000000000 September 2013 Call Toll Free 1 888 GEMCOR 8 12 GEMCOR Inc TRAX User s Manual 2013 Edition School Module The first time you enter your new TRAX software system a School Initialization routine will be launched This will take you into the School Module where you will load all of your global school information After you load all of your school data the initialization routine will no longer be initiated when you enter the system You can conveniently modify any data in the School Module by selecting the School Module button from the Main Menu The school module is made up of 11 sub tabs each containing data relative to the institution s structure The following is a description of each of the School Module s sub tabs and their relate
61. er s Manual 2013 Edition Versions of TRAX How to Find Out What Version of TRAX You Currently Have In order to find out what version of TEAM you currently have open the Command Center and click on the Enter TRAX On your TRAX login screen look at the upper left corner of the screen Here you will find your current version of TRAX In this example the 100 represents the version number of TRAX that the system is currently using Next to the version number you will see either the letter C or T If you have the letter C this means that your TRAX software is running off of your C drive on your computer and you can only use TRAX on one users machine If you have the letter T this means that your TRAX software is running off of your school s T drive which is a network drive If you have the T version users can access the TRAX software from multiple machines locations How to Find Out What the Most Current Version of TRAX Is In order to find out what the most current version of TRAX is Open your web browser and go to www gemcorinc com Then click on the Software link at the top of the page Under the picture that is labeled TRAX you can see the number of the most current version of TRAX If the version number on your home screen of TEAM does not match the most current version number on the website read on to find our how to get the most current version of TEAM In the image to the right the most current v
62. eration After selecting the desired report type the report will appear on your screen in preview mode Click File then Print to send your report to the computer s Print Manager You may also print by pressing Ctrl P from your keyboard This opens your Windows print manager Filtering Reports Any report that excludes some of the data in your system is referred to as a filtered report You may filter a report based on a specific date range or by specific student record An attendance report for the month of January is an example of a filtered report since attendance achieved before and after January is excluded from the report Date Range Filters You can filter a report for any date range you wish from a single day to several years To filter a report by date range enter the begin date and end date of your desired period Although the date fields may only display a standard six digit date the system uses a Year 2000 compliant eight digit date value Date ranges must be entered in the eight digit format MM DD YYYY January 31 2013 should be entered as 01 31 2013 There may be an occasion for you to require a report that includes cumulative data through a specific end date i e no specific begin date An unearned tuition report or accounts receivable balance report requested by your auditor as of the end of your fiscal year is an example of this type of report To achieve this result enter a begin date early enough to include all transa
63. ersion of TRAX is 100 How to Get the Most Current Version of TRAX In order to get the most current version of TRAX first make sure that you are closed out of the TEAM program Then open your Command Center On the TRAX side of the Command Center click on the TRAX Upgrade button and carefully follow the prompts until you are notified that your system has been successfully upgraded TRAX Upgrade If you do not have the TRAX Upgrade button on the TRAX side of your Command Center or if the button is not enabled please call GEMCOR at 1 888 GEMCOR 8 so that we can give you the necessary update September 2013 Call Toll Free 1 888 GEMCOR 8 80 GEMCOR Inc TRAX User s Manual 2013 Edition Training When you purchase the TRAX software GEMCOR IT staff will schedule an in depth TRAX training with you to go over all of the details of the TRAX software Your TRAX purchase also includes unlimited Technical Support from our IT staff We are available 9 00am 5 00pm central time Monday Friday to help you with any support needs that you may have Please call to soeak with Laurie or Terrah with any of your TRAX questions GEMCOR Inc 400 D Quadrangle Drive Bolingbrook Illinois 60440 Phone 1 888 GEMCOR 8 Fax 1 888 9 GEMCOR Phone 1 888 436 2678 Fax 1 888 943 6267 September 2013 Call Toll Free 1 888 GEMCOR 8 S1
64. he Advanced Reporting button from the TRAX Main Menu This will bring you to the following screen where you should pick the appropriate calendar year that you wish to enter The below example will be using the 2013 Calendar Year as an example If you need additional assistance you can go to our website www gemcorinc com on the downloads page and download a copy of our 1098 T newsletter which breaks down what data should go into each box on the 1098 T forms _ TRAX System Advanced Reporting Module 2011 Calendar Year 1098 T Tuition Statements 2012 Calendar Year 1098 T Tuition Statements 12013 Calendar Year 1098 T Tuition Statements Tab 1 School Specific 1098 T Data to Print on Forms The School Information that you have recorded in TRAX will automatically be transferred onto this form If you wish for your 1098 T return mailing address to be something other than the address that you have entered in TRAX enter it here Next choose if you wish to print three 1098 T forms per page or one 1098 T form per page with the student s ledger attached Don t forget to enter your FILER S Federal Identification Number on the bottom of this form See arrow below September 2013 Call Toll Free 1 888 GEMCOR 8 70 GEMCOR Inc TRAX User s Manual 2013 Edition TRAX System Advanced Reporting Module 1098 T 1 School Specific 1098 T Data to Print on Forms 2 Generate 2013 1098 T Data 3 View Individual Student 1
65. he TRAX system on any interval desired i e daily weekly or monthly To enter an attendance record enter the date and the number of hours attended in the appropriate category based on whether the attendance was lecture lab etc when the total hours value is accurate for this attendance record click the Post Attendance button The record will be created and listed in the attendance history box to the right If you wish to record attendance by subject course select the desired course from the pick list before posting This is not mandatory since most schools do not need to track attendance by specific subject matter If posting attendance for a week or month at a time it is recommended that you use the last date for that period as the posting date However use caution when posting attendance for long periods of time in a single entry This may be misconstrued by the system For example if you post attendance for a full week in one entry and the last date of that week was June 1 running a satisfactory progress report as of May 31 will not pick up any attendance information for the last several days in May because this time is part of an attendance entry dated June 1 Error corrections in the area of attendance are also easy to perform If an attendance record was erroneously entered you may change or remove the record by selecting the entry in question from within the history listing and clicking the appropriate Change or Call
66. hool Loan Information Click on the Loan Information tab to access the student s loan records The Loan Information screen contains information about each loan a student has obtained at your school To create a single loan record enter loan number 1 and select the loan type Loan counseling dates and principal amounts are not required fields but may assist you for documentation and tracking purposes Since it is expected that loan records will be created while the student is attending your school the Repayment Status field defaults to In School with the repayment status date being the system date If creating loan records after students have already left school manually set the correct repayment status on the loan record The system will automatically calculate repayment entry dates and projected letter dates based on the student s enrollment status and date For currently enrolled students these fields will remain blank until the student ceases to be enrolled at least half time and the status is modified in the Student Module September 2013 Call Toll Free 1 888 GEMCOR 8 56 General Student Information GEMCOR Inc TRAX User s Manual 2013 Edition TRAX System DEFAULT MANAGEMENT Loan Number 1 Type ofLoan FOSL SUBSIDIZED Fl Date of Entrance Counseling 03 01 2012 Date of Exit Counseling 5 625 00 Date Loan Entered Repayment 04 16 2012 Repayment Status GRACE PERIOD ii Repayment Status Date Na3020
67. ied letter due date If the specified letter due date was January 31 2012 her first grace letter would be produced in November and the second in January To produce these letters just click the Print Letters button The letters will be produced in a print preview mode as are all other reports in your TRAX system To send the print job to your Windows Print Manager click file then print or if you prefer press Ctrl P on your keyboard After printing the letters you will want to mark those letters as being sent to the students Click the Mark Letters as Sent to Students button to update the students records Call Toll Free 1 888 GEMCOR 8 60 September 2013 GEMCOR Inc TRAX User s Manual 2013 Edition Failure to update the student record will cause the system to think that letters were not sent and will result in unnecessary letter duplication If for any reason you wish to reproduce any default management letter that has already been produced and marked as sent simply retrieve the student s loan information screen and manually remove the date in the Letter Sent On field The absence of this date will cause the system to reprint any letter whose projected latter date has passed Whether you choose to manage your default prevention responsibilities yourself or employ an outside service the diligence accuracy knowledge and follow up of your default management staff can help to ensure continued availabil
68. ility to run satisfactory progress reports users will not input additional student data in the SAP Module rather this module will extract attendance and grade information from the student record to determine whether or not he she is making satisfactory progress The module provides for two types of reports one represents a summary listing of all students data extracted from the system This report is designed for the school s use The second type of report is commonly referred to as a report card this student specific report contains all of the student s attendance and grade history with explicit statements on whether or not the student is meeting your satisfactory progress standards SAP reports can be run based on any date range you select as well as on any attendance interval you select i e all students who should have completed a certain number of attendance hours Standard Reports Module Although your SAP reports are generated from the SAP Module most of your system s global report capability is obtained through the Standard Reports Module In this module you may print a variety of reports from lists of all data loaded into the School Module to admissions representative performance reports periodic attendance reports all financial reports state specific reports and accrediting agency annual reports We realize that there may be some reports that would be of benefit to you which are not preprogrammed into the TRAX system We
69. install to a different folder click browse and select another folder Destination folder C Program FiesLogheln Browse Cancel GEMCOR Inc TRAX User s Manual 2013 Edition The following screen will appear and you should wait until the green bar finishes loading and wait until the second box appears i LogMeln Installation Install status Setup is performing the requested action Please wait wine the Setup wizard installs LogMeln This may take a few seconds When this box appears your setup is completed and you can click Finish September 2013 Call Toll Free 1 888 GEMCOR 8 GEMCOR Inc TRAX User s Manual 2013 Edition Setup Completed Logviein i now installed on this computer dc00ss this computer remotely qo te er ar gMtln gar MH J mi I WILT WET IT et id password Heed help Wieit wa LogMeln com suport LogMe Once you have completed the installation of LogMeIn on the computer that you wish to have TRAX installed our Technical Support Staff can log into your machine remotely and install the TRAX software for you Installation of the TRAX Software through a CD mailer package Workstation Installation from CD Close any programs which may be minimized or running on your system Place the TRAX CD into your CD ROM CD RW or DVD ROM drive The autorun feature will begin the installation automatically If it does not browse for your CD drive on your computer an doub
70. into the system to date lf at any time you wish to delete an entry that you have previously posted just click on the entry you wish to delete and click the Delete Selected Entry button You may also print a ledger for the student at any time by clicking on the Student Ledger button To reconcile balances click the Reconcile Balances button Placement Tab The Placement screen of the Student Module continues tracking your students even after they ve graduated Keep information regarding where they are employed and for how long to document your placement efforts and responsibilities TRAX STUDENT MODULE ANDY ANDREW 012345678 001 Lu General Prospect Tracking Enrollment Attendance Grades Services A R Placement Comments FundingSource AssignSchool September 2013 Call Toll Free 1 888 GEMCOR 8 40 GEMCOR Inc TRAX User s Manual 2013 Edition Tracking Graduate Placement The benefits of your TRAX system do not end when the student leaves your school The placement features of your system not only continue to track alumni but also document your placement efforts Upon a successful placement select the employer from the pick list provided Remember your employer database was created when you set up your School Module Enter the employment date and your system will calculate a projected confirmation date 13 weeks into the student s employment Then generate letters of confirmation
71. ior to today Then click the Purge Prospects button A message box will appear telling you that Prospects with initial contact dates prior to the date that you entered will be deleted Click Yes you are sure you want to continue and another box will appear telling you that the prospects have been deleted To purge holidays in the TRAX system enter the date in which you wish to purge holidays prior to The default date is 2 years prior to today Then click the Purge Holidays button A message box will appear asking you if you are sure you want to delete all of the holidays prior to the date that you entered Click Yes you are sure you want to continue and another box will appear telling you that the holidays prior to the date that you entered have been removed from the TRAX system Deleting Student Records The Delete Student function of TRAX allows you to delete a student s data from the current database This feature will be most useful when your current database becomes overloaded with years of withdrawals graduates or perpetual prospects You will also find this feature necessary for a student who already has a current record in the system and has returned to school at a later date to enroll in a different program Since the system does not allow duplicate SSN records you will need to delete the existing record for a student and then re enter the returning student as you would any other student that you were adding to the database
72. ition Installation GEMCOR now installs TEAM and TRAX remotely through LogMeIn This is the fastest and most convenient way to install our software on your computer and it only takes a few easy steps First we need to install LogMeln on the computer in which you want to run TEAM or TRAX Please call our Technical Support Staff when you are ready to install the LogMeln software on your machine We will then send you an installation link via email that looks like the one below Subject LogMeln Installation Link In order for us to install TEAM TRAX on your computer you must first install the LogMeln software Please click on the following link and do a typical installation taking all of the defaults If it asks you for a computer access code please type gemcor123 You will know that the installation has completed successfully when it takes you to a screen that says Welcome to logmein Once this is complete please reply with your computer s windows username and password This is what you use to log onto your computer upon start up Then can go ahead and log on to your machine and install the software for you https secure logmein com i l en amp c 00 zs64zt7xSxon03wvtfywk5ilghxpx23x7it22z Thank you and have a great day Serrah Dpoolitra Information Systems amp Technologies Officer GEMCOR Inc 1 888 GEMCOR 8 When you click the link in the email the following message will appear You should check the box
73. ity of federal student financial assistance for your students for many years to come Call Toll Free 1 888 GEMCOR 8 61 GEMCOR Inc TRAX User s Manual 2013 Edition TRAX Utilities The screen below displays the TRAX Utilities Module screen TRAX System Change SSN Utility Select the Student SSM To Update A Change the SSN to Use this feature to modify a student s SSN This utility wall permanently update all linked tables to reflect the modified Social Security Humber Purge Prospects Utility Purge Prospects prior to 05 02 201 1 Default date is 90 prior to today Purge Prior Holidays Utility Purge Holidays prior toa 08 01 2011 Default date is 2 ears prior to today Permanently Delete a Student from TRAX Select the Student SSN To Delete A Delete student Edit Table Data Directly ill Modifying Social Security Numbers Generally new student records will be added to your TRAX system when the student first contacts your school as a prospective student or prospect At this time a prospect may be unwilling to provide you with his her social security number In the section of this Users Guide regarding the Student Module you were instructed to enter a series of 9 s to have the system create a temporary social security number The Utilities Module will easily allow you to correct the student s social security number when a valid number is obtained When the TRAX system creates a tempor
74. j Attendance Editing Enrollment Status History What makes your new TRAX system different from the other software products on the market are its error correction capabilities One of the most popular features is in the area of enrollment status history correction As time marches on throughout a student s enrollment there may be a number of attendance schedule changes and since life is not perfect errors will be made If you should encounter a situation where a prior enrollment status change was made incorrectly reviewing or modifying past changes is extremely user friendly Enter your password to Review Prior Enrollment Status History for this student After clicking on the Review Enroll History button a password screen will appear to allow you to enter the Review Enrollment Status History screen The temporary password is password see image below After completing the password box you will enter the Review Enrollment Status History screen REVIEW ENROLLMENT STATUS vys Original Enrollment Start Date 01 05 2009 ANDY ANDREW SCHEDULED SOCIAL ATTENDANCE PROJECTED SECURIT T START DATE END DATE STATUS PER WEEK HWEEKS HOURS 012345678 001 Gee 04 30 2009 FT 30 00 16 5714285714 497 012345678 001 06 01 2008 07 31 2009 i 20 00 13 1428571429 263 012345678 001 08 01 2009 08 15 2009 i 0 00 2 14285714286 0 This screen will display all prior attendance schedule changes that you made on this student record The
75. l Specific 1098 T Data to Print on Forms 2 Generate 2013 1098 1 Data 3 View Individual Student 1098 T Records 4 Print Transmit Print 1098 T Forms panies eco 2 Postmarked by January 31 2014 To print 1098 T forms for all of your students set the default number of student forms per page on Tab 1 for each Institution you manage Student data that shows zero dollars reported on the 1098 T form will not print and will not be filed with the IRS Export 1098 T Data to your TRANSMIT to GEMCOR for computer Electronic Filing with IRS Electronically Filed by March 31 2014 Click here for additional 1098 T assistance September 2013 Call Toll Free 1 888 GEMCOR 8 74 GEMCOR Inc TRAX User s Manual 2013 Edition Gainful Employment Click the Gainful Employment button to bring you to the below screen This form will help you calculate your Gainful Employment Disclosure information TRAX System GAINFUL EMPLOYMENT DISCLOSURE Begin Date Mor 01 2010 End Date 06 30 2011 Select the date range for the report This date range should be 06 30 to 07 01 20yy 06 30 20 y 07 01 for a academic year Re Produce a listing off all the credit types in the Accounts Receivable section in TRAX and set all the Federal and Non Federal Report flags to false This function only needs to be done once If you have changed a credit type in TRAX in Accounting and you would like to have it induded in the reporting you need to do this
76. le click the setup exe file When prompted for a Typical or Custom installation select When the black box appears and asks you to press any key hit the space bar ONCE to begin installation of Access Runtime 2010 Follow the prompts on the screen Do not hit the space bar again until the Access Runtime boxes have finished Then the black box will ask you to press any key again Hit the space bar ONCE to begin the installation of the Access Runtime 2010 Patch Follow the prompts on the screen Once the Patch has finished installing press the space bar one more time to get out of the black boxes You should get a message letting you know that the TRAX Demo has installed successfully The demo version comes with a pre installed School Module including courses subject programs SAP standards admissions representatives and employers Some data in the School Module may not be modified in this Demo version The system also comes with several pre installed student records for your review and modification You can also add an unlimited number of new students to the system to test the software with your live student records You can even add your own unique programs for even more realism Each screen of the TRAX Software System contains helpful tips regarding the purpose of each area of the system and how to navigate through the software The system is designed using a tab based format similar to the design of the U
77. ll not be applied to the 1098 T Step 6 Adjust the A R Credit Types where applicable TRAX Accounts Click Down Arrow to Select where Receivable Credit Fund the 1098T Form to apply the Types currently in your funds Blanks in the column below will not be applied to the 1098 T ASH PAYMENT BOX1 BOX1 BOX1 BOX1 and BOXS Click here for additional 1098 T assistance Done ITHDRAWAL CREDITS are not induded on the 1098 T Step B View Change TRAX A R Credit Types This displays a list of the credit types and allows you to apply those to a box on the 1098 T form Any credit types left blank will not be included on the 1098 T form for your institution Click on the down arrow in each Apply to 1098 T field displayed on the screen to properly choose a valid 1098 T fund type Where it was possible to determine the TRAX credit type as it applies to the 1098 T we have applied the 1098 T fund for you Anything left blank needs to be manually applied to the correct 1098 T fund Step C Process 1098 T Data This button applies the valid 1098 T fund types you chose to the student accounts receivable records for 1098 T processing only Your original accounts receivable database in TRAX will remain unchanged After pressing this button you will get the following message Then you can move on to step 3 TRAX System GEMCOR L ESS Processing Complete Tab 3 View Individual Student 1098 T Records Once you have g
78. ll prepare a separate report for each criteria identified above alphabetically on a single student who met the criteria identified above This can simple to review report be used as a report card and or SAP evaluation report provided to the student On the SAP Module screen you have the ability to enter two values that will determine how your SAP report will be filtered Only students who meet the values entered will be selected for SAP evaluations You may filter your SAP reports by date and by interval Date Filter Enter a cut off date if you wish to evaluate students SAP as of a prior calendar date This feature is most benificial for schools that evaluate SAP on calendar periods of time if you evaluate SAP on a monthly basis For example you could run an evaluation report as of the end of January 2012 by entering 01 31 2012 as the cut off date This will cause the system to ignore any attendance or grade entries after that date and only report on the students progress through January 31 2012 Since evaluations are cumulative in nature there is no need for a begin date All progress will be measured from start date through cut off date Note some schools may use a lump sum posting method for attendance combining several days or weeks of attendance into a single entry in the student record please exercise caution if this is your first method of attendance posting If you post the last week of attendance for Januar
79. management activity A first delinquent letter will be projected when a student s repayment status becomes delinquent Projected letter dates for second delinquent letters or letters to the student s references are manually created by the school on an as needed basis A student borrower s references can be an extremely helpful tool in the default prevention business Although a reference person has no legal responsibility with regard to actually repaying the student loan references can help you locate a student with whom you may have lost contact Any assistance in contacting student borrowers can possibly help avoid a potential default situation The Default Management Module of your TRAX system provides space for you to collect three additional references from your student borrowers Whenever possible try to obtain references of a more permanent nature such as family or very close long time friends Casual friends acquaintances or co workers do not make good references as these relationships tend to be more short term Call Toll Free 1 888 GEMCOR 8 5 7 GEMCOR Inc TRAX User s Manual 2013 Edition The image below displays the References screen To access it click on the References tab of the students default management record TRAX System General Student Information Loan Information References Reference 1 Reference 2 Reference 3 LastName ts LastName tw LastName it FirstName FirstName FirstNa
80. may however edit other fields within the program screen after the program record has been loaded Create a Program ID field on the screen Use your Tab or Enter key to proceed to the next field Name of Program Enter the name of the program of study you are loading into the system A Program Listing report will be able to provide a hard copy printout of all program data entered into the system This can be a useful tool for cross referencing Program ID s with required courses costs etc Program Length in Units and Weeks Although most programs lengths are fully made up of required units the system offers you an option of including elective units if this is relevant for your institution Enter the number of Required Units and any Elective Units in the fields provided The sum of the Required and Elective units must equal the program s length Example A Medical Assisting program made up of 900 clock hours of required elements would have 900 Required Units and zero Elective Units If the same program had only 750 hours of Required subjects and the student could choose his her remaining 150 hours from a variety of different courses then this scenario would indicate 750 Required Units and 150 Elective Units The total must still equal the program length The number of weeks in a program is not currently used by the system but is reserved for future use Although currently
81. me Steet wei Street i i w State l State le State l ZipCode ZipCode ZipCode Phone Phones O OOOO Phones 0 The References screen is extremely simple and quite self explanatory It basically acts as a storage area for personal information Record the relevant information for each of the student borrower s references in the appropriate fields provided Information on this screen is not mandatory however insufficient address information will prohibit you from using the letter to references option of the systems default management capabilities After loading loan information and references into the Default Management Module for each of your student borrowers and confirming the accuracy of repayment status enrollment status and enrollment status effective dates you are ready to begin preparing default management letters to your students Although informal default prevention practices can begin while a student is still in school your system s letter preparation capabilities begin when the student leaves your school and enters his her grace period Default Prevention Letters Your TRAX system can prepare four different default management letters to student borrowers depending on their repayment status These types include v Grace Period Letters v Repayment Letter v Delinquent Borrower Letters v Reference Assistance Letters When you print your first batch of default management letters y
82. n incur interest charges on his her subsidized Stafford loan during this period This In School status will continue until the student ceases to be enrolled on at least a half time basis At such time that the students graduate withdraw or drop below half time status they are no longer considered In School and their grace period begins Grace Period Generally a student s grace period lasts for a period of six months During this six month grace period the student is not responsible for repayment similar to the school status provisions above At the end of the grace period a student borrower will enter repayment Effective default management starts while the student is still in his her grace period Repayment A student s repayment obligations begin at the end of the grace period It is at this time that students generally become responsible to regular principal and interest payments Ideally a student will remain in this repayment status until his her federal student loan is repaid in full Effective default management continues strongly during this period of repayment Deferment or Forbearance Occasionally a student may be unable to make scheduled payments on his her loan after entering repayment Some of these cases may qualify for deferment or forbearance of loan repayment obligations for a period of time these provisions temporarily suspend or defer September 2013 Call Toll Free 1 888 GEMCOR 8 54 GEMCOR Inc TRAX
83. nd TRAX Upgrade any time you want by using the TEAM Upgrade and TRAX Upgrade functions on the Command Center If you need Technical Suppert please call our offices at 1 888 GEMCOR 8 GEMCOR HOME DEPARTMENTS SOFTWARE DOWNLOADS CONTACT US EMAIL US TRAX Software Team Software Request TRAX Demo September 2013 Call Toll Free 1 888 GEMCOR 8 78 GEMCOR Inc TRAX User s Manual 2013 Edition License Renewal TRAX licenses expire at the end of June of every year If you do not update your license file by the end of June the TRAX system will not allow you to enter TRAX until the license file is updated You can email Terrah gemcorinc com for instructions or call 1 888 GEMCOR 8 and ask a member of our IT staff to update your TRAX license file for you Updating your TRAX License is easy Email us at any of the following email addresses and we will give you a new license key to update your TRAA System If you have already received your new license key via email click Yes now laune gemcorinc com don gemcorinc com Payments Due Report Click the Payments Due Report button to view a report listing of all students in the TRAX system that have met the minimum requirement for each payment in their program The report will show whether or not a payment is coming due for a particular payment period Payments 1 through 10 will be included in this report FPELL Federal Pell FPELL Refund FDSL PLUS FDSL PLUS Refund FDSL SUBS
84. nder your school s default history Although the student can rehabilitate the loan come out of default and be eligible for federal aid again the original default will remain on the school s record Whether or not this default becomes part of your cohort default rate depends on when the student defaulted in relation to when the student entered repayment Default management is of no use now as its objective was not met Cancelled or Repaid Students whose loans have been repaid in full or have been partially or entirely cancelled will have this status If a loan has entered repayment and has been repaid or cancelled without ever entering default the default management functions performed by the school have been successful in taking one more step towards student loan default prevention and continued participation in federal student aid programs Note the above descriptions are provided as a basic guide and are not to be considered as all inclusive or universal Specific laws regulations and other formal guidance should be reviewed and followed to ensure proper compliance with federal student loan default provisions Creating Student Loan Records Now that you have a basic understanding of loan repayment status you will be able to easily create loan records for your student borrowers Using the Select a Student pick lists at the top Select Student Loan Record to Review left corner of the Default Management Module screen choose a stude
85. next to I have received this link from a trusted source and then click Continue Welcome to the LogMeln Installer This will install LogMeln onto your computer The person who sent you this link will be able to access your computer LogMeln is a secure remote access system that allows your trusted IT support professional to provide technical assistance by remote controlling your computer over the Internet C Ihave received this link from a trusted source Only individuals win a valid username and password for mis com STEM ls Made 0 200855 your comper Next the following screen will appear and you should click Install LogMeln Download and Install LogMeln Click the button below to run LogMeln installer Install LogMeln Problems Click here for alternate installation instructions The following screen will appear and you should click Next September 2013 Call Toll Free 1 888 GEMCOR 8 6 GEMCOR Inc TRAX User s Manual 2013 Edition i LogMeln LogMeIn Simply Connected Version 4 1 1578 http www LogMeIn corm infom Log Mellin con Cony ght M 2003 2010 LogMgln ne Cancel The following screen will appear and you should click Next f Logelin This installation will be attached to the folowing account Company GEMO De Account holder Laurie Grybas launeqhgemconnc com The following screen will appear and you should click I Agree 1
86. nit can be either a clock hour or credit hour If your institution offers a 900 hour Medical Assisting program and one of the subjects courses in that program is a 48 hour Anatomy course the length in units of the Anatomy course would be 48 When you load each of the programs offered at your institution the sum of the units of all courses pertaining to a particular program must equal the program s length in units See the section of this manual covering Programs for a further discussion of program lengths Course Description The Course Description box is an optional area wherin you may enter a lengthy description of that particular subject matter As you type a description into the box a vertical scroll bar will appear on the right side of the description box if you exceed the space visible on the screen This feature may be of assistance if your students typically register for optional or elective courses and you would like to produce a printout of all courses available with a course description attached Call Toll Free 1 888 GEMCOR 8 15 GEMCOR Inc TRAX User s Manual 2013 Edition You have now successfully added a course to the database To add another subject course click on the Add a Record button of the record scroll bar This is the button on the far right of the record scroll bar with the on it The record number will increase by one and you will have a blank screen to add another subject Continue until all s
87. ns modified language as the student more closely reaches repayment on the loan these letters are designed to keep the student reminded about this her loan repayment obligations and encourages the student to contact the financial aid office at the college you attend if the student feels he she may be eligible for a deferment or other repayment adjustments Repayment Letter lf your records are accurate regarding the student s dates and status relative to loan repayment you will Know when the students first loan repayment is due 30 days after the loan enters repayment your system will produce a repayment letter to the student this letter will also remind the student of repayment obligations explain that the grace period has expired and will state that the student should have made at least one payment thus far on the loan Again they will be instructed to contact you if they are unable to make payments on their loan You can then determine whether a deferment or forbearance is appropriate Delinquent Borrower Letters amp Reference Assistance Letters September 2013 Despite your previous efforts more aggressive default management tactics must be implemented if a student loan becomes delinquent Upon notice of this occurrence modify the student s repayment status to Delinquent The first delinquent borrower letter will be produced This letter will contain stronger language regarding repayment obligations along with the conse
88. nt by clicking on the desired record The student s record will be sided Rata displayed as shown below By Social Security Number September 2013 Call Toll Free 1 888 GEMCOR 8 55 GEMCOR Inc TRAX User s Manual 2013 Edition TRAX System DEFAULT MANAGEMENT General Student Information Loan Information References Social Security Number TEEN Curent Status ENROLLED Last Name ANDREW E Status Date 0270472010 First Mame ANDY The student record in the Default Management Module is made up of three sections accessed by clicking on the desired tab at the top of the screen The three sections include General Student Information Loan Information and References General Student Information The General Student Information screen contains a minor amount of general data necessary to link the related loan and reference information to this specific student record Upon selecting a student record from the pick list as described above the five data elements on the screen are pulled from the main student record in the Student Module To ensure proper forecasting of loan repayment entry date be sure that the current status and status date are correct Note that repayment entry date will not be projected unless the student is no longer enrolled at least half time You also do not need to wait until the student has left school to create loan records Loans can and should be set up while the student is attending your sc
89. nts To post a service select the appropriate service Letter Grade x from the Student Services list Enter the quantity and date of the service performed and click Post this Service To correct erroneous entries select the incorrect posting from the Posted Services list and click the Change button Make the necessary corrections and post again To remove a service that has been posted select the incorrect posting fromthe Posted Services box and click Remove A R Tab The A R Accounts Receivable screen of the Student Module gives you a standard debit credit balance ledger system to track student receivables Charges and receipts can be posted in this screen ledgers can be printed and up to date unearned tuition and receivables balances are at your fingertips September 2013 Call Toll Free 1 888 GEMCOR 8 38 GEMCOR Inc TRAX User s Manual 2013 Edition TRAX STUDENT MODULE ANDY ANDREW 012345678 001 m General Prospect Tracking Enrollment Attendance Grades Services A R Placement Comments FundingSource AssignSchool Transaction Date Type Re A a _ EURE Debt Credit Credit Type o Bl Payment Print Receipt Number of Program Payments 4 Transaction History Comments Date Type Award Yr Pay Debit Credit Balance Comments 06 19 2009 OTHER 2010 0 75 00 0 00 726 00 TEXT BOOK 03 12 2009 FPELL 2010 1 0 00 1 600 00 651 00 PELL 03 04 03 11
90. o evaluate SAP Whether you evaluate SAP on a monthly basis quarterly basis or based on a specific number of hours scheduled your TRAX system can accommodate you To run satisfactory academic progress reports enter the SAP Module The following image will appear on your screen September 2013 Call Toll Free 1 888 GEMCOR 8 AA GEMCOR Inc TRAX User s Manual 2013 Edition TRAX System SATISFACTORY ACADEMIC PROGRESS Report Satisfactory Academic Progress Through this Date TEWAIE Enter the desired cut off date for this SAP report Interval Acceptable Range 1 to 4000 1 Enter the desired interval number The interval number represents the cumulative number of scheduled units hours for this evaluation period Example if you want a report displaying all students whose scheduled units hours are at least 300 enter the number 300 Options Available on Summary Only Options Available on Both Summary and Detail Options Available on Detail Only Show Theory and Practical Clinical Combined Include Inactive Students V Include Over CCPU Hide Signature Line Hide Student Social Security Number RIE Ch Selected Progam iv V Hide Overall Grade Average AllStudents C gt Selected Student by Name gt C Use Badge Id to identify the student on the report z i Ee PRR eee instead of first and last name Use Category Sort for Grades Format The Summary Report will list all students who meet the The Detail Report wi
91. odification is necessary In designing the TRAX system we expected that students might be unwilling to provide you with their social security number when they are first inquiring about your institution Keep in mind that TRAX records students information when they first become a prospect at your school If at that time you are creating a student record without a valid SSN the TRAX system will assign a temporary SSN At a later date you would use the Utilities Module to edit the student s SSN and convert it to the actual SSN of the enrolling student Another feature available in the Utilities Module is the ability to archive a student record For control purposes the system does not allow duplicate SSN entries If you have a student who is re enrolling at your institution in a different program you will need to archive the student s original record This function will archive all of the students prior enrollment information and will remove it from the current database of student records allowing you to re enter the student as a new record You will have the ability to review or print out any of the prior information but will not be able to modify it In terms of troubleshooting there are additional features in the Utilities Module which are for the primary use of GEMCOR Additional utilities options may be added in future releases of the software September 2013 Call Toll Free 1 888 GEMCOR 8 5 GEMCOR Inc TRAX User s Manual 2013 Ed
92. of all student grades posted in the system to date However when processing satisfactory progress evaluations or report cards for a prior point in time only those grades will be retrieved and averaged to provide a snapshot of the student s progress as of that particular date Error corrections in the area of grade posting are also easy to perform If a grade was erroneously entered you may change or remove the record by selecting the entry in question from within the history listing and clicking the appropriate Change or Remove buttons Also keep in mind that entering student grades can also be performed from the Attendance Grades module discussed later in this User s Guide Call Toll Free 1 888 GEMCOR 8 3 7 GEMCOR Inc TRAX User s Manual 2013 Edition Services Tab This screen contains the student s record of services required and performed and allows the user to enter the services performed The Posted Services box on the right lists all individual completed services already posted to this student s account The Student Services box on the left provides a cumulative record of services performed as well as the outstanding number of services remaining to be completed to meet graduation requirements To post a service select the appropriate service from the Student Services list Enter the quantity and date of the service performed and click Post this Service To correct erroneous entries select
93. on This area of the Tracking screen can provide a record of any incentives extended to and redeemed by students at your school Enrollment Tab The Enrollment screen of the Student Module is where a prospect becomes a student you have worked hard to make your school the students choice of education and after the enrollment agreement is signed the Enrollment screen will create the student s active student record The image below displays the Enrollment screen and the following text discusses its three main components This screen contains enrollment information about the student Enter the necessary information using pick lists where available Your default program costs will be displayed Edit any fields as September 2013 Call Toll Free 1 888 GEMCOR 8 30 GEMCOR Inc TRAX User s Manual 2013 Edition necessary and then click the Post to A R button to create an Accounts Receivable record for the student If a student is on a Leave of Absence use the Current Status End field to record the student anticipated return date from LOA for the LOA report TRAX STUDENT MODULE ANDY ANDREW 012345678 001 im General Prospect Tracking Enrollment attendance Grades Services A R Placement Comments FundingSource AssignSchool aes 200 00 200 00 a Start Date End Date Weeks Sched Attendance Proj Attendance Total Program Contract Cost The Enrollment screen is made up of three gene
94. ons Command Center GEMCOR Inc Tithe A nic rda Management Student Records U gt Software NO NEW MESSAGES TRAX Upgrade o avan Of su aras olasan Any messages in green above need to be read into TEAM Upgrade TEAM Upgrade 4 the appropriate TEAM program before continuing parade additional RECEIVES Select the TEAM Program for carci brated rely ara check Messages notifications read into TEAM now questions please call un de aan Clear Messages eee Home Directory sacra Visit us on the web at www gemcorinc com The left side of the Command Center contains all TEAM Software functions The right side of the Command Center contains all TRAX Software functions TEAM Title IV Electronic Awards Management is another software package that we offer FREE to our clients Please notice the new addition of a version number to the top of the Command Center see arrow above The version of the Command Center pictured above is Version 012 This is different than the version number of your TEAM system If the Enter TRAX button or TRAX Upgrade button on your Command Center is not enabled please call our offices at 1 888 GEMCOR 8 for assistance To enter into the TRAX System from your Command Center simply click on the Enter TRAX button see arrow above This will bring you to the TRAX Login Screen September 2013 Call Toll Free 1 888 GEMCOR 8 10 GEMCOR Inc TRAX User s M
95. ool Graduate Select from available choices in the list Users need only to complete the six fields marked with an asterisk to record the student enrollment at your institution Once Enrolled you will be able to post attendance records grades and accounts receivable data along with running various student based reports including satisfactory academic progress SAP reports Creating an Accounts Receivable Record September 2013 Creating an accounts receivable record for the student is a simple click of a button The image below shows the second relevant area of the Enrollment screen the current costs for the program in which the student has enrolled Upon selecting the specific program of study in which the student is enrolling your TRAX system will obtain Cost of Attendance the default cost information from that program record as Application Fee 0 00 stored in the School Module This cost information will Enmlment Fee 100 00 be displayed on the enrollment screen See image to 700ratory Fee 200 00 the right Tuition Fee 8 100 00 a o0ks 5200 00 5350 00 Before actually creating the students accounts 0 00 receivable record confirm that the costs displayed are the actual costs this student is being charged Modifications may be necessary for transfer students or if you have not updated your program record in the School Module to reflect a change in your fees When editing do not l
96. optional if you elect to enter a value it should represent the length of the program in weeks for a typical full time student Satisfactory Progress Attendance Standards Call Toll Free 1 888 GEMCOR 8 1 g September 2013 GEMCOR Inc TRAX User s Manual 2013 Edition This value is used in the SAP Module for determining student satisfactory academic progress SAP If you track attendance for SAP click on the check box A check mark will appear indicating that you do track attendance Then enter you minimum required attendance percentage relative to this program This value should be entered as an integer Example If your attendance requirement is 67 enter the value 67 Do not enter 67 or 67 as this will be misunderstood by the system and will result in erroneous SAP reports GPA methods are based on a standard 1 0 to 4 0 or 1 0 to 5 0 scale Do not use the GPA method if you record student exam grades as percentages Program Cost This section contains the current default costs for this program record These values will be obtained by the system when you are enrolling a new student and creating an accounts receivable record You will have the opportunity to edit these values in the student record before creating the accounts receivable record After entering your Current program costs in the fields provided they will remain constant until you modify your feed associated with this program and edit the program record at that
97. other program Continue until all programs have been added to the system Call Toll Free 1 888 GEMCOR 8 20 GEMCOR Inc TRAX User s Manual 2013 Edition Staff Tab The Staff tab of the School Module contains a database of all admissions representatives employed by the institution When creating a new student record you will have the opportunity to select which admissions representative recruited this student this can be an invaluable tool to ensure employee performance Your TRAX system will generate admissions rep performance reports indicating not only who recruited whom but also how long it took your employees to close the deal TRAX System SCHOOL MODULE ABC INSTITUTE General Subject Service Program Staff Lead Employ Holiday Scale Fund Src Terms First Marne 54 LI Yi Social Security Number Type of Employment Last Name DAVIS fiat 111111 001 Le Institution Address Information Outside Agency Street Address 113579000 STREET City ANY TOWN State IL Zip Code 66667 Telephone Number Primary 131215551919 Alternate Record H 1 of 2 k HE x Ma Filter Search This screen contains information about the admissions representatives utilized by the institution Use the record scroll bar above to navigate through the records or use the astensk add button at the far right of the record scroll bar above to add new admissions employees Adding Admission
98. ou want to do this yourself The Default Management Module of TRAX is not designed to sway you on how to manage your federal student loan portfolio It provides a significant amount of capability to administer default management on campus but also can provide schools that elect to outsource those responsibilities a convenient tracking system to interface with a default management company The Default Management Module contains the following features Multiple Loan Tracking Entrance Exit Counseling Tracking Repayment Status Multiple Grace Period Letters Multiple Delinquency Letters Additional References Database CDR Calculations NN SN NK Efficient use of your TRAX Default Management system can provide you with just what you need to keep abreast of your school s federal student loan default responsibilities Continual contact with your student borrowers is a must if you are to be successful in default prevention However contact is not all that necessary Default prevention also demands an adequate knowledge of federal regulations relative to deferment forbearance delinquency and default issues If your institution s staff is not trained in these sometimes complex provisions you may want to seriously consider outsourcing these responsibilities to a professional organization GEMCOR Inc is not a default management organization but we would be happy to provide referrals of qualified companies to you upon request September 20
99. ou will discover that your school s name does not appear on the letter This omission was by design Unfortunately history has shown that students pay little attention to material received from an institution they no longer attend especially if it regards money owed either to you or the government Even if the student was a model graduate school correspondence sometimes tends to carry less weight than a more formal official document September 2013 Call Toll Free 1 888 GEMCOR 8 58 GEMCOR Inc TRAX User s Manual 2013 Edition For this reason your default management letters are designed to be more generic independent and official in appearance and text For even more anonymity consider mailing them in plain white standard 10 window envelopes The letters have been designed to fit nicely into a window envelope when folded If you want to combine anonymity with an even more official looking document use plain brown paper window envelopes similar to those used by some governmental agencies Remember whether its marketing or default management anything that entices the recipient to open the envelope is successful strategy Grace Period Letters As we have already learned a student s grace period begins when he she is no longer enrolled on at least half time basis and lasts for six months Your system will produce three different grace period letters at 30 90 and 150 day intervals into a student s grace period Each letter contai
100. ould be backed up on a daily basis to ensure diligent safe keeping of your data if you have an automated backup system for example on that backs up all data during the middle of the night be sure your TRAX folder is included in the backup software s instructions If you perform manual backups be sure to include the traxdata mdb file in your backup functions Also it is always good practice to keep a regular backup of your files at an off site location lf you do not have any of the backup devices mentioned earlier consider upgrading your system s capabilities In the meantime emailing copies of your data files to yourself for download at home is at least one short term solution to maintaining an off site backup We hope you enjoy using your new TRAX System For software support or if you have any suggestions on product improvement please contact our office toll free at 1 888 GEMCOR 8 1 888 436 2678 September 2013 Call Toll Free 1 888 GEMCOR 8 77 GEMCOR Inc TRAX User s Manual 2013 Edition TRAX Users Manual Click on the TRAX Users Manual button to be taken directly to our website where you can download and print the TRAX Users Manual as your own personal guide The TRAX Users manual can be found on both the Software page and the Downloads page SoftWare Software Deownioeedt COR Inc The Current Version of the Command Center is O12 The Command Center Version is not ol Fr the same as your versions of TEAM a
101. ployer Student Placement Information Sort by Student September 2013 Call Toll Free 1 888 GEMCOR 8 67 GEMCOR Inc TRAX User s Manual 2013 Edition Attendance Enrollment Grades Reports Absent Tardy Detail Date Range Absent Tardy Summary Date Range Action Status Date Range Attendance Calendar Monthly by begin Date Attendance Report Attendance Report Date Range Attendance Report Date Range 1 Student Per Page Attendance Report Date Range Merit Non Merit Contract Graduation Date Date Range Contract Graduation Date Expired Contract Graduation Date Expires in 30 Days Current LOAs Drop Report Date Range Disclosure Information Employment Placement Enrollment Demographic Date Range Enrollment Report Date Range By Start Date Enrollment Report Date Range Hrs to Date Excessive Absence Grades Date Range Grades Date Range By Badge Number Grades Date Range Below SAP Grades Date Range 1 Student Per Page No Services Included Grades Date Range 1 Student Per Page Service Grades Included Graduates Report Date Range Hours Tracking Last Date of Attendance Monthly Timesheet Program Enrollment Activity Date Range Projected Completion Date After Specified Start Date Projected Completion Date Date Range Projected Graduates Date Range Remaining Course Grades Zero Hours Date Range 30 Day
102. portant yet most often overlooked obligations of many computer users today If you were to survey 10 people who diligently backup their data every day it is estimated that nine of them do it because they have already lost critical data at some prior point in their lives Consider when you last backed up your data files If you backup files every day and you have never lost any data you are as computer savvy as the most experienced programmer Unfortunately the majority of users only started backing up after they have come to work one day to find their system crashed or was infected with a virus and all of their data is unrecoverable Would you be protected if this happened to you Today s technology gives us numerous ways to efficiently and quickly backup our data Zip drives Jazz drives magnetic tape drives super disks recordable CD drives etc these devices can be had for only a couple hundred dollars and some systems come with a similar device built in Your TRAX system separates the computer program applications i e the engine from the data files which contain your school and student data In the event of a system crash you could easily reload your engine from the original TRAX CD or obtain remote install copy from GEMCOR But what about your data All of your current school and student TRAX data is stored in a file named traxdata mdb this file resides in your system in your TRAX folder This file sh
103. quences of a default They will be instructed to immediately contact the school to avoid a default and the resulting consequences If the student shows up on another delinquent borrower report force a second delinquent borrower letter to be produced by entering today s date in the Projected Letter Date field of the 2 delinquent letter area of the Loan Information screen In the event delinquency continues you may elect to produce letters to the student s references in the same manner described above Once a student becomes 270 days delinquent he she will enter default on the student loan this default may or may not become part of your cohort default rate CDR This is determined based on when the student enters repayment versus when the student defaulted Based on federal regulations published as of December 31 2000 a defaulted student borrower will be included in your school s CDR for a particular year if the student Call Toll Free 1 888 GEMCOR 8 59 GEMCOR Inc TRAX User s Manual 2013 Edition defaults on his her loan on or before the second September 30 after the loan entered repayment For example if a student entered repayment on a loan on March 1 2012 and defaulted on that loan on August 10 2013 that default would be included in your CDR for the year 2012 If the same student did not default on the loan until October 10 2013 the default would not be counted in your CDR for 2012 or for any other year Always exercise
104. rade SFT3 ANATOMY AND PHYSIOLOGY being posted SFT 4 ELECTRICITY SFTS CHEMISTRY SETA GI ON RLSINE SS September 2013 Call Toll Free 1 888 GEMCOR 8 49 GEMCOR Inc TRAX User s Manual 2013 Edition Enter the quantity of the course grade being Ten posted Enter the grade in the field provided If F sd Select Category Range U to 100 you set up your program with percentage based SAP a percent range field will be displayed If Theon Practical Clinic you set up your program with a GPA SAP E aE Le standard a GPA range will be displayed Select the desired category for the grade being posted by clicking in the appropriate checkbox field Choose the letter grade if applicable and click one of the Post Grade buttons to record the grade in the student s file You can choose to Post Without Grade or Post With Grade Viewing Student Attendance amp Grade History In addition to posting attendance and grades from the Attendance amp Grade Module the View Selected Student Detail screen allows you to obtain a complete history of a particular student s attendance and grades To view a student s attendance and grade history select a student record from the pick list on the Bulk Posting screen as you would to post an attendance or grade record After a student record has been selected click on the View Selected Student Detail tab The student s attendance and grade history is displayed as indicated in the
105. ral areas These areas can best be described as v The Enrollment Process v Creating an Accounts Receivable Record v Changing Enrollment Status The Enrollment Process The process of creating an enrollment record for a student is accomplished in the top left box of the Enrollment screen In this area you will enter information regarding the student s start date program of study and attendance schedule Enrollment Status FT PT FT oe 900 00 Projected Completion Date 08 05 20 The above image demonstrates the following enrollment facts for this example student record Enrollment Date 01 05 2009 Enter the student s start date Program of Study COSM Select from list of program records created in School Module September 2013 Call Toll Free 1 888 GEMCOR 8 31 GEMCOR Inc TRAX User s Manual 2013 Edition Program Units 1500 clock hours System generated based on program record selected above Transfer Units 0 00 Indicate the number of clock hours transferred from prior training Enrollment Status Full Time Select Full Time FT or Part Time PT from list Units to Complete 1500 clock hours System generated using program length minus transfer units Scheduled Attendance 20 Enter the number of hours per week of scheduled attendance Proj Completion Date 08 05 2010 System generated based on scheduled attendance per week Admissions Criteria High Sch
106. re ts most beneficial for schools who have snow days or other unexpected school closures Do not purge old holidays from your system as it will change reports that you may need for your audits IF you add holidays to history you must be aware that any prior enrollment periods may be inaccurate because the holidays were added or removed after the prior enrollment periods were recorded If this may apply to pour school please go into TRAX utilities and click on Fis PRIOR ENROLLMENT PERIODS This function will go through pour prior enrollment periods posted and make sure that the holidays are properly applied based on the current list of holidays on the lett September 2013 0172372006 Toggle Holiday on off 1 0142006 This screen contains a database of school holidays You may add or remove holidays at your option This feature is most beneficial for schools that have snow days or other unexpected school closures Do not purge holidays from your system as it will change reports that you may need for your audits Selected Holidays Enter the date to add or remove in the text box on the left side of the form Then click the Toggle Holiday on off button to add or remove this date from the Selected Holidays list box Dates that you have selected as holidays will appear in the Selected Holidays list in the center of the screen When the number of dates selected exceeds the space provided in the list box a
107. rts Birthday Report Date Range Scheduled Interviews By Day Scheduled Interviews By Type Student Roster Start Date in Range Financial Reports 90 10 Calculation Date Range A R Balance Summary Date Range A R Last Credit Balance A R Student Ledgers Date Range A R Student Ledgers Detail Date Range Credit Type Detail Date Range Credit Type Summary Date Range Earned Unearned Income Date Range Funding Sources by Student Funding Sources by Student Actual vs Expected Monthly Credit Amounts Students By Funding Source Unearned Tuition Date Range Student Courses Grade Report Date Range specific to the courses you have entered within your TRAX system State Specific Reports Arkansas Monthly Report Date Range Michigan State Report Date Range Monthly Attendance and Hours Report Date Range Ohio S 1 Report Date Range Ohio S 1 Report Date Range NEW General Reports Badge Number Report Badge Number Report By Last Name Badge Number Report By Permit ID Contact Information Document Tracking Report FAFSA Renewal Received FAFSA Renewal Letter Use End Date Placement Confirmation 30 Day Placement Confirmation 60 Day Placement Confirmation 90 Day 13 Week Placement Confirmation 120 Day Services Performed Services Performed Date Range Student Placement Information Date Range Student Placement Information Sort by Em
108. ry and services history of the student that is selected on the Bulk Posting Mode tab If no student is identified go back to the Bulk Posting Mode select a student and proceed to the View Selected Student Detail tab The above screen will display every attendance and grade record previously entered for this student record When the number of records exceeds the space provided a vertical scrollbar will appear to aid you in navigation through the records The image above demonstrates this case with respect to grade records The attendance records do not yet exceed the space provided When the student s attendance records exceed the allotted space a similar scroll bar will appear to the right of the attendance records September 2013 Call Toll Free 1 888 GEMCOR 8 50 GEMCOR Inc TRAX User s Manual 2013 Edition This screen is especially helpful when entering attendance and grade records If you are uncertain about whether or not a previous attendance or grade record was already posted simply review the student s history before proceeding Return to the Bulk Posting screen to post a new record or to select a new student for a review of attendance and grade history Attendance Interface Use the Attendance Interface tab if you are importing Attendance records from your Time Clock After you have exported the Time Clock data to your computer in the correct format select the time clock configuration that you use from the list
109. s Representative Records In the same manner that was used to create your Subjects and Programs databases you may create a Staff database Enter the name address and phone number s of an admissions representative into the fields provided Use your Tab or Enter key to navigate through the fields Type of Employment Admissions representatives will either be employed directly by the institution or may be subcontracted by you through an outside agency Click the appropriate check box indicating the admissions representative s correct place of employment A field will appear under the Outside agency field for the name of the agency if this option is selected You have now successfully added a new Admissions Representative to the database To add another click on the Add a Record button of the record scroll bar This is the button on the far right of the record scroll bar with the on it The record number will increase by one and you will have a blank screen to add another admissions rep Continue until all admissions employees have been added to the system September 2013 Call Toll Free 1 888 GEMCOR 8 Jj GEMCOR Inc TRAX User s Manual 2013 Edition Lead Tab The Lead tab of the School Module contains a database of common methods of advertising When creating a new student record you will have the opportunity to select which advertising method was most instrumental in the student s decision
110. screen Hours can be entered daily weekly monthly or in any increment you choose When posting lump sum hour amounts use a date relevant for that period of time and post only the hours achieved during that period The system will automatically add all postings to arrive at total cumulative hours attended After posting the attendance record for the student select the next student from the Select Student list box and post the hours for that student Continue until all students hours have been posted In the event an error occurs in posting attendance or grades corrections must be made from the Student Module Retrieve the student record from the Student Module select the attendance or grade screen as necessary and click Change or Remove to correct the erroneous entry Posting Grade Records Posting grades from the Attendance amp Grades Module is done in a fashion similar to attendance posting The areas of the screen necessary for grade posting are shown below First enter the posting date in the Posting Date field Select a Student Select the desired student by SSH Last Mame First Hame Program icki i 012345678 001 ANDREW ANDY clicking pe the appropria 012345673 001 JONES a record displayed in the Select Student list box Using the Select Course box Course ID Course Name a select the desired course SFT 1 PAOFESSIONAL DEVELOPMENT e GFT CALON ECOLOGY subject pertaining to the g
111. se Listing Courses Selected for this Program Length of Selected Courses PROFESSIONAL IMAG 0 00 BACTERIOLOGY 0 00 Total Program Length DECON INFECTION CC 0 00 PROPERTIES OF HAIF 0 00 DRAPING 0 00 SHAMP RINCING CON 0 00 HAIRCUT TING 0 00 ARTISTRY IN HAIRST 0 00 WET HAIRSTYLING 0 00 REWIFiat TEST A nnn Add Remove this Course Use this screen to assign a series of courses subjects to this particular program Individually select the appropriate courses from the Available Course Listing and press the Add Remove button Continue until all courses required for this program are listed in the Courses Selected for this Program box The Length of Selected Courses must equal the program length Available Course Listing September 2013 The Available Course listing box will display all subjects courses that you previously entered in the Subjects tab of the School Module and will contain every individual subject course in the database On the right the courses selected for this Program box will display only those that you have selected as part of this program The Program ID is displayed at the bottom left corner of your screen To select a particular subject course to be registered as an element of this program click on the course from within the Available Course Listing box The selected course will become highlighted Then click the Add Remove this Course button This function will place the course you selected
112. shown above representing the schedule for the next now current segment These fields Shown above represent the start and end dates of each individual attendance segment After first enrolling a student the Status Start date will be equal to the actual start date in the program The first attendance segment will always begin on the program start date The above images display a student who started on 01 05 2009 at 30 hours per week this is the current attendance segment because there is no end date If the student elected to change status to 15 hours per week as of 05 01 2009 enter 04 30 2009 as the end date the last day of attendance at a 30 hour per week schedule Then click the Change Enroll Status button This segment from 01 05 2009 to 04 30 2009 will be displayed in the enrollment status portion of the screen along with the 30 hour schedule and the total hours scheduled during this segment The Status Start field will then automatically adjust to 05 01 2009 indicating the start date of the next attendance segment The figure below represents a list box which will display all student schedule changes that you have recorded for this student In the event of an error in recording schedule changes you may make corrections using the Review Enrollment History button September 2013 Call Toll Free 1 888 GEMCOR 8 34 GEMCOR Inc TRAX User s Manual 2013 Edition start Date End Date Weeks Sched Attendance Pro
113. step again otherwise the intial execution of this step is only necessary once 3 Select A R Credit Types to Apply to Mark Federal and Non Federal Credit types from your Accounts Receivable database in TRAX to be Report induded on the report 2 2 Re Generate Credit Type List 4 4 Generate Report Step 1 Date Range Enter the date range for the report The date range should be 06 30 to 07 01 for an academic year Step 2 Re Generate Credit Type List Re Produce a listing of all the credit types in the Accounts Receivable section in TRAX and set all the Federal and Non Federal Report flags to false This function only needs to be done once If you have changed a credit type in TRAX in Accounting and you would like to have it included in the reporting you need to do this step again Otherwise the initial execution of this step is only necessary once Step 3 Select A R Credit Types to Apply to Report Mark Federal and Non Federal Credit Types from your Accounts Receivable database in TRAX to be included on the report Step 4 Generate report Click this button to generate your Gainful Employment Disclosure report There will be to separate reports printed to the screen one for federal debt and one for non federal debt September 2013 Call Toll Free 1 888 GEMCOR 8 75 GEMCOR Inc TRAX User s Manual 2013 Edition Disbursement Journals COMING SOON Year End Reporting The Year End Reporting button will
114. stings to the default value you specify That is 2 less values to enter each time that you post a grade Step 2 Select the student from the dropdown box Once the student is selected TRAX will display only the courses that are assigned to that student s program If no courses display go to the school module select the program verify that the courses that are applicable to that program are selected on that program s record on the program tab If you are trying to post a service grade once the student is selected TRAX will display only the services that are assigned to that students program If not services display go to the school module verify that the services that are applicable to that program are selected on that program s record on the program tab The Fast Grade Module does not record the quantity of the services that are posted It will only record a service grade Step 3 Select the applicable course or service from the dropdown box Step 4 Enter the numeric grade value and hit enter to calculate the letter grade associated with the numeric grade value Step 5 Enter the Post Course Grade or Post Service Grade button Set your Default values here Posting Date 07 31 2015 Reel mela Post Date Student Name Course Service Category Grade Theory POST COURSE GRADE i POST SERVICE GRADE Notes about Using the Fast Grade Module above 1 Setting the default values Enter the Default Posting Date and The
115. tember 2013 Call Toll Free 1 888 GEMCOR 8 46 GEMCOR Inc TRAX User s Manual 2013 Edition Term Transcript The Term Transcript button will produce a report listing Quarter Beginning Class Class Credit Credit for Grade Grade Points Grade Total Points GPA for each student A grade scale is also provided at the bottom of each report TRANSCRIPT ABC INSTITUTE ANY TOWN IL Name ANDREW ANDY High School COMMUNITY HS NORTH Progam COSM COSMETOLOGY Start Date 01 05 2009 Cue er Beginning Class Grade Grade Scale fa ie rh er 39 58 35 00 69 99 60 100 September 2013 Call Toll Free 1 888 GEMCOR 8 SS 0122466 75 001 HS Grad Date 06011887 Graduation Date Total Paint F T439 000 47 GEMCOR Inc TRAX User s Manual 2013 Edition Attendance Grades Convenience user friendliness and capability are the cornerstones of any quality software system Your TRAX system has been designed with these features in mind earlier in this Users Guide we discussed posting attendance and grade information while in a student record from within the Student Module Convenient user friendly and capable Yes But we felt that it was not as quick as the process could be We felt that many schools especially those without electronic time clocks would be posting attendance for large numbers of students on a regular basis Although this can be performed from the Student Module it could be rather time consuming to select a
116. this Student Enter Amount 52 000 00 Record M4 1 of 3 gt pl gt Search Use the Record scroll bar to navigate through the database to edit selected fields Use the asterisk add button at the far right of the record scroll bar above to add new courses Assign School Tab The assign school tab is used if the student was enrolled at one of your institutions and then you have to later assign them to another one of your schools Select the new school from the drop down menu on this tab The student will then be assigned to that school Institutional Student Tracking System GEMCOR Inc STUDENT MODULE ANDY ANDREW 012345678 001 a General Prospect Tracking Enrollment Attendance Grades Services A R Placement Comments FundingSource AssignSchool Assign to another School The School Module and Student module of your TRAX system are primarily the lifeblood of your system Now that we have reviewed the details of how this critical data gets into your system let s review how that data can be manipulated and printed to ease the burden of student records management September 2013 Call Toll Free 1 888 GEMCOR 8 A GEMCOR Inc TRAX User s Manual 2013 Edition Fast Grade Posting The Fast Grade Posting button will bring you to the screen below Step 1 Set the default values Enter the default posting date and the default category By entering these values TRAX will default all new po
117. tisfactory academic progress standards are very vague and it would be difficult to find two schools that evaluate progress on exactly the same standards at exactly the same ponts throughout a program of study What is consistent about SAP standards is that all schools have them and all schools evaluate a student s progress at established check points throughout a program Satisfactory academic progress is generally measured on two levels qualatative progress and quantitative progress Qualitative Progress A student s qualitative progress represents the ability of success that a student has achieved in the program at the tim eof the SAP evaluation This measurement is often referred to as a grade average A school s qualitative progress standards are usually measured as a percentage or grade point average GPA i e 75 or 2 0 GPA Students must meet this minimum standard at each SAP evaluation or face probation loss of federal aid or even termination depending on the school s written policies As you record grades in the student record of TRAX these grades are retrieved and averaged to determine whether or not a student has bet your grade requirement at a particular evaluation point The minimum grade average a student must maintain is recorded in the program record of the School Module All students enrolled in that program are held to that standard The SAP Module produces institutional summary reports and individual student report c
118. to contact your school Your TRAX system will generate Lead Source reports indicating which methods of advertising are and are not successful This feature can help you decide whether or not to continue wasting revenue on unprofitable advertising TRAX System SCHOOL MODULE ABC INSTITUTE Record M i of 19 b Mk W No Filter Search Your TRAX system has been pre programmed with the most popular methods of advertising used by institutions in today s market Use the scrollbar to scroll through the list of Lead sources To add a new Lead source click on the Add a Record button of the record scroll bar This is the button on the far right of the record scroll bar with the on it and enter the name of the advertising method into the field marked Lead Source Description Continue until all Lead sources have been added to the system September 2013 Call Toll Free 1 888 GEMCOR 8 12 GEMCOR Inc TRAX User s Manual 2013 Edition Employ Tab The Employ tab of the School Module contains a database of all businesses with whom you place your graduate students Each student record in your TRAX system has a Placement tab wherein you can record which employer has hired your graduate The functions of the Placement tab in the student record are to document placement prepare annual report information and in some cases will assist you in future default management TRAX System SCHOOL MODULE ABC INSTITUTE
119. tudent s file for future reference Although not all fields are required to contain an entry the completeness of your database is directly related to the accuracy and value of the reports your new TRAX system can provide to you TRAX STUDENT MODULE ANDY ANDREW 012345678 001 Prospect Tracking Enrollment Attendance Grades Services A R Placement Comments FundingSource AssignSchool MARY MOORE wal a College Night 06 01 1997 01705 2009 cosu COMMUNITY HS NORTH The Initial Contact Date combined with the Close Date at the end of the record will provide an analysis of how long it took to close the deal on this prospective student Selecting the Admissions Representative and Hon gong Lead Source that brought this student to your school will S Grad Date enable helpful employee and advertising performance report generation Based on entries in this area admissions representative performance reports will analyze how many prospective students were enrolled not interested or rejected on an admissions rep specific basis These reports can be invaluable during reviews of your employees success You will Know exactly what is on your to do list for tomorrow with the TRAX schedule planner Setting up appointments for interviews enrollments or financial aid Post the date you created an appointment and the date of the appointment and print out a schedule for any date range that you wish Need a
120. u can easily change the temporary value to the actual value using the Utilities Module See the Utilities Module chapter of this guide for further instructions on changing temporary SSN values General Tab The screen below displays the student record screen This screen will be blank when adding a new student record to your TRAX system The Student Module is designed in the same manner as the School Module The horizontal tabs provide access to each subpart of a student s record from general demographic information through placement This tutorial will guide you through creating a new student record The same navigational procedures can be used when accessing and editing an existing student record This General tab contains general demographic information about the student The General screen provides fields to track student classification i e new returning or transfer emergency contact information and current status When creating a new student record the status will default to Prospect Upon enrollment the status will update to Enrolled When changing the status manually as with drops graduates or leaves of absence the system date will default as the Status Change Date The user however may adjust this value This status field is what determines whether the student is active or inactive when later selecting the record from the Select Student screen TRAX STUDENT MODULE ANDY ANDREW 012345678 001 Gener
121. ubjects have been added to the system To edit an existing record scroll through the records using the record scroll bar until the record you wish to edit is displayed Service Tab This screen contains information about various services or practicals that students must perform in conjunction with their program of study Use the Record scrollbar to navigate through the database to edit selected fields DO NOT EDIT SERVICE ID NUMBERS AFTER CREATING THE SERVICE IN THE DATABASE Use the asterisk add button at the far right of the record scrollbar to add new services You may then assign the required number of each service to a particular program by choosing Select Services from the appropriate program record of the Programs database SCHOOL MODULE TRAX System Service Program Staff Lead Employ Holiday Scale Fund Src Terms Record M 4 lof hoe i No Filter Search September 2013 Call Toll Free 1 888 GEMCOR 8 16 GEMCOR Inc TRAX User s Manual 2013 Edition Program Tab The Programs tab of the School Module contains a database of all academic programs offered by the institution A program is defined as a combination of subjects courses in a specific field of study for which the student will receive a certificate diploma or degree Example Cosmetology would be referred to as a program with required subjects courses including Anatomy Skin Care and He
122. vacation but don t want to miss important appointments No worry Print yourself a list of appointments for the next month so no student September 2013 Call Toll Free 1 888 GEMCOR 8 29 GEMCOR Inc TRAX User s Manual 2013 Edition slips through the cracks and don t forget to use the Comments notepad of the prospect screen so relevant points are right on your screen during interview time Although this area of the prospects screen is certainly not as important as enrolling your prospective student you may have a different idea when annual report time comes around Accrediting agencies and the Department of Education require many survey type reports Accurate information in these fields make report generation as easy as click click click CAUCASIAN wal SNGLE ew Tracking Tab The Tracking tab shown below provides you with a database to ensure that critical documents do not go uncollected Enter the date that you received each document and print out lists of missing documents Tracking reports will produce lists of outstanding information TRAX STUDENT MODULE ANDY ANDREW 0123456738 001 Lu General Prospect Tracking Enrollment Attendance Grades Services A R Placement Comments FundingSource AssignSchool Student retention is an issue that affects all schools regardless of their curriculum Some schools have found that incentives can be helpful in improving student retenti
123. will appear Scroll through the list or begin typing the student s last name or SSN whichever is appropriate for the box you have selected and click on the student record that you wish to view Adding a New Student to TRAX On the lower left side of the screen the user can Add a New Student to TRAX First enter the student s SSN with appropriate suffix 999 99 9999 999 and the name of the student in the September 2013 Call Toll Free 1 888 GEMCOR 8 27 GEMCOR Inc TRAX User s Manual 2013 Edition fields provided The TRAX system allows you to enter multiple records per student using the suffix of 001 002 003 etc on the Social Security Number After entering data into these 3 fields press ENTER and the Add Student button will appear Then press the ADD STUDENT button This will bring you to the General tab of the Student Module see below There may be occasions when a prospective student is unwilling to provide his her social security number to you during an initial contact Your system accounts for this occurrence by assigning a temporary SSN to a student record To create a prospective student record without a valid SSN enter 999 99 9999 in the SSN field Your system will automatically assign a temporary SSN value to create the record Temporary SSNs will begin with the value 000 00 0001 for your first temporary SSN followed by 000 00 0002 for the second etc when you have the actual SSN for the student yo
124. y schedule report identifying every perspective student who is scheduled for a consultation appointment enrollment appointment or financial aid appointment on any date selected Also our document tracking reports provide you with an at a glance view of what important documents may be missing from a student s file Finally in addition to every feature previously mentioned you will get a variety of financial reports covering everything from complete outstanding receivables listings to 90 10 calculations and unearned tuition summaries Just imagine having these reports in a matter of seconds when audit time comes around TRAX has been designed to take the burden away from student records administration and comes with GEMCOR s unparalleled reputation for quality customer service and support Please review the chapters in this manual for more complete descriptions of the system s capabilities and start getting your student records on the right TRAX September 2013 Call Toll Free 1 888 GEMCOR 8 1 GEMCOR Inc TRAX User s Manual 2013 Edition TRAX System Features The TRAX system provides modules to efficiently monitor and track the following categories O O O O O O O O O O O O Prospect Tracking Admissions amp Enrollment Document Tracking Marketing amp Admissions Rep Performance Attendance Grades amp Services Tracking Satisfactory Academic Progress SAP Reports Accounts Receivable Placement Tracking D
125. y with the first week of attendance for February in a single attendance posting using a 01 31 cut off date for SAP will produce inaccurate results Do not use lump sum attendance posting if it would crossover an evaluation cut off date Interval Filter The interval value representst he total number of hours of scheduled attendance for this particular evaluation This feature is most benificial for schools that evaluate SAP based on a number of hours as opposed to a calendar period of time For example entering an interval value of 300 will only evaluate students whose scheduled attendance is at least 300 hours This will cause the system to filter out any students who have not yet reached this evaluation checkpoint You may also combine the cutoff dates and intervals which will result in evaluations of only those students who have reached the specific interval by the specified cut off date Below are some examples of SAP evaluation checkpoints The following example will evaluate SAP only through January 31 2013 for students who have at least 1 scheduled hour of attendance i e all enrolled students September 2013 Call Toll Free 1 888 GEMCOR 8 A5 GEMCOR Inc TRAX User s Manual 2013 Edition 0170172013 1 The following example will evaluate SAP only through January 31 2013 for students who have at 900 scheduled hours of attendance 010172013 If you do not wish to use the cutoff date option and want to run SAP
126. you delete or change data you may not be able to get it back The password for each of these functions is password The other utilities options available in the Utilities Module are primarily for the use of GEMCOR to aid in troubleshooting and file repair of damaged records Additional utilities may be added in future releases of the TRAX system September 2013 Call Toll Free 1 888 GEMCOR 8 65 GEMCOR Inc TRAX User s Manual 2013 Edition Standard Reports Most of the report functionality of your TRAX system is obtained from the Standard Reports Module However some reports are produced elsewhere in the system As we have previously discussed satisfactory academic progress reports are generated from the SAP Module and later you will discover that default prevention letters are generated from the Default Management Module All other administrative reports are generated from the Standard Reports Module The Standard Reports Module provides reports based on total database content as well as allowing you to filter many reports either by specified date range selected student or both As the following image will indicate report types are separated into several categories for the user s convenience TRAX System For Date Specific Reports Begin Date MARME EndDate 07 31 2013 mmidd mmidd REPORTS MODULE Enolid For Student Specific Reports miy E Select Student Select Report Type Below Global State Specific
127. you must be aware that any prior enrollment periods may be inaccurate because the holidays were added or removed after the prior enrollment periods were recorded lf this may apply to your school please go into TRAX utilities and click on FIX PRIOR ENROLLMENT PERIODS This function will go through your prior enrollment periods posted and make sure that the holidays are properly applied based on the current list of holidays posted Scale Tab A Grading Scale is established to give letter grades to its equivalent numeric grade Enter your desired grading scale on the left side of the screen The right side of the screen displays an example of a percentage or GPA grading scale TRAX System SCHOOL MODULE ABC INSTITUTE General Subject Service Program Staff Lead Employ Holiday Fund Src Terms Record H Lofil K WH RE K No Filter September 2013 Call Toll Free 1 888 GEMCOR 8 25 GEMCOR Inc TRAX User s Manual 2013 Edition Fund Src Tab Enter all institutional Fund Sources under this tab Use the record scroll bar to navigate through the different Fund Sources or use the asterisk add button at the far right of the record scroll bar to add new Fund Sources SCHOOL MODULE TRAX System Record H 1 of 6 k Fl be ik No Filter Search This concludes the School Module portion of this manual Once you have completed the setup of your School Module you are ready to begin creating stu

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