Getting Started Guide for Version 11


Time Keeper Plus 11 is a database application that tracks times and contacts for students, resources, and laboratories. It also tracks students grades and attendance. It is a very versatile application. Please read through this guide before using Time Keeper Plus.


This guide is intended to help you get started using Time Keeper Plus. There is much more help available within the application. Each web page has a help page that can be displayed by clicking on the Question Mark icon.


- Passwords - 


Time Keeper Plus has several passwords: Student Menu, Time Utilities, Grade Utilities, Session Data, Course Data, Student Data, Grade and Attendance Data, Reports, etc.

 

- Starting Up Time Keeper Plus-


Time Keeper Plus has been installed for you on our system. You can start Time Keeper Plus by clicking on the Time Keeper Plus 11.0 icon on the desktop(preferred method) or you can launch Time Keeper Plus within any web browser by going to the following web site: http://www.academicprogrammers.com/schools/yourschoolname.html (Note: yourschoolname is provided by Academic Programmers when licensed.)


There are eight menu headings listed at the left of the screen: System, Files, Students, Courses, Session, Reports, Notes, and Help. You should click each one to view the list of functions available.


To use Time Keeper Plus you will need to create three sets of data: Session Data, Course Data, and Student Data. You begin with the Session Data. Click on Session and select the Create option from the Utilities Menu. You will be asked for the System Password. When you enter the correct password and click OK you should see the Session Data Screen.

 

- Session Data -


When the session data screen is displayed, you will see seven links across the middle of the screen: Session Information, Week Dates, Groups, Ethnicities, Memo and ID Fields, Resources, and Labs. There are several fields within each link that need to be filled in. The table below provides a brief description of each data field. Become familiar with them.


Click each link and fill in the value you desire for each data field listed. Click the Save Button when all fields have been filled in. You will be returned to the Time Utilities. If you need to modify the data use the Edit option under Session from the Utilities Menu.


Session Data Fields:


FIELD

RANGE

DISCUSSION

School Name

40 characters

This is your school name. It will be used on all of the reports.

Session Title

30 characters

This is title of the session. It is used on all of the reports.

Total Weeks

1 to 52

This is the total number of weeks in the session. For example, if you are setting up for one semester you would set this to 18. If you are setting up for two semesters, you would set this value to 36. As a suggestion, we recommend you set up Time Keeper for one semester only. It really helps to simplify session and course organization.

First Week of Session

1 to Total Weeks

This is the first week of the session. Normally you set this to 1. But if you decide to set up your session data to encompass an entire year, the first semester would have this value set to 1 but in the second semester you would set it to 19.

Last Week of Session

First Week to Total Weeks

This is the last week of the session. Normally you set this the same as the number of weeks in the session. But if you decide to set up your session data to encompass an entire year, the first semester would have this value set to 18 but in the second semester you would set it to 36.

Maximum Minutes

Per Session

40 to 1440

This is the default value for maximum minutes per session. When each course is set up it uses this value as its minutes per session. You can adjust this value for each course to fit its specific needs.

Minutes Per

Academic Hour

40 to 60

Institutions are required to use something other than 60 minutes for an academic hour. When each course is set up, you can adjust this value to fit whatever that specific course’s needs are. For example, you might set up a math course using 50 minutes as an academic hour and set up a PE course using 60 minutes as an academic hour.

Number of Groups

Unlimited

This is the number of groups you want to track. For example, you might want to have four groups: Math Courses, English Courses, Tutors, and Others

Number of Ethnicities

Unlimited

This is the number of ethnicities you want to track. Talk to your Admissions and Records about what they track.

Number of Resources

Unlimited

This is the number of resources you want to track.

Number of Labs

Unlimited

This is the number of labs you want to track. (Network version only)

Have System Track Ethnicity

True/False

(Checked/Unchecked)

Check this box if you want to have the system track usage by ethnicity.

Have System Track Gender

True/False

(Checked/Unchecked)

Check this box if you want to have the system track usage by gender.

Have System Assign Access Codes

True/False

(Checked/Unchecked)

Check this box if you want the system to assign Access Codes to students. The default is to have the system assign the Access Code to each student. If you turn this off you have to assign the Access Code. Let Time Keeper do the work!

Students Clockin/Out Using Access Code

True/False

(Checked/Unchecked)

Students can clock in and out using either Access Codes or ID field (normally social security number). The default is Access Code but you can change this so it is the ID field. If you are going to use a bar-code reader, you will want to use ID field.

Assign Access Code Range to Each Course

True/False

(Checked/Unchecked)

Check this box, if you want to assign a range of Access Codes to each course. This requires you do extra work. It is suggested you let Time Keeper to the work.

Let Students Give Themselves Minutes

True/False

(Checked/Unchecked)

Check this box, if you want to let students give themselves minutes when they clock out (if they forgot to clock in). They will be prompted for the number of minutes they were present. This is tracked as a clockin error.

Let Students Be In More Than One Course

True/False

(Checked/Unchecked)

Check this box, if you want to have students in only one course. Normally, you allow students in more than one course. They are never allowed in each course more than once. The default is true.

Display Student Clocked In

True/False

(Checked/Unchecked)

Check this box, if you want students to be able to view the list of clocked in students. Otherwise, it requires a password to view the list of clocked in students. The default is true.

Display Courses Order

Creation, Alphabetical, or by Group

Select the order you want course displayed. Alphabetical is the default.

Reports Format

HH:MM, HH.FF, or HHh MMm

Select the format you want your reports to print the hours of students. HH:MM = hours:min, HH.FF = hours.fraction of hour, HHh MMm = HoursH MinutesM

Enable Grade Keeper

True/False

(Checked/Unchecked)

Check this box, if you want to enable Grade Keeper. If unchecked, the grade keeping portion of Time Keeper Plus will not be used. The default is true.

Let Students (using Web) Clock In/Out

True/False

(Checked/Unchecked)

Check this box, if you want to allow student to Clock In and Out using the WEB. You will be required to indicate for each course as well. The default is false.

Let Students Add Themselves

True/False

(Checked/Unchecked)

Check this box, if you want to allow student to add themselves to a course. You will be required to indicate for each course as well. The default is false.

Week Dates

Valid Calendar Dates

You need to fill in the first day of each week for each of the weeks indicated in Weeks in Session. There is a calendar that you can double click to help in selecting the correct dates. It is very important that they be correct. Always consult your academic calendar to be sure your week dates are correct.

Groups

1 to 50 characters

Type a description for each of the groups you want to track.

Ethnicities

1 to 50 characters

Type a description for each of the ethnicities you want to track. Consult your Admissions and Records for a possible list of ethnicities they track.

Memo & ID Fields

Find In Help

(Click Question Mark Icon)

These are very important fields. The discussion is too lengthy to place here. Please use the online help when you get to these fields.

ID Field Required

True/False

(Checked/Unchecked)

Check this box, if you require students to fill-in this field. Otherwise, students may leave this field blank. The default is false.

Resources

1 to 50 characters

Type a description for each resource you want to track.

Labs

1 to 50 characters

Type a description for each lab you want to track. Only one lab allowed for stand-alone version.


- Course Data -


Now that you have set up the Session Data you can now set up the course data. Click on the utilities menu heading Courses and select the Create option. You will be asked for the System Password. When you enter the correct password and click OK you should see the Course Data Screen.

 

Courses can also be created using Create Courses under Files.

 

When the course data screen is displayed, you will see several data fields plus six links across the middle of the screen: Courses, Session Weeks, Resources, Labs, Instructor Photo, and Restricted Weeks. You need to fill in all of the fields and also select each of the resources this course uses and select each of the labs it belongs to.


The following table provides a brief description of each data field. Become familiar with them.


Click the Save button when all fields have been filled in. You will either be returned to the Utilities menu or asked if you want to create another course. If you need to modify any of the course data use the Edit option under Courses from the Utilities Menu.


Course Data Fields:


FIELD

RANGE

DISCUSSION

Course Name

1 to 25 characters

Type a description for this course. It should include a name and section.

Instructor

1 to 30 characters

Type the name or names of the instructors of record for this course.

Course Time

1 ro 50 characters

Type the time the course meets.

Registration Code

1 to 20 characters

Type a unique registration number for this course. Usually this is the number used by Admissions and Records.

First Week

First Week of Session to

Last Week of Session

Indicate the first week the course is active. This allows you to set up full term courses and short term courses. The session weeks tab shows the current session week dates to help you select the week.

Last Week

First Week to

Last Week of Session

Indicate the last week the course is active. This allows you to set up full term courses and short term courses. The session weeks tab shows the current session week dates to help you select the week.

Course Groups

Select from the list

of course groups

Use the pull-down box to select from the list of course groups defined in the session data. You must select from this list the group this course belongs to. You cannot type in something different.

Maximum Minutes

40 to 1440

This is the maximum number of minutes per session. Students who are clockedged in longer than this will only receive the maximum minutes. Specify the number of minutes for this course.

Minutes Per Hour

40 to 60

Indicate the number of minutes for this course that are considered an academic hour. For example, if you have a math course you might use 50, but if you set up a course to have tutors in it you might use 60.

First Access Code

1 to 999999

If you checked ‘Assign Access Code Range’ within the session data, you need to indicate the first Access Code to use for this course. Use Caution! Be sure each courses’ range is unique.

Last Access Code

First Access Code

to 999999

If you checked ‘Assign Access Code Range’ within the session data, you need to indicate the last Access Code to use for this course. Use Caution! Be sure each courses’ range is unique.

Total Hours

0 to 99999

Indicate the number of hours required by each student in this course. This allows you to accumulate Excess Hours. These hours may be eligible for extra monies through ADA. Check with your Admissions and Records.

Track Student Excess Hours

True/False

(Checked/Unchecked)

Check this box, if you want the system to track the excess hours for this course.

Calculate Average Via Short Method

True/False

(Checked/Unchecked)

Check this box, if you want the system to calculate student averages using the short method. Please read the application help for a thorough explanation of how Time Keeper Plus calculates average.

Display 'Hours Short' Message

True/False

(Checked/Unchecked)

If this is checked, when students clock out, they will receive an error message if they are short of the required hours for their course.

Percent Short

0 to 100

Indicate the percentage that is considered short.

Which Week

First Week to Last Week

Indicate the week the error message starts.

Track Resources For This Course

True/False

(Checked/Unchecked)

Check this box to indicate you want the system to track resources for this course. If you check this box you must also select which resources to track.

Let Students (using Web) Clock In/Out

True/False

(Checked/Unchecked)

Check this box, if you want to allow student to Clock In and Out using the WEB. You will be required to indicate for each course as well. The default is false.

Let Students Add Themselves

True/False

(Checked/Unchecked)

Check this box, if you want to allow student to add themselves to a course. You will be required to indicate for each course as well. The default is false.

Resources

Check each resource to be used by this course

If ‘Track Resources For This Course’ is checked you need to select which resources are to be tracked for this course. When students clock in they will only be given the list of resources that are checked.

Labs

Check each lab this course belongs to

You need to indicate the labs where this course belongs. Students can only clock in for this course in the labs that are selected.

(Network version only)

 

- Student Data -


Now that you have set up the Session Data and created the Courses you can now add the students to the system. You can do this three different ways:

1. You can add the students to each course yourself by using the Create option under Students at the Utilities Menu. It requires the System Password. If you select this method you will see the Student Data screen.

2. You can upload the list of students into Time Keeper Plus from a file downloaded from your MIS department. You do this using the Create Access Codes option under Files at the Utilities Menu. It requires the System Password.

3. You can have the students add themselves the first time they use the system. They do this at the student menu by clicking the Add Myself To The System button. This seems to be the way preferred by most of our users.


There are several fields that need to be filled in. The following table provides a brief description of each data field. Become familiar with them.

 

When all fields have been filled-in click the Save button. You will either be returned to the Utilities menu or asked if you want to create another student. If you need to modify any of the student data use the Edit option under Students from the Utilities Menu.


Student Data Fields:


FIELD

RANGE

DISCUSSION

First Name

1 to 20 characters

Type the first name of the student. Include a middle initial if desired.

Last Name

1 to 20 characters

Type the last name of the student.

Ethnicity

Select from List

If ‘Track Ethnicities’ is checked in the session data then the ethnicity for this student must be selected from the pull-down list.

Gender

Select From List

If ‘Track Gender’ is checked in the session data then the gender for this student must be selected from the pull-down list.

ID

Must Match ID Field Definition

The ID field (default = social security #) must be filled in. This is the most important field.

Memos(3)

Fill in based on memo definitions

The value for each memo field that is defined in the session data must be filled in. The format for each input field is defined in the session data.

Course

Select from the list of courses

Students select which course they belong to. (Only required at the student menu)


- You’re Ready To Go -


Now that the Session Data, Course Data, and Student Data are set up, it is time for students to start using the system.


- Reports - 


Time Keeper Plus creates several reports: Weekly by course, Exact Clock Ins, Lab and Workstation Usage, Resource Usage, Lab Usage, and Session Summary. When you are ready for any of the reports that Time Keeper Plus produces, select Reports from the Utilities Menu and select the report you want.


It also produces Student Lists and Course Lists. Use the Print option under Students and Courses from the Utilities Menu to select the list you want.


Time Keeper Plus produces the reports or lists for you. It lets you preview them before they are printed. You cannot modify these reports. This insures the integrity of the reports. You can also email the reports.

 

- Definitions -          The following is a list of definitions that will help you get started:

 

Groups -             Groups are collections of courses. This allows you to track time usage for a collection of courses. For example, suppose you create three groups: Evening, Night, and Weekend Courses. When you create courses you select which group they belong to. When the Session Summary Report is printed statistics about these groups will be included in the report.

Resources -         Resources are items for which you wish to track usage. They can be just about anything you want. Homework assignments, video tapes, data disks, computers, etc. When courses are created you select from these resources. When students clock in, they select from the course’s set of resources. Resource usage by students and courses are viewable through several of Time Keepers reports.

Lab-                    This refers to a collection of workstations. This only works with network versions. Each lab is identified within the session data and as workstations are added to the network you select which of the labs it belongs to. This allows for statistics about Lab usage to be printed. The stand-alone version only has one lab.

 

Station ID -        This is the name of a workstation along with the lab that it belongs to.


There are more definitions that you will need to know but these will get you started. Use the application help for more information.


- Grade Keeper - 


Time Keeper Plus has a second major component: Grade and Attendance Keeping. Faculty can now track students grades and attendance that they set up. They do this for each of their courses.


Each course is password protected. The password is assigned by the instructor. This prevents other faculty and students from viewing or changing course data.


Once an instructor has indicated what they want in each of these fields they start to record students grades and attendance. They do this using Students->Edit Grades and Students->Edit Attendance options from the Grade Keeper Utilities.


Students can view their grade information at any time by selecting “Display My Information” from the student menu.


The screen on the left shows what the student screen looks like when they look up their information.


Notice the ‘What If ...’ button. This button is something the students really appreciate. Faculty won’t be asked “What do I need to get on the final to get a ‘B’ in the class?”. The students can figure this out for themselves by putting a score in one of the grade boxes and pressing What If. Their new Percent and Grade will be calculated and displayed.


-Grade & Attendance Reports-


There are several grade and attendance reports available:


    1. Grade Report for the instructor,

    2. Grade Report for the student,

    3. Attendance Report for the instructor,

    4. Attendance Report for the student,

 

You can also use the attendance report for the instructor as a sign-in sheet for students. See the report on the left for an example of this.


Notice that the attendance boxes are left blank. This allows students to but sign their initials each day they are present. This report is something that faculty really like.


Course Grade Data Fields:


Grade Groups and Descriptions:

FIELD

RANGE

DISCUSSION

Number of Grade Groups

1 to 16

Indicate how many grade groups.

Grade Group Descriptions

1 to 20 characters

Type a description of each Grade Group. For examples: Homework, extra credit, midterms, final, program assignments, etc.

Grade Group Percent

0 - 100

Indicate what percent this grade group is worth. All percentages must add up to 100%.

Number of Grades

1 - 100

Indicate how many grades you will have is this course.

Grade Description

1 - 20 characters

Type a description of each grade. For examples: P.72 #16, Class Presentation, Class Participation, Final, Midterm #1, etc.

Grade Value

1-100

Indicate what the range of scores for this grade.

Grade Group

1- Number of Grade Groups

Indicate a group that this grade belongs to.


Grade Ranges:

FIELD

RANGE

DISCUSSION

Number of Grade Ranges

1 to 20

Indicate how many grade ranges. There are several defaults to select from.

Grade Value

1 to 2 characters

Type a value for each Grade. For examples: A+, A, A-, NC, P, F, O, etc.

Grade Percentage

0 - 100

Indicate what percentage the student must attain to receive the Grade Value. The percentages must be sequential. The system will verify.


Attendance Dates:

FIELD

RANGE

DISCUSSION

Number of Attendance Dates

1 to 254

Indicate how many attendance dates to track student attendance. This is different than what Time Keeper tracks. Time Keeper tracks exact times. Grade Keeper tracks dates of attendance.

Attendance Dates

mm/dd/yyyy

A calendar is provided to select the dates of attendance. Double click on the calendar to select a date.


Attendance Symbols:

FIELD

RANGE

DISCUSSION

Number of

Attendance Symbols

2 - 20

Indicate how many attendance symbols.

Symbol

1 character

Type a symbol for each attendance type. For examples: P, A, E, U, T, etc. There are several defaults to select from.

Symbol Description

1 - 20 characters

Type a description for each attendance symbol used. For example: P = Present, A = Absent, E = Excused Absence, etc.


- Scenarios -


The following are three scenarios on how you might set up Time Keeper. The first two are scenarios for the Single-Labs and the third scenario is for the Multiple-Labs. There is also a scenario for how you might set up Grade Keeper.

 

          Single-Lab Scenario #1


Suppose you want to set up a session for one semester only that has ten courses (two of the ten are short courses). You want to track six resources (some of the courses have resources, some don’t). You want to track times by gender, but not ethnicity. You want to also keep track of tutors hours. You want to have the students’ e-mail and phone number in the student data. This might be how you would set it up.

In the session data:

                          Set the number of weeks to 18, the first week to 1, and the last week 18.

                          Under Weeks fill in the 18 week dates.

                          Set track gender to true and track ethnicity to false.

                          Under Resources set the number of resources to 6 and type a description for each.

                          Under Memo and ID Fields set up Memo Field #1 for e-mail and Memo Field #2 for phone number.

                          Set ‘Students Add Themselves’ to true.

                          Fill in all of the other fields for our particular lab.

In the course data:

                          Create the 10 courses plus a tutors course.

                          Set the first and last weeks for the regular courses to 1 and 18. For the short courses you set the first and last weeks to values between 1 and 18. For example, you have a course that starts the third week of the semester and ends the tenth week. So you set the first week of the course to 3 and the last week to 10.

                          Set the required hours of each of the courses. For example, most of our courses requires 3 hours per week, so you set the hours to 54.0 (18 X 3). In two of the courses you don’t require any hours, so you set their hours to 0.

                          Indicate whether each course has resources to track. In courses that you do track resources, you click on the resources for each course under the Resources tab.

                          Fill in all of the other fields with particular information for each course.

You’re ready to go. You have Time Keeper Plus running on the computer by the entry/exit door of our lab. Students are told to add themselves the system the first time they come into the lab.

 

          Single-Lab Scenario #2


Suppose you want to set up Time Keeper Plus to cover an entire year (2 semester (36 weeks) + summer session (8 weeks)) with the ten courses identical to scenario #1 in both semesters (duplicated) and five courses during the summer session. You want to track ten resources for the entire year. You want to track times by gender and ethnicity. You want to also keep track of tutors hours. You want to have the students’ email and counselor’s name in the student data. This might be how you would set it up.

In the session data:

                          Set the number of weeks to 44, the first week to 1, and the last week 44.

                          Under Weeks fill in the 44 week dates.

                          Set track gender to true and track ethnicity to true.

                          Under Ethnicities set the number of ethnicities to 12 and type a description for each.

                          Under Resources set the number of resources to 10 and type a description for each.

                          Under Memo and ID Fields set up Memo Field #1 for e-mail and Memo Field #2 for councilor name.

                          Set ‘Students Add Themselves’ to false.

                          Fill in all of the other fields for our particular lab.

In the course data:

                          Create the 25 courses plus a tutors course.

                          Set the first and last weeks to 1 and 18 for the first semester, to 19 and 36 for the second semester courses, and to 37 and 44 for the summer courses. For the short courses, you set the first and last weeks to values between the first and last weeks. For example, you have a course that starts the third week of the first semester and ends the tenth week. You set the first week of the course to 3 and the last week to 10. For the same short course in the second semester you set the first and last weeks to 21 and 28.

                          Fill in the other fields similar to scenario #1.

You’re not ready to go yet. You don’t allow students to add themselves, so you have to add the students yourself or use Create Access Codes under Files to add the students. So you get a download from your school’s MIS department and upload the students. Now you’re ready to go!


NOTE: Since this scenario covers the entire year, when the first semester is finished and the second semester starts, you need to make some changes. You need to upload the new students from a new file from MIS into the second semester courses and you need to change the first and last weeks in the session data to 19 and 36. When the summer session starts you also make these required changes.

 

          Grade Keeper Scenario


Suppose you set up Time Keeper Plus to cover one semester with the ten courses. Each instructor can track grades and attendance for each of their courses already set up using the Time Utilities.


Now, suppose a math course has been created under the time keeper utilities called Math 10 and you are the instructor for that course (note: Courses can only be created in the Time Utilities.). You’ve decided that you want to use grade keeper to track 15 homework assignments, 5 quizzes, 2 midterms, and a final.


You go to the Grade Utilities (if you don’t know the password, ask your system administrator). You select Courses->Edit. The system will display the list of the courses in the system. You select each of the courses you want to edit and click on the Go button.


The first time you edit the course grade data it will prompt you indicating that it doesn’t have a password for that course. You should indicate a password at this time. You will be required to have this password each time you edit the course grade data. This protects the grade data.


At the course grade data screen:

                          Indicate that you have 4 grade groups.

                          Type a description and assign the percentage for each. Remember that the sum of the percentages must equal 100%.

                          Indicate that you have 23 grades.

                          Type a description for each and indicate the value and grade group each belongs to.

                          Select a Grade Range scheme. For example: A, B, C, D, F using 90%, 80%, 70%, 60%

                          If you aren’t tracking course attendance leave the attendance data alone.

                          If you are tracking attendance then indicate the number of attendance dates and the actual dates.


You’re now ready to track course grades and attendance! Use Students->Edit Grades and Students->Edit Attendance to indicate the actual scores and attendance of your students. You will be required to provide the course password to do this. Remember that each course has it’s own password to protect each courses’ data. Be sure to set yours as well. If you forget a course password - contact the system administrator.

 

          Tracking Different Labs Scenario


In this scenario the session data has been set up with four labs: (All computers connected to Web)

            Computer Lab -   Each computer has their Station ID set to Computer Lab. Students can only clock in for courses assigned to Computer Lab.

            English Lab -       All students clock in and out at this station. The computer has Station ID set to English Lab. Students can only clock in for courses assigned to English Lab.

            Tutorial Center -  Each computer has Station ID as Tutorial Center. Students can clock in for all of the courses at these computers.

            Math Lab -          Students clock in and out at any station. Students can clock in and out for any courses.


Now let’s suppose that you define the following Resources in the session data:

            Computer Data CD #1

            Computer Data CD #2

            Tutor

            English Video Tape #1

            English Video Tape #2

            Statistics Data Disk

            None


With the following courses:

            Math 10 - assigned to Math Lab and Tutorial Center - Tutor and None assigned as resources.

            Math 20 - assigned only to Math Lab - statistics data disk assigned as only resource.

            English 100 - assigned to English Lab and Tutorial Center - both Video Tapes and Tutor assigned as resources.

            English 200 - assigned only to English Lab - no resources assigned.

            Computer Science 1 - assigned to Computer Lab and Tutorial Center - Computer Data Disk #1 assigned as resource

            Computer Science 2 - assigned to Computer Lab and Tutorial Center - Computer Data Disk #1 and #2 assigned as resources.

            Tutors - assigned to Tutorial Center - No resources assigned.

 

            In the Computer Lab students can clock in for Computer Science 1 and 2 only. When students clock in for Computer Science 1 an 2 they will have to designate which resource.

            In the English Lab students can clock in for English 100 and 200 only. When students clock in for English 200 they won’t select a resource because no resource has been assigned. When students clock in for English 100 they will have to select between Video Tape #1, Video Tape #2, and Tutor.

            In the Math Lab students can clock in for Math 10 and 20 only. When students clock in for Math 10 they select between None or Tutor. When students clock in for Math 20 they will not have to designate a resource because there is only one assigned to the course.

            In the Tutorial Center students can clock in for Math 10 (but not Math 20), English 100 (but not English 200), Computer Science 1 and 2, and Tutors. When they clock in for any of these courses, they will have to select a resource, the same as described above.