17. Health

Appendices

A. Custom Groups
B. Email Templates
C. Enrollment Events

1 - Introduction

1.1. System Overview
1.2. Audience
1.3. User Accounts & Roles
1.4. Roles & Access Levels
1.5. About this Guide
1.6. Contacting Technical Support
1.7. Glossary of Terms

1.1. System Overview

Maestro Student Information System (SIS) is designed for online schools, blended learning programs, and site-based programs. It is the centerpiece of school operations, handling both administrative functions (such as admissions, registration, and transcripts) and academic functions (such as grades, academic progress, and student communications). Maestro automates these critical functions and unifies them within a single, user-friendly application. This enables schools and agencies to streamline many operational tasks that would otherwise be repetitive and time-consuming.

Maestro stores, manipulates, and reports data about prospective students, enrolled students and alumni, teachers, courses, enrollments, and much more. This data comes from two sources: Maestro receives data from users (who enter, add and edit information), and retrieves data from the school's LMS (the Learning Management System that stores academic data and interfaces with Maestro).

Maestro dynamically updates all system records. User-entered data is updated in real time: new data you enter will immediately propagate throughout the system. Data retrieval from the LMS updates in real time if the LMS allows for a web interface, or at least every 24 hours. If the interface is through a file transfer, synchronization of the LMS and SIS usually occurs at night.

1.2. Audience

This user guide is intended for instructional, administrative and student support personnel. Although positions and titles will vary by program (for example, teaching assistants; 'coach' vs. 'advisor' or 'mentor'), these are all back-end users – defined as anyone who is not a student or guardian. A separate, front-end user guide has been published for students and guardians who use Maestro.

1.3. User Accounts and Roles

System access is kept simple yet highly secure by requiring that every user have one account, and only one account, in Maestro. A single sign-on login credential (username & password) comes with this account.

When a user account is created in the system, that user is assigned a role. If this user should change roles at some point – say, from Teacher to Administrator – the role can be changed without creating a new account. In fact, a user can be assigned any number of roles within that single account.

Most users will only need one role. A user who would clearly need two roles is a teacher whose child attends the same school. She would need to interact with the system as a teacher and as parent/guardian, like the user in the screenshot below:

With Maestro this user can play both roles, but not at the same time. Martha has signed in, but before she can proceed, Maestro prompts her to decide which role she wants to play for this session. Like an actor in a stage play, a user can play different roles at different performances.

Martha is also a Faculty, but in a different organization, apparently at district level. This could be the district that includes the Day School, or a different district. She could be working part time in a neighboring district or, if this is a virtual school scenario, coaching students in a faraway district. A statewide program or district consortium using Maestro could include under its umbrella any number of component organizations like the school and district seen here.

1.4. Roles & Access Levels

As noted above, every Maestro user is assigned a Role (sometimes called User Type). The user's job function determines his/her role – Teacher or Administrator for example. In addition, each user is assigned to an organizational level such as a school, district, or state. This is how Maestro replicates roles at different hierarchical levels, so that we have not only Administrators but School-level Administrators, District-level Administrators, and so on.

The combination of your role and organizational position determines your Access Level.

Access means, in simplest terms, what you can view and what you can edit. Your access level determines whether a particular page, menu or record is:

Visible to you
Visible and also editable by you

There is a broad spectrum of access ranging from no view of a particular module or menu item, to limited privileges to view and/or edit, to full access for an administrative user. Within this spectrum, any number of access levels can be created and fine-tuned for any number of user types. The configuration is specific to each client.

A school Registrar, for example, would need to be able to view all students in her school, and edit applications and transcripts. However, she may not have access to view academic performance, such as assignment grades, for any student. A teacher, on the other hand, will have access to academic performance data for those students he/she currently teaches, and only for the classes in which she teaches them. Other students are not visible to him/her, nor are the grades for her students in their other classes.

BocaVox takes full advantage of this flexibility to create a highly customized Maestro build for each client. As a result, there is no "standard" deployment of Maestro in actual practice. Even role names are customized to each client's preference. For example, the user type generally understood as "student support" may appear in your Maestro build as a Coach, Facilitator, Counselor, Mentor, or Advisor. Your organization may even have some combination of these roles.

1.5. About this Guide

1.5.1. Resolving Vantage Point Issues

Although there is no "standard" build of Maestro deployed in the field, there is a baseline build from which every customized version is built. In this user guide, most of the images were taken from the baseline build. All functionality in your Maestro build is replicated in this user guide, but not every customization. Particular role names, for example, may not always match. This should not detract from the reader's understanding, since:

The main visual and functional elements of the user interface are consistent across builds;
The user guide is very task oriented and the 'how to' instructions are valid for any build; and
The guide incorporates, at key points, reminders that a feature is often customized and therefore may appear differently than depicted. This is conveyed both in text and in screenshot illustrations.

The majority of users do not have administrative access; from their vantage point, much information presented in the guide will be 'missing' from their screen views. Missing information is far more common than 'conflicting' information caused by a custom build. Users can safely skip over any content that does not appear on their screens.

1.5.2. Document Structure, Topic Order and Narrative Flow

In the user guide, chapters three through sixteen correspond to different Maestro modules (seen in the tabs running across the top of the Maestro page), starting with the Home Module at Section 3.

Within each section, topics are generally addressed in the following order:

Module Landing Page

Description of layout and page elements; then
Description of grids, lists and records appearing on the page, and their functionality: sorting, filtering, understanding list data and embedded icons; then
Left Menu items from top to bottom; then

Home Page (where applicable)

Description of layout and page elements, then
Description of grids, lists and records appearing on the page, and their functionality: sorting, filtering, understanding list data and embedded icons; then
Left Menu items from top to bottom

This means that for most modules, the User Guide menu items will generally follow the order seen in Maestro.

1.5.3. Links and Tooltips

Hyperlinks are also used to connect the reader to "how to" instructions that need not be duplicated in every section because they apply universally. Filtering a list in the Teachers Module, for example, is no different than filtering a list in the Students Module. For most links the target page will open in the current window. (The user can right-click to select other window/tab options).

1.5.4. Tips, Tricks and Caveats

At key junctures users will find 'bonus' information and advice, set apart in boxes:

The boxes with a blue flag contain notes and tips providing depth, breadth or context. For example:

Describe a general pattern or rule that is exemplified by what the user has encountered here
Connect this topic or task to a related one
Shed light on how other users are affected by, or can affect, the outcome of this task or action
Fill in the 'prequel' or 'sequel' scenario - how this condition arose or what will follow from this action
Suggest best practices when performing this task

A few of the blue boxes address more complex operations and tasks, explaining to users not just how things work, but why things work the way they do. Some of this material is targeted to administrators, technical support and trainers in your organization.

The boxes with the yellow flag advise the reader to be careful!

Readers get information about:

Exceptions to a pattern or rule
Avoiding common mistakes, such as steps within a task sequence that are easily overlooked
An action that cannot be rescinded

...and similar cautionary advice.

1.6. Contacting Technical Support

To contact your organization's technical support, go to the Home module and click on the Contact Support link in the left menu. Here you will see the contact information for your organization's technical support.

1.7. Glossary of Terms

Below are definitions of terms used in this guide. Key terms are also explained thoroughly within the user guide at the referenced section.

Attribute – aka data type: One data element belonging to a record. In a grid, an attribute name appears in each column header to identify the type of data occupying the cells in that column.

Back-end user – any Maestro user who is not a student or guardian.

Entity – Any individual user or object to which Maestro dedicates a home page. Every system user (except parents/guardians and administrators) has a home page and is therefore an entity, as is every application; course; section; and organization.

Front-end users – Students and Guardians

Grid– A list of records AND the surrounding features (sortable attributes, filter boxes, icons) that enable users to interact with that list. Most modules in Maestro display a grid on the landing page.

Home page – The page that provides access to an entity's information profile and all functionality needed to manage that profile. Maestro uses the Home page to centrally organize the various data and functionalities that surround each individual entity. There is a Home page for every system user (e.g. student, teacher, coach) except parents/guardians and administrators. There is also a Home page for every application, course, section, and organization.

Icon cluster – The group of functional icons that displays just beneath each grid on the right.

Landing page – The initial page the user lands on when following a link, button or tab (as distinct from other pages within that website or Module).

List– A collection of records stacked vertically to form a table with gridlines (resembling a spreadsheet), where each record occupies one row. See also Grid.

Module – A combination of records and related utilities organized around one user type or functional element. Each module is the user's entry point for viewing and managing:

One entity collection (such as Teachers or Courses);
One task collection (such as Reports or Communications);
One academic collection (such as Enrollments);
One housekeeping/administrative collection (such as Documents or Assets); or
One administrative function (such as Admissions or SIS maintenance).

Maestro uses the module to centrally organize the various data that surround each collection of entities, tasks, or functions. The modules are named in the tabs that run across the top of the Maestro interface.

Record – A data set containing information for one entity or object, displaying as one row in a table (as in a spreadsheet). Each record is composed of data elements associated with the entity/object, called attributes.

Search term (also called search string) – Your search criteria; the text you enter to perform a search or filter a grid.

Target page – A hyperlink's target destination; the web page or file that opens when you click the link.

Value – The actual data or information that occupies one cell in a record.

2 - User Interface

2.1. Screen Layout
2.2. Modules
2.3. Grids, List & Records
2.4. Dropdowns & Dates
- 2.4.1. Dropdowns
- 2.4.2. Date Fields
2.5. Home Page
- 2.5.1. Purpose and Definition
- 2.5.2. Layout and Navigation
2.6. Left Menu Pane

2.1. Screen Layout

The screenshot above shows the screen elements of Maestro's user interface:

Header: Shows the the following icons -

Header Icons

	User Information
	Messages
	Maestro Intelligent Dashboard
	Today's Date
	Session Information
	Logout

Modules Menu: The module choices display as tabs; click on any tab to go to that module. The modules available to a user depend on his/her role and access level. Shown here are the modules typically available to an administrator. Modules are further described in the next section. Note: if you are unable to view a module, this means that you do not have user access to that module.

Left Menu Pane: This pane holds the menu items used for navigating within modules and home pages. Clicking on a menu item activates that function, which then appears in the Contents Pane. The menu items visible to a user depend on his/her role and access level.

External Links at the bottom of the menu holds links to webpages or documents frequently accessed by users within your organization, as determined by the administrator. Clicking on a link opens the target page in a new window. The administrator can create or modify external links.

Contents Pane: This part of the screen displays the contents of the page according to the module or menu item the user has selected. This is the space where grids, editing screens and task templates will display. In terms of viewing and entering data, this is where most of the action occurs in Maestro.

Name Search Box: This is a quick way to search the database by name. A single search will retrieve matching student records, application records, and user account records.

Global Features: As you navigate through Maestro, each of these features always remains visible and static, and will function the same way regardless of the page it appears on:

Header

Module Tabs

External Links

Name Search Box

2.2. Modules

Maestro organizes data and functionality into separate modules. The modules accessible to a user are seen in the tabs that run across the top of the Maestro interface. Clicking on a tab takes the user to that module.

Each module provides access to a particular entity (such as Teachers or Courses); a specific task (such as Reports or Communications); or an administrative function (such as Admissions or Administration).

The typical module landing page displays a group – the population of entities or objects to which that module is dedicated. These are organized into records arranged in a list. Using the grid features, the user can manipulate the list records, for example by sorting, searching or grouping.

(In the Home, Applications and Administration modules this arrangement is present, but not on the landing page).

The module provides tools for managing the group and communicating with its members. A user can, for example:

Send an email blast to a selected group of students.
Export the list's records to an Excel file.
Open the template used to create a new record (new teacher, course, section, organization, and so on) that Maestro will add to the list.

Finally, each record in a list includes links to the Home Page for each entity named in that record.

Maestro currently has fourteen modules; each is fully described in a dedicated chapter of this User Guide. The modules available to a user depend on role and access level as configured by the institution. Typically, an instructor level user will not have access to all the modules and menus of an administrator, so each will have a different user interface in that respect.

Remember that not every module described in the User Guide is used in every program, nor is every module visible to every user type.

2.3. Grids, Lists & Records

2.3.1. Grid Layout

Each module page displays one or more grids within the Contents Pane. Each grid encloses a list composed of records arranged in a table format, much like a spreadsheet. Each row of the list contains one record.

Each record is composed of data elements; the type of data element is named by the attribute that displays in the column header. The actual data occupying a cell is called a value. The term attribute signifies that each data element is a property of the record. Some examples:

Each Student record includes the attributes Name, Organization, and Enrollments as seen in the screenshot above.
A Course record may include an attribute that identifies its associated academic Department.
Maestro's Assets Module stores a record for every item in an inventory. An Asset record for a textbook may include a Course attribute (that identifies the course in which that textbook is used).

2.3.2. Grid Functional Elements

Just as they would in a spreadsheet, the attribute labels serve as column headers that identify the type of value (information or data) occupying each column. In a Maestro grid, the labels are also functional – they enable a user to sort the list by the values in that column. Any label displaying with an underline can be clicked to activate a sort function. (Labels displaying without underlines are used in columns that contain icons instead of values, as seen in the screenshot below).

The grid's filter boxes enable a user to define a search, using one or more attributes, that will capture a subset of the list's records.

For some numeric attributes, the value that displays in each record is based on a calculation; hovering the cursor over the attribute label will trigger a tooltip that explains the calculation and how the filter will act on the column values:

In this example, Maestro has calculated a completion percentage for each student in the list.

2.3.3. Hyperlinks in Lists

Almost every list in Maestro has records that include values displaying as hyperlinks. If the value is an entity name, the link targets the home page for that entity.

The grid below, for example, appears on a student home page within the Students Module. The grid lists all sections in which this student is enrolled. Each record contains the section name and teacher name, displaying as links:

In this list, clicking a Section name will take you to that section's home page within the Sections module. The Teacher links work the same way. Whenever an entity name displays as a hyperlink, following that link will take you to the entity's home page.

2.3.4. Functionality within Records

Some lists have clickable icons embedded in each record.

These icons function variously to control access, open or close a view, undo an action or condition, or activate a task template for that specific record. Some examples:

Control access: Hide or show a course in the catalog viewed by front-end users.
Open a view: View the Gradebook or Attendance Register for a class section.
Undo an action or condition: Cancel a course request; un-enroll a student.
Activate a task template: Open the template used to issue a grade or transfer a student.

Hover the cursor over any icon column header to see a tooltip describing its function.

2.3.5. Icon Toolbar

Maestro pairs each list with an icon cluster — located just above the list on the left side of the screen. Each icon is a button that enables the user to perform an action with the records in that list. Every list page will display one or more of these icons:

	Add
	Show Filter Options
	Personalize Columns
	Export to Excel
	Export to CSV
	Export to Excel (visible columns only)
	Launch Bulk Action Console
	Show as Datagrid
	Reset User Grid Configuration

2.3.5.1. Data Filtering on Grids

Users can select the Filter Icon above any grid in Maestro to refine the data set for viewing or analysis.

Select the Filter icon above the grid to show the filter options. Each Column Heading in the grid can be filtered to subset data into exactly what the user is looking for.

=	Equals
*	Containing
A*	Starting with
*A	Ending with
<	Less than
<=	Less than or equal to
>	Greater than
>=	Greater than or equal to
><	Between
!=	Different

For example, let’s say you want to see all Active 10th grade Students in your district with a GPA above 3.0, sorted in ascending order.

Set the following filters:

Grade Level Name: 10th
GPA >= 3 (select the ^ arrow next to the GPA filter box to sort)
Status: ACTIVE

2.3.5.2. Exporting a List

When a list is exported to Excel or CSV format, Maestro ignores the particular list attributes and creates instead an extended record for each list member, which will include many more fields than those on the grid. All records in the list will be exported.

CSV (Comma Separated Values) is a widely supported standard for porting tabular information between databases, or between a database and a spreadsheet. The exported file will bear the .csv file extension and can be opened in a spreadsheet or text editor.

2.3.5.3. Bulk Update

Maestro’s bulk import templates can be used to bulk update object records by placing the object ID in the A column of the Excel template. If there is no ID in the A column, the template will ADD that record, if there is an ID in the A column, the template will UPDATE that record.

You can also pre-populate a Bulk Import/Update template by using the bulk action console item “Export Data for Bulk Update.”

Records that can be bulk updated: Leads, Applications, Students, Faculty, Coaches, Courses, Sections, Enrollments, Organizations.

For example, if you wanted to bulk update student status:

Select the students you want to update in Students Module (checkbox)
Select the Bulk Action Console icon on the bottom right corner of the grid.
From the 'Select Bulk Action' dropdown menu at the top of the modal, select 'Export Data for Bulk Update'.
Click Export (This will generate the excel spreadsheet pre-populated with the student’s information
Open the excel file and replace the student status with the new values and save.
In Maestro go to the Students Module > Bulk Import > Verify File radio button (you can also do this on Administration > Tools > Bulk Import). Use the “Select File” button to find the excel file you saved and press verify. If verification is successful (green feedback), import the excel file, if not successful (red feedback), then open the results file, fix your data and repeat verification. This will update the student records with the new values for status.

2.3.5.4. Groups

Select this button to view all standard and dynamic groups for the specific module you are viewing.

Group Icons

	Clear Group
	Edit Group
	Delete Group
	Add Records to Group
	Remove Records from Group

To create a new group, use the filter options to target the list of students and check the checkboxes for those you want in the group. Let’s create a group of all active students with a GPA above 3.0 at BocaVox School.

Filter the grid:

Organization = Bocavox School
Status: ACTIVE
GPA >= 3

Check the checkbox for those students you want in your group and select the Add button (just by Select Group button) above the grid to create a group. A static group will be created with the selected students.

Select the Edit Icon to Name your new group and add a custom description and/or tooltip. The user has the option of keeping a group private (hidden from other users) or making it available to other users in your organization.

2.3.6. Grid Personalization

Maestro SIS allows the personalization of any grid according to user preference. Select this icon to personalize which columns appear on the grid as well as the order in which they appear.

Drag and drop Column Names to change position, toggle the Show icon off to remove it from the grid completely, and set a minimum width per column. Be sure to click to save for changes to take place. And click to restore all Columns to Default Settings.

The user can drag and drop columns directly on the user interface and adjust column widths the same way this is done in a spreadsheet: use the mouse to grab the column dividing line and drag it left or right.

Maestro remembers adjustments made to a grid and stores them as the user's personal settings. Your adjustments will persist in all future visits to a grid until you refresh the list.

Occasionally, an administrator may decide to change grid settings globally, for example by adding or removing columns from the display. This would change the display for all users. However, these changes would not appear to a user who has made personal adjustments to that grid until the user refreshes the list.

2.4. Dropdowns & Date Fields

2.4.1. Dropdowns

Most task templates in Maestro use form fields with drop-down lists (or drop-downs for short). The drop-down arrow opens a list from which the user selects an item to fill the field. Most drop-down lists are sorted alphabetically. Large lists will display in a scrollable pane.

A course catalog list, for example, can be very large. Users need not scroll through the entire list to find a course. If you know the first letter of the course name, type it on the keyboard to jump to that part of the list. For example, to find the course World History, type W. Maestro will jump to the first course in the list that begins with W. All drop-downs in Maestro provide this keyboard shortcut.

If you've made a selection and then want to 'erase' it and start over, activate the drop-down and select the blank line at the top of the list. In the example below we see the enrollment form, which employs multiple drop-downs to enroll a student in a course section.

On this particular form the drop-downs function as a hierarchy, with Department at the top level. Clearing the Department field will automatically clear all other fields. To clear, click the down-arrow to activate the Department drop-down.

As shown in the screenshot below, the user goes to the blank line at the top of the list and will click in the blue selection area to replace 'Math' with the null selection.

(For some drop-downs, the null selection contains the word Select rather than a blank space; but in either case, the null selection always appears at the top of the list).

2.4.2. Date Fields

Most forms in Maestro have date fields. These fields employ a date picker that activates when the user clicks the calendar icon or clicks inside the field:

The left and right arrows enable the user to select a different month. The user can pick a date from the calendar by clicking on it, but this is optional. In this example the user is typing a date into the field.

2.5. Home Page

2.5.1. Purpose and Definition

Within the module, there is also a central organizer for each individual entity — called a home page. There is a home page for every Maestro user except parents/guardians and administrators. There is also a home page for every application, course, section, and organization.

A home page is the central access point for managing the profile of one entity (e.g., a single student, or section, or organization). All information and functionality needed to manage the entity's profile either appears on the home page or can be accessed from it. In this sense the home page is like a pivot point around which all else revolves. From here, the user can access a number of screens that provide granular information, lists, editing options, and tools and utilities for managing the profile.

2.5.2. Layout and Navigation

The home page interface consists of:

Tab Views: Each tab will change the page view within the Contents Pane. Tabs provide access to the entity's information fields, settings, and various records collections displaying as grids.

Left Menu Pane: Displays links used to access tools and utilities.

Once you land on a home page, you have several choices. You can:

Edit the information fields (if your access level permits -- an edit link will appear in the Left Menu Pane).
Use other links in the Left Menu to view information or launch tools and utilities. The available links depend on the user's access level.
Work within a grid: sort or filter a list (as explained in Section 5), or launch a task by clicking an icon in the icon cluster.
Launch a utility (such as grading) by clicking an icon within a record.
Navigate to another home page by following a link displayed in a record.
Click any module tab to exit the home page and go to that module's landing page.
Click the browser's Back button to return to the previous screen.

These choices become more intuitive as you navigate actual home pages and become familiar with them. There is also a User Guide section devoted to each type of home page.

For now, remember that every icon or link that triggers an action also has a navigation outcome.

On a home page you can click any link in the Left Menu, and the menu itself will not change. You remain within the central profile, always one click away from the home page via the link at the top of the menu.

At Student Home for example this is the Student Info link as seen in the screenshot to the left.

(The only exception to this rule is the Add Section link at Course Home).

On the other hand, following a link displayed in a record will launch you out of the home page and usually out of the module as well.

These are the general features and options available within any home page. For details on how to work within each type of home page, see the user guide section for that entity. A good place to start is Student Home .

2.6. Left Menu Pane

Maestro pages feature a menu pane on the left side of the screen. The left menu items control the display within the Contents Pane. Clicking on a menu item activates that function, which then appears in the Contents Pane.

The screenshot below shows the landing page of the Sections Module, where a list appears by default and List is preselected in the Left Menu Pane -- indicated by the darker blue background. When you use the left menu items to navigate to different pages and views within a module or home page, you can always return to the landing page by clicking the top-most menu item – in this case, List. You can also return to a module landing page by clicking on the highlighted module tab – in this case, Sections.

On a home page, links in the Left Menu will launch the editing screen for that profile as well as various tools, each having a specific utility for that type of profile.

In a site-based school for example, attendance, seating and test scheduling are classroom management functions, and the various tasks they generate must be performed uniquely for each class section.

Accordingly, the tools that facilitate these tasks are launched from the Section Home page, as seen in the screenshot below.

This menu design responds to the fact that users need a different set of tools when managing a student record than when managing a course section or a document collection, for example. This logic governs all menu and screen design in Maestro's interface.

3 - Staff Portal OPUS

3.1. Overview
3.2. Dashboard
3.3. Announcements
3.4. Calendar
3.5. Contact Support
3.6. Certifications
3.7. Documents
3.8. Help Videos
3.9. My Account
3.10. Personal Settings
3.11. Message Center
3.12. External Links
3.13. Global Search
- 3.13.1. Search String Rules

3.1. Overview

Upon log-in to Maestro, all users land in the Home Module on the Dashboard page.

From this module users can:

Set up widgets and add items to widget collections
View announcements
Post an announcement
Access and add events to the user's calendar
Contact Technical Support (a designated support person)
Setup professional certifications and supporting documentation
Manage documents within a personal directory of files and folders
Change user account settings (including password)
Change dashboard settings and select a color scheme
Manage communications with other users
View external links to other pertinent sites (set up in the Admin Module)

3.2. Dashboard

When users log in they land on the Dashboard page, which includes the Announcement Board where announcements are posted. Each user will see any announcements that have been directed only to him/her, as well as any announcements targeted to a group that the user belongs to (such as all teachers in the school, or every Maestro user in the organization) as will be explained in the next section.

On the Dashboard Page, the Announcements display within a collapsible 'widget.' The widget is expanded or collapsed by clicking on the arrowhead that displays at the right side of the title bar.

The user can customize the Dashboard page by adding more widgets and choosing a color scheme and layout. These options are selected from the Personal Settings page.

Most widgets have display and setup options at the top right-hand corner:

Every widget can be expanded and collapsed by clicking the arrowhead at the top right of the title bar.
This icon enables you to add new items/records to the widget collection.
The magnifying glass will lead you to the group view of the selected widget.
Some widgets are designed with editable content, including the Profile, Pending Items, Alerts, and Personal Contacts widgets.

For widget items that display as a link, the item can be opened and edited by clicking on the link. In the image above, the Final Grades due item in the Alerts widget provides an example of this. Other types of widget will display a pencil icon; click the pencil to edit.

The arrangement of widgets on the page is completely modular. Each widget can be dragged and dropped into a new column location.

3.3. Announcements

Clicking the Announcements menu item will open a list of announcements that have appeared on the Announcement Board. Each announcement displays as a record in the list, and the list can be sorted or filtered.

Generally, a user has access to retrieve and edit announcements he or she has posted. Once it is posted, an announcement can only be retrieved, edited or deleted by its author, or by users having higher access privileges than the author. Users with access can retrieve an announcement by clicking on the Subject, which displays as a link. This will open the edit template for that announcement.

3.3.1. Post an Announcement

Users who have access to this function can create and post announcements that will be seen only by the particular audience the user specifies. The target recipients can range from the entire organization down to an individual user.

Click the Add New button, to create a new announcement and activate the announcement template.

3.3.1.1. Select a Target Audience

Using the Target Audience drop-down menu, choose the type of audience you want to send to. Choosing an audience type triggers more choices to display dependent on the audience type chosen.

For example, choosing "Organization" will open a modal with all your organizations as seen below.

Once the target organization or institution has been established, the user has the ability to include or exclude groups of users, by Role. You are not limited to a single role: select one, two or more Roles at a time while excluding all others. To post an announcement to all organization members regardless of role, leave all the Role boxes unchecked.

Narrow the Target Audience by Role

Once you establish the target organization or institution, the Role choices appear just below the Organization field. This enables you to narrow your recipients by Role (so your announcement is routed only to teachers within the organization, for example). You are not limited to a single role: you can target two or more Roles while excluding all others (only students and guardians, for example). To post an announcement to all organization members regardless of role, leave all the Role boxes unchecked.

Select User, Section or Group as Target

Choosing a Target Audience selection of either User, Section, or Group, and the Single Select button. The Single Select button will open a pop-up modal that contains grid displaying the Users, Sections, or Groups accessible to your User Role. Filter the grid to find the users you wish to target, click the checkbox within those records, and click the Ok button. Your selected choices will now display in the yellow box on the Post Announcements page. Each result will have a X icon to the right of the name. With these icons, users can quickly remove selections before creating the announcement. If the user doesn't select themselves as a recipient while posting an announcement, then he/she will not see that announcement on their dashboard.

User-defined Targeting: Your audience is not limited to system-defined categories. You can target an announcement to groups that you create yourself. You can even choose a group and then target selected members of that group.

When you choose Groups as your Target Audience, all the groups you've created will appear as choices in a drop-down list (as will any shared groups created by other users in your organization).

You can give your groups descriptive, functional names like "Follow-up: why haven't they enrolled?" With creativity and a little practice, you'll find that custom groups can save you time and effort.

Message Recipient Options section explains how to create groups.

You can create a group from any one of 13 grids in Maestro; these are identified in Appendix A

3.3.1.2. Select Dates, Announcement Type and Header Display

Use the Start and End Date functions to set when the announcement will post and when it will expire.

What happens to expired announcements?

Maestro retains a record of all your announcements, current and expired; you can review them at any time.

Deleted announcements are not retained.

Choose a Message Type. Depending on the type chosen, unique icons for each type will be displayed if Display Message Header is set to True.

Type in a Subject (required).

Choose TRUE or FALSE to control whether the Header information will be displayed to the recipient. If TRUE, the recipient will see the Author, Date, Subject and Message Type icon. If FALSE, the recipient(s) will see only the contents of the announcement.

Choose True or False for 'Allow Reply.' Choosing 'True' will enable readers to post a reply to your announcement.

3.3.1.3. Enter and Format the Announcement Contents

Using the Rich Text Editor

The post announcement template has formatting buttons very much like those in your word processor interface. The buttons all have tooltips; hover your cursor over a button to read its function. This formatting utility is called a Rich Text Editor and it appears throughout Maestro.

An announcement may contain plain text, formatted text, hyperlinks, or any combination of these. There is a limit of 3,300 characters. Brief announcements won't approach this limit, but a lengthier one may surpass it because the system counts HTML characters that are unseen but present in the background code. (Formatted text will contain more HTML code than plain text).

Hyperlinks

To add a hyperlink to your announcement:

Type in the text that you want to display as the link
Select the text
In the formatting toolbar, click the Create Link button
In the pop-up window, enter the complete URL (including http://)
Click OK

When viewing an announcement that contains a link, left-clicking the link will take the user out of Maestro. You may want to advise readers to use right-click so they can open the target page in a new window or tab.

3.3.2. Post the Announcement and Edit a Posted Announcement

Click SAVE to post the announcement. The recipient(s) will see it when they next log in. If they are already logged in, they will see it when they next navigate to the Home Module.

From the Announcements List, you can re-activate the edit template for any announcement you've posted, whether current or expired. Click on any Subject link to open the editor. From this screen you can edit contents, then re-post the updated announcement. In this way, old announcements can be used as templates for new ones.

The editing interface also provides a button for deleting the announcement. Deleted announcements cannot be retrieved.

3.3.3. Remove a Posted Announcement

There are two ways you can remove a posted announcement from the Announcement Board:

Delete it; or
Open the edit template and change the End Date to a date in the past, so that it becomes an expired announcement.

Use the 'expired' method if you want to use that announcement again as a starting template. Deleted announcements cannot be retrieved.

3.3.4. Preserving an Expired announcement

Expired announcements you have authored can be opened from the Announcements grid. You can edit these and post them again. In this way you can use old announcements as templates. However, any changes you have made will become permanent – Maestro does not create a new announcement, it "writes over" the old announcement and posts it for the new time interval you've set.

3.4. Calendar

From the Personal Calendar, accessed from the Left Menu, users create a schedule of daily events and view them by day and by calendar month. Users can set the event type, duration, etc.

Users can toggle between a Calendar View and a List View of the events. In Calendar View, hovering your cursor over the event icon opens a pop-up displaying the event name, duration, and description you entered for that event.

The user may also see school-wide events that have been posted to the calendar by an administrator.

To add a new event, click anywhere in the Calendar interface. Select the date, time, and duration. Choose an event type, enter a short description, and if desired, enter a full length description. Once complete, click the Save button to post your event to your calendar.

3.5. Contact Support

Users will see the Contact Support link in the Left Menu Pane. This page displays your institutions support contact information as well as a Contact Support link below. By clicking the Contact Support link, an email template will launch with your local support contact pre-filled in the To box.

* The information for contact support is coming from user account "Support, Client"

3.6. Certifications

Users can create certification records and upload associated documentation of each certificate or degree they have obtained. To add a new certification record, click the Add icon in the icon cluster. Complete the required fields on the Add form. "Certification Degree" refers to the name of your credential, and has nothing to do with any degree. A degree is recorded by selecting the "Graduation" radio button. Enter the formal name of the credential as given by the issuer. If your degree or certificate is not listed, you can add it to the list by clicking the Add icon next to the drop-down and completing the pop-up form. You can edit a list item by selecting the icon in the Edit column.

A yellow icon (a flag for degrees, or a indicates that a certificate is about to expire. Red indicates expired. Blue indicates current. The Flag icon is for degree. Certificates are indicated by a spiked circular icon.

Once a certification has been created, documentation can be uploaded by going to the edit screen. To edit an existing certification and to upload associated documents: from the User Certifications grid, click on the certification Id in the Id column. Use the buttons provided to locate and upload documents from your local drive or network.

3.7. My Documents

3.7.1. Files and Folders

Click the Documents link to open your personal file organizer. From here, you can upload, organize, retrieve and share documents. Your personal file system may already have a master folder created by Maestro (typically named after you). Folders you create will display as subfolders of the master. You can create as many folders as needed to store your documents.

The screenshot below shows the structure and layout of Documents. The Contents Pane is split into left and right halves. The left side displays Folders, and the right side displays Files. The list of files displays in the standard grid format.

The Folders display resembles a Windows directory, with branching folders and subfolders. You can expand and collapse parent folders to reveal/hide subfolders and files. When you select a folder, its background becomes yellow and its file contents display in the Files list on the right side. Each document displays as a record within the list. Each record includes the document name (which is also the link to open the file) and other attributes: author, file size, date created, version number, modification date, and the last user to modify the document. Any of these attributes can be used to sort or filter the list.

3.7.2. Uploading and Downloading Files

The two screenshots below illustrate the steps to upload a file to your document server:

1. The first step is to select the folder that will receive the file. By clicking once; the folder background will turn yellow, signifying its selection:

2. With the folder selected, you can drag and drop the file in the upload box or click the box to open the file explorer:

3. Navigate and select a file to upload. You can select a file from your local drive or any network drive to which you are connected.

4. Once the file has been selected, the system will display a message that the file has been upload with success.

The document name will now appear in your Files list.

If you upload a file with the same name as an existing file in that same folder, Maestro will retain the duplicate name, but save it with a unique version number; both files will appear in the list.

Clicking the name link in the Name column will download that file from the document server to your hard drive.

3.7.3. Creating Your Folder Directory

Creating a folder is easy: just navigate to the folder you've chosen as the parent folder – it will highlight in yellow when selected – then click the Create Folder button. Enter the folder's name in the New Folder pop-up and click the OK button.

Creating a viable directory structure for long-term use is not so easy. You'll want the branching structure and naming conventions to remain viable as your directory grows in contents and complexity. Because this is a web-based directory, the files and folders you see are really links, and they behave differently than in a Windows directory. When planning your directory, keep these things in mind about folders:

They cannot be renamed.
They cannot be moved.
They can be deleted (along with all their contents).
They will display in alphanumeric order no matter when created.
Folder names cannot contain a backslash character: \ but all other special characters are valid.

Regarding files:

They cannot be renamed.
They cannot be moved or copied from one folder to another.

3.8. Help Videos

This page displays all Maestro related video tutorials, giving you an in depth, instructional look at popular Maestro functionalities. Learn more about the Help Video setup and preferences in Administration>Setup>Help Videos.

Learn more about the Help Video setup and preferences in Help Videos Section in the Administration Module.

3.9. My Account

Your account information is displayed on your user home page but cannot be edited. The Account page gives access to the edit template for your account, allowing you to edit account information such as Name, Address, Phone Number, Password etc. Some of the form fields have been pre-filled by your system administrator. Changes can be made as needed to keep the information accurate, up to date, and secure.

The form fields with a yellow background shading are required and cannot be blank. The fields with grey text can not be edited.

Administrators: You can edit the information of other users from a user's Home page.

The fields displayed under the Account Information heading can also be edited from the Edit User Account page in the Administration Module.

3.10. Personal Settings

The Personal Settings page allows users customization of the Dashboard page and Maestro's general appearance. Users have the ability to:

Select a color scheme that Maestro will apply to screen elements throughout the application, including backgrounds, title bars, menus, buttons and list headers.
Select a column layout for the Dashboard page by clicking one of the seven templates. This will cause the widget content on your Dashboard page to appear in the column arrangement you've selected.
Select the widgets you wish to display on the Dashboard page by checking the box next to each widget's name. The widgets give you fast access to frequently used information right from your dashboard.

Once changes are completed, click SAVE to apply your selections to the Dashboard page and Maestro interface.

3.10.1. Setting Up Dashboard Widgets

On the Personal Settings page, you can select the Widgets to be displayed on your Dashboard:

Every widget can be expanded and collapsed by clicking the arrowhead at the top right of the title bar
This icon enables you to add new items/records to the widget collection.
Some widgets are designed with editable content, including the Profile, Pending Items, Alerts, and Personal Contacts widgets.

For widget items you create that display as a link, the item can be opened and edited by clicking on the link. In the image above, the Teacher Work Day item in the Alerts widget provides an example of this. Other types of widget will display a pencil icon; click the pencil to edit.

The arrangement of widgets on the page is completely customizable. Each widget can be clicked, then dragged (vertically and laterally) and dropped into a new column location.

3.11. Message Center

The Message Center is Maestro's communication service; it looks and operates much like any full-featured email client. However, it has important additional features:

The sender has the option of sending a message internally to any Maestro user: the message routing will stay within the Maestro system; it does not go to the recipient's external email address.
Maestro audits every internal message sent and reports to the sender the date and time it was read, recycled and/or deleted. (If the recipient did not perform one of these actions, its time-stamp field will be blank).
A search can be used to find emails that contain a matching text string within the email body. This is in addition to the grid filters that are used to search the header fields.
Maestro gives each back-end user the ability to create email recipient groups and the option of keeping a group private or making it available to other users.
NOTE: All Communications to a Student will be stored in their communication log.

3.11.1. Inbox

The Inbox lists all incoming messages and provides filters and sorting capability. In addition to filter searches, you can search all of your messages for content by typing into the search box above the grid. This will only search the contents of messages (not the header fields).

Clicking on the Subject link in the Subject column opens the message for reading. The checkboxes can be used to select one email to forward or reply, or to select one or more emails for deletion. ('Deleted' emails are actually sent to the Recycle Bin).

A message that has been opened will display with an open envelope in the Status column. The Priority, set by the user when creating the message, will display as Low (green dot); Medium (yellow dot); or High (red dot). The Type will indicate whether the source was Internal (sent from within Maestro as described above) or external Email.

3.11.2. Compose a New Message

Click the Compose button above the grid to create a New Message

Pop-up windows: The New Message template and all other messages in Maestro will display in modal pop-ups that appear over the background grid. These windows can be moved by placing the cursor over the title bar, holding down left-click, and dragging.

3.11.3. Message Management Options

Use the drop-downs to set the Priority and Type.

Selecting Type: Internal will send the message internally through Maestro, rather than via external email.
Selecting Type: Email will cause Maestro to send the message to the recipient's email address on record, or to an address that you supply. If the recipient is also a Maestro user, the message is also sent internally.
Selecting Type: SMS will send a message via SMS to the recipient's SMS text email on record. These messages cannot be responded to.

All fields with yellow shading are mandatory.

Checking the Receipt Required box will cause Maestro to send a receipt notification to your inbox when the message is successfully delivered. (When this occurs, the recipient will see the outgoing receipt in his/her Sent Items list).

NOTE: All Student Communications will be stored in the communication log.

3.11.4. Message Recipient Options

Click one of the buttons To , Cc , or Bcc . Then use the tabs to select the recipient type: individual Users; Mail Groups; or External email address.

Users: A grid appears listing all users to whom you have access. You can sort and filter to find recipients, and use the checkboxes to select one or more of them.
Groups: A grid appears listing all mail groups to which you have access. Use the checkboxes to select one or more groups, then click Ok . The group name will load into the email form, but the individual member names will not be visible. To select only some members of a group, go back to the Users tab and click the groups icon in the icon cluster. This opens the tools needed to manage groups, including new group creation and editing.
External: Use this form to type in external email address(es). If there are multiple recipients, you can separate addresses with a comma or a semi-colon. Or, separate them by putting each address on a new line.

Click Ok when finished.

3.11.5. Message Editing

After entering text, use the formatting toolbar to create layout and formatting. Each button will display a tooltip when the cursor is hovered over it. You can also right-click within the message body to undo, copy, cut, paste, and delete.

The icons in the bottom left corner of the New Message template toggle the visibility of the formatting toolbar. Use the icon to view, and the icon to hide the formatting toolbar.

When finished, click Send or Draft.

3.11.6. Manage Mail Groups

Clicking the Mail Groups button on any of the Message Center pages opens the Manage Mail Groups pop-up window. To learn more about groups and creating new groups, see Section 3.12.4.

3.11.7. Sent Items

In the Sent tab, clicking on a message's subject opens the message contents in a form that provides buttons to Forward, Reply, or Delete the message.

If the message was sent internally (not via external email), the sender can now see the date and time the recipient opened the message, and/or recycled or deleted the message. A blank field indicates that the recipient took no action.

If the message was sent to multiple individuals or to a mail group, each individual recipient will display in the list on this form.

3.12. External Links

The External Links menu contains links posted by an administrator, to provide quick access to websites and/or documents frequently used by another school's students, guardians, and faculty.

3.13. Global Search

In Maestro, nearly every page displays the Global Search, a search box with a magnifier icon just above the Module menu, in the right upper corner of your screen. This search is completely independent of the page and module in which it appears; the search engine works the same way no matter what page you start from.

The Global Search will give you quick access to Students, Teachers, Coaches, Organizations, Accounts, Applicants, and Leads. To search, type the account name, email, phone number, or any Id; fully or partially, into the search box. Either hit the enter key, or click the magnifying glass icon, and you will be redirected to the global search results page, as seen in the screenshot to the side.

When activated, seven simultaneous searches, for each user type, are performed:

Maestro lists the results in seven separate grids, accessed via tabs. The Students results display by default.

3.13.1. Search String Rules

In the results shown above, notice that the search has returned a record for the name Silversmith. This indicates that the Name Search can find the string "smith" no matter where in the name it appears. Maestro can also find matches for a search string taken from parts of the last and first name, including spaces and punctuation, If the sequence of characters and spaces is an exact match: "h, j" will find user Silversmith, Joy for example.

This flexibility enables users to find names when the information at hand is accurate but partial; for example, when the user knows only the first name, or part of a name, or an unusual feature like a suffix (such as Jr. or III).

4 - Leads

4.1. Leads Overview
4.2. Leads Menu
4.3. Leads Action Menu

4.1. Leads Overview

Clicking on the Leads module will take you to a landing page with a grid listing all leads that have requested information about your institution. A lead can be created by an Admin user on the back-end or a record will automatically be created when a prospective student submits their information on the front-end, using Maestro's 'Request Information' form.

The Leads module lets the user create new leads as well as manage leads. Each lead will progress through the status phases unique to your institution.

4.1 leads overview.png

The generic status phases are presented below in (more or less) the order that a lead is processed:

Submitted
Pending Contact
Pending Review
Approved/Positive (approved to submit an application)
Applied (prospect has submitted an Application and will now proceed through the admissions approval process)
Rejected/Negative (One party or the other has decided not to proceed)
Deleted (This is like a recycle bin since a user can change the status to restore the lead)

PS: Keep in mind that the status choices shown above are based on Maestro's default configuration. Your implementation of Maestro may use custom status phrases not listed.

4.2. Leads Menu

4.2.1. List

The Leads grid columns include Lead Source, Created On Date, Organization, and Lead Status. Sorting and filtering by these attributes enables the user to easily see which sources are generating the most (or least) leads, and the number of leads in each status phase or organization.

The Toolbar Menu provides options for managing your Lead data and customizing your grid view.

The Toolbar extension allows grouping, quick recall of added groups, and saving your selected group as your current view whenever the user returns to the Leads landing page.

4.2.1.1. Add Lead

To create a new lead click the Add icon above the grid, this will open the Add Lead template. Enter the desired information and click the Save button. Mandatory fields will have a yellow background. This new lead will be saved with a status of SUBMITTED.

4.2.1.2. Edit Lead

Clicking on the name of the lead on the grid will open the edit template in a pop-up modal, which has detailed contact and tracking information. The edit template has the same form fields as the add template. (NOTE: you can also edit the Lead information using the hamburger icon in the ACT column. See section 4.3 Leads Action Menu)

Workflow for the lead can be managed from this screen:

Lead Status: Using the Status dropdown, the user can advance the status to the next stage. To bypass all stages and convert the lead into an application, click the Create Accounts button. Maestro will then transfer the relevant data into the new application and change the lead status to Applied.
Comments and Notes: If a lead was created by a prospect using the Request Information form, any comments entered on the form will appear in the Comments field on the lead edit screen. The Comments field can also be used by back-end users. The Comments field or Notes field can be used to schedule and record follow-up contacts with the prospect.

edit lead.png

3. Lead Agents: See Section 4.2.1.3 Assign a Lead Agent to a Lead

4. Lead History: All status changes this lead has undergone will display in the Lead History grid, which appears in the lower portion of the edit screen.

4.2.1.3. Assign a Lead Agent to a Lead

On the Edit Lead modal, select the "Lead Agents" tab & click on the plus icon below the grid to add a new association. Select a lead agent from the grid on the left by checking the box (step 1 on the image below) & click the arrow icon to the right to associate (step 2). Lead agents can be assigned per zip code, region, or other preferences. Contact History for lead agents can be found on the Lead's Communications page (see section 4.3 Leads Action Icon).

lead agent.png

4.2.2. Bulk Import

In Maestro you can bulk import leads into the system, using an Excel template to transfer the records.

To import lead records and click on the Bulk Import links.

To create a bulk import, click the Template Excel button to download the template as an excel file. Once the excel sheet has been filled with the necessary data and saved, click the Select File button to open the file picker. Click the Choose File button and select the completed template. The file name will now be displayed in the Select File: field. To remove a file, click the Delete icon X to the right of the file name.

To verify the file to ensure a successful import, click the Verify button. If verification is successful, select the Import button below. You may schedule imports to continue using Maestro while the data is imported, simultaneously.

Upon scheduling an import, you will see the record in the Scheduled Tasks grid. Once the import has been completed, the record will now appear in the Bulk Import History grid.

4.2.3. Forms

The Forms grids will display the forms for the leads. The grid displays a history of forms previously filled by the student. By clicking the Add icon , a list of available forms will appear. Selecting the Fill icon will expand the window and display that form. Fill the form and select the Save button. This will add the form to the Existing Filled Forms grid. Use the icons within the list to either view , print , delete , or, if necessary, attach a document.

4.3. Leads Action Menu

The Leads Action Menu is accessible by clicking the Hamburger icon in the ACT column. This will toggle open a sub-menu with a selection of additional pages for that record. (NOTE: the action menu is typically customized so your particular instance of Maestro may differ from the default described here)

Edit - edit lead information
Forms and Documents - view lead forms & documents
Calendar - view lead calendar
Communications - view lead communications & contact history
Messages - view all emails sent to the lead

5 - Applications - OPUS

5.1. Applications Overview
5.2. Applications Menu
5.3. Applications Action Menu
5.4. Application Home
5.5. Message Center
- 5.5.1. Messages

5.1. Applications Overview

The Applications module displays a grid listing all applications that have been submitted to your institution. A new application can be created by an Admin user on the back-end or a record will automatically be created when a prospect submits information on the front-end, using Maestro's 'Apply Now' form. The Application module lets the user create new applications as well as manage applications. Each applicant will progress through the status phases unique to your institution.

5.2. Applications Menu

5.2.1. List

Once you enter the Application Module, a list of all applications is displayed. The Application grid columns include Application Status, Grade Level, Organization, and Student Type. Sorting and filtering by these attributes enable the user to easily see the number of applicants in each status phase or organization.

The Toolbar Menu provides options for managing your applicant data and customizing your grid view.

The Toolbar extension allows grouping, quick recall of added groups, and saving your selected group as your current view whenever the user returns to the Applications landing page.

5.2.1.1. Add Application

To create a new application, click the Add icon above the grid, this will open the Add Application template. Enter the desired information and click the Save button. Mandatory fields will have a yellow background. This new application will be saved in SUBMITTED status.

NOTE: Prior to submittal, a partially completed application can be saved and retrieved later if the school has been selected, as well as the Student Name, DOB, Username and Password (unless the implementation is configured to create the credentials). This can be done as many times as needed for the user to complete all required fields. To do this, click the Save For Later button, either at the top or bottom of the application.

Once an application has been saved, its status will change to IN_PROGRESS. Changing the selection in the Application Status drop-down to IN_PROGRESS will load a filtered grid, displaying a list of saved, but not completed applications. Click the student's name link under the Name column to Navigate to the student's Application Home page. Click the Edit Application menu item, and the partially completed application will open, allowing you to continue from where you left off previously.

When completed, click the Submit button at the top or bottom of the application.

5.2.2. Bulk Import

In Maestro you can bulk import applications into the system, using an Excel template to transfer the records.

To import application records, click on the Bulk Import link in the left menu. To create a bulk import, click the Template Excel button to download the template as an excel file. Once the excel sheet has been filled with the necessary data and saved, click the Select File button to open the file picker. Click the Choose File button and select the completed template. The file name will now be displayed in the Select File: field. To remove a file, click the Delete icon X to the right of the file name.

To verify the file to ensure a successful import, click the Verify button below. If verification is successful, select the Import button below. Imports can also be scheduled, kicking the process off and sending the user a confirmation email when the import is competed. Scheduled imports allow the user to continue using Maestro while the data is imported, simultaneously.

Upon scheduling an import, you will see the record in the Scheduled Tasks grid. Once the import has been completed, the record will now appear in the Bulk Import History grid.

5.2.3. Forms

The Forms grid in the left menu will display all of the forms filled out & submitted by or for existing applicants. Authorized users can either view or fill these forms. The grid columns enable users to sort and filter by various criteria such as form name, status, created, or updated date. Selecting the View/Fill icon will expand the window and display that form. Fill the form and select the Save button. This will add update form to the Existing Filled Forms grid. Use the icons within the list to either view , print , delete , or, if necessary, attach a document.

5.2.4. External Tests

Click on 'External Tests' on the left menu of the Applications module to view all external test scores for all applicants. Click the ID # to view more information or edit the record. External test scores can be entered for applicants on the application home page (see section 5.4.8 Application Home: External Tests)

5.3. Applications Action Menu

The Applications Action Menu is accessible by clicking the Hamburger icon in the ACT column. This will toggle open a sub-menu with a selection of additional pages for that record. (NOTE: the action menu is typically customized so your particular instance of Maestro may differ from the default described here)

Edit Information - edit application information
Send Message - send applicant a message
Calendar - view applicant calendar
Lead History - view lead history (if there is a lead associated)
Communications - view applicant communications & contact history
Messages - view all emails sent to the applicant
Agents - associate agents to this applicant

5.4. Application Home Menu

On the applications grid, clicking on the name of the applicant will take you to their home page where additional information can be viewed, edited and updated.

5.4.1. Application Info

Each applicant has a unique home page that Maestro uses to organize the data and information associated with the applicant, with left menu links that point to additional tools, utilities and grids.

As indicated by the Application Status drop-down and the Save button, this is also the page from which the user can move the application through the admissions process by changing its status.

When the user selects any new status from the drop-down, Maestro immediately displays a message to let the user know the events this action will trigger:

Changing the Application Status to ACCEPTED will create Student and Student Folder, will update Student History, Application History and Student Communication; Application Accepted Email will be sent to Student. Click 'Save' button to continue saving.

If the status changes to ACCEPTED, Maestro will create a student home page. The Application Home page will thereafter display the Go to Student Page button, linking to the student's home page just below the page header 'Application Information'.

Depending on your school's Maestro configuration, the Application Home page may also include a documents pane from which applicants can exchange documents with the school (they must first submit the application, and then they can add document attachments to it). The applicant can download admissions forms and upload them to the system when complete. External documents (such as proof of residency or transcripts), in electronic format can be uploaded here as well.

Back-end users can also use this panel to upload documents to the application file. To activate the document upload tools, click the icon in the Update column.

5.4.2. Edit Application

The edit screen is accessed via a left menu link on the Application Home page. The edit template has the same form fields as the form for adding a new application. The applicant and administrative users can access this screen. Any changes made (including comments) will be visible to both user types.

5.4.3. Application History

This grid preserves records of the dates and times that any of the application fields were edited, as well as any status changes. The history record also indicates the user who made each change to the application.

5.4.4. Application Ledger

If your organization charges any fees during the application process, the Application Ledger will display for designated users. The Application Ledger found here, is the same as any ledger found in a student's Home module and allows schools and families to keep track of charges, credits and payments to the student's account.

In the grid, charges and credits are ordered chronologically. The current ledger balance is displayed in a table below the list. Each charge or credit is a record in the list; click the link in the invoice Number column to view or edit the ledger entry for that transaction. The ledger list can be sorted or filtered by any attribute.

Use the tabs to toggle between Ledger, Receivables, Payables, Payments Made, Payments Received, Purchase Orders Received, and Purchase Orders Requested; showing only one type of record at a time.

To pay an outstanding debt, transfer funds, or draft funds; select the appropriate button below the grid, fill the form, and click Save . To create a purchase order or invoice, select the corresponding PO or Invoice button from above the grid. Press the icon above the grid to add line items and click the Save button. This record will now display in the grid under the Purchase Order Requested tab.

5.4.5. Login As

Administrators have the option to log in as the selected applicant. By selecting this link, the view, as well as the permissions, will be limited to the parameters set for applicants. To return to the Administrator role, click the Return Icon at the top right of the page.

5.4.6. Family

This screen provides a snapshot profile of the applicant's family including guardian information, siblings, other Maestro users residing at the same household address, and any assets allocated to the family. These features display within headers that work like an accordion menu. Click on any of the section title headers to expand one while collapsing the other.

5.4.7. Forms

The Forms menu link will display Forms for the selected applicant. The top grid will display all existing forms that have been filled out & submitted by the user.

To fill out a form for the applicant, click the Add icon below the grid, then click the Fill icon next to the form you wish to fill out & submit. This will add the form to the Existing Filled Forms grid. Use the icons within the list to either view , print , delete , or, if necessary, attach a document.

5.4.8. External Tests

On this screen the user can view and add scores the applicant has received on external tests like the SAT and ACT. To add an external test to the grid, select the Add icon , fill the form, and click Save.

The preferred test site will show up if you have previously selected a user's test site under their personal information. If you want to change the test site, click the tab "Test Sites" to make a selection from the full list.

Use the "Accommodations" tab to add any special accommodations for the student for external testing (extended time, calculator, sign language, etc).

The test facilitator can manage attendance for external tests under the "Attendance" tab.

5.5. Message Center

5.5.1. Messages

The Messages grid displays all message history for this applicant. Using the links above the grid, administrative users can compose, reply, forward, etc. directly from this page. As with all Maestro grids, you can sort by any column with an underlined header.

Click the Compose link to open a message template pre-addressed to this applicant. It is configured like an email template and includes the ability to copy, blind copy, and attach files.

Define the message type using the Type field. Internal is used to send messages internally through Maestro. Email is used to route the message to the applicant's external email address. SMS is used to send an SMS text email, if provided by the user.

6 - Students

6.1. Student Menu
6.2. Student Home Menu
6.3. Message Center
- 6.3.1. Communications
  - 6.3.1.1. Communication Tracking
  - 6.3.1.2. Add a Communication to the Log
- 6.3.2. Messages
6.4. Enrollments
6.5. Academic Menu
6.6. Student Ledger
- 6.6.1. Ledger
6.7. Forms
- 6.7.1. Forms

6.1. Student Menu

6.1.1. List

Clicking on the Students module will take you to a landing page with a grid listing all students within the user's purview (per your role and access level). As with any grid, such as of students and other entities, the Name attribute is a link to the student's home page.

The Hamburger icon in the ACT column is used to toggle a collapsible pop-up menu with a selection of additional pages for that record.

6.1.1.1. Filter a List of Students

Administrators can see all of the organization's students in this grid, which has alpha, numeric, and drop-down attributes and associated filter boxes. The alpha attributes can be filtered the same as with any grid. Click the Filter icon (1) to open the filter grid (2), you may filter your list by the header of each column (3). For numeric attributes such as Id and Enrs , Maestro will search for the exact value entered in the filter box. The remaining filters use drop-downs to select the value. The list can be sorted or filtered by any attribute with an underlined column header.

6.1.1.2. Add a Student

In the icon cluster, the Add icon appears for users with the permission to add a student; this opens the form for creating a new student in the system. Mandatory fields will have a yellow background or an asterisk. Fill out the necessary information, and when ready, click Save. The administrator is now taken to the student's newly-created home page where a confirmation message is displayed detailing the completed actions:

5.1.1.2.png

A new student (or new user of any type) can also be created from the Administration Module.

6.1.1.3. Creating Groups

To create a new student group, filter the student grid to target the list of students you want in the group (see step 1 in image below). For example, to create a group of all Active Students in the College of Business that use Financial Aid, you would set Status to Active, Organization to College of Business, and Financial Aid to Yes. The next step will depend on the type of group you want to create.

Static group: Items in this group will remain in the group until they are manually removed.

To create a static group, (see step 2 in image below) "select all" checkboxes on the filtered grid and (see step 3 in image below) click the Add Group Icon

A static group will be created with the records you selected.

Click the Edit Group Icon to enter information for your new group (e.g., Name, Description, Tool Tip). By default, the "Private Group" field will be checked, meaning this group is only visible to you. To make the group visible to all back-end users, uncheck the private group field & Save.

Click the Plus Icon or Minus Icon to add or remove records from the group. Items in static groups will remain in the group until they are manually removed.

Dynamic Group: Items in this group will automatically be added or removed from the group based on filtering criteria. (For example – a group with the 10th grade filter criteria will remove students when they move on to 11th grade and add students when they move on from 9th grade).

To create a dynamic group, use the filtering tool above the student grid to target the desired group of students, then select the Add Group Icon

A dynamic group will be created based on the filtering criteria selected. To save these filters indefinitely on the student grid, select the "Save Current Grid View" Icon above the grid.

To clear the group from your view, select the icon.

To delete the group completely, select the icon.

6.1.2. Bulk Import

New students can be added to the system via bulk import using an Excel template to transfer the records. (Note - Students can also be imported in bulk from the Bulk Import menu in the Administration Module). Because the import procedure is the same in each case, and the screen layout is identical, we describe it only once.

To import student records, go to the module landing page and click the Bulk Import link in the Left Menu.

6.1.3. Communications

This grid displays all communications made to and from the students in your organization, including notifications sent from the Maestro system. The grid displays the type of communication, the date it was sent, who sent it, the student recipient, the subject and the parties involved in the communication.

6.1.4. Forms

The Forms Management Grid displays all existing forms that have been filled out for students. The View icon opens a modal where users can view/update the existing filled form, edit form details, associate the form to handlers, & view the form handler history. Use the print icon to print the form, or the trash icon to delete it.

To associate one or multiple handlers, select one of the available handlers for that form type on the left grid and select the right arrow icon to add it to the grid on the right.

6.1.5. External Tests

Click on 'External Tests' on the left menu of the Students module to view all external test scores for all students. Click the ID # to view more information or edit the record. External test scores can be entered for students from the student home page (see section 6.5.10 Student Home: External Tests)

6.1.6. Cases

The Case Management grid displays all cases created for all students & allows users to track and manage case information. Students may submit a case request through the front-end portal, or a staff member may create a submission on behalf of the student. Cases can be created by an Admin user from the student's individual home page (see section 6.2.10. Cases). Prior to inputting a Case you must have Case Management configured. The configuration area is in the Administration module. For more information on Case Management configuration, see the Administration guide.

After a case is created for the student, the record will appear on the Case Management grid.

Cases Image 1.png

Columns Defined:

Sel - used to select the student.

Edit - Clicking here allows the user to edit case information for the student. Mouse over this box and you'll see a pop out displaying basic information about the case.

ID - Maestro ID number of the case.

Request On - the date the request was entered or made. Enter a date in the column header to search for a specific case request date.

Updated On - the date the case was updated. Enter a date in the column header to search for specific date a case was updated.

Name - the case name. Enter a case name in the column header to search by a specific case name.

Description - Detailed description of the students case. Enter a description in the column header to search by a specific case description.

Notes - Displays notes related to the associated case. Enter a particular word, sentence or phrase in the column header to search by case notes.

Requested By - the person requesting or creating the case. Enter a name in the column header to search for cases requested by a particular person.

Student Code - A code entered by your school for a student or other agency that requires particular codes for cases. Enter a student code in the column header area to search for a particular student code.

Requested For - the student the case was created for. Enter a student name in the column header area to search for a particular student(s) case(s).

Organization - the organization where the case originated. Enter an organization name in the column header area to search by a particular organization.

Status - the current status of the case. Select a case status in the column header area to search for a particular case status.

Type - the type of case as defined in your Case Management setup. Select a case type in the column header area to search for a particular case type.

Reason - the reason for the case as defined in your case management setup. Select a case reason in the column header area to search for a particular case reason.

Priority - the priority setting for the case as defined in your Case Management setup. Select a case priority in the column header area to search for a particular case priority.

Del - click the icon in this column to delete the case.

Toolbar

Stu Cases toolbar.png

6.1.7. Employments

This area holds data related to the students employment record. Prior to entering information in this area, Employment must be configured in the Administration area under Setup. See the Administration Guide for Employment configuration.

There are three main areas of access from this link: Employers List, Jobs List & Job Events.

Employers List - displays a grid list of the Employers List in Maestro, you see a screen similar to the following image.

student employer1.png

To enter an employer's information click the add icon.png to the lower right. Fields marked in yellow are mandatory fields and must be populated to save the record. You should see a screen similar to the following image.

Employers Image.png

Jobs List - displays a grid list of employers and the students employed by the company. The grid can be sorted or search using the spaces or drop-downs provided in the column header area. You should see a screen similar to the following image.

Jobs List image.png

Job Events - displays a grid list of student Job Events as defined by your institution. The grid can be sorted or search using the spaces or drop-downs provided in the column header area. You should see a screen similar to the following image.

Jog Events Image.png

6.2. Student Home Menu

6.2.1. Student Information

This module can be accessed by clicking a Student Name link within any grid detailing student information- such as the grid on the Students module landing page. Each student has a unique Student Home that Maestro uses to organize the data and information associated with a student- essentially the student's central profile. The layout is similar to other user home pages, with Tabs to access Information, Enrollments, Assets, LMS, and Documents; and Left Menu links that point to tools, utilities and grids. Every student's home page can be viewed only by that student and by associated users in his/her organizational hierarchy, such as an administrator, the student's teacher/coach, etc.

6.2.1.1. Information Tab

This screen displays information for each student including the student's personal information, school information, and contact information for the student and associated guardians. This tab within the Student Info page is the default landing page when clicking on any link directed to a student's homepage.

6.2.1.2. Enrollments Tab

All courses the student is currently or was previously enrolled in will display in this grid. This grid looks and functions the same as any Maestro grid. A unique feature of this grid is the LMS icon. By clicking the LMS icon to the right, enrollment information will be resent to the course within the LMS.

The ID column displays a unique Enrollment Id for each section enrollment. Click the hamburger menu and select "View Enrollment Detail" to launch the student's Enrollment modal:

This modal shows complete enrollment information including pacing. Users with the appropriate access have the ability to edit enrollment information, complete/drop this enrollment, view grades and attendance, as well as view complete enrollment history.

6.2.1.3. Assets Tab

If your organization uses Maestro's Assets module to manage its inventory of educational materials, this link will appear as a tab on the Student Info page. Select the Assets tab to display three grids listing all asset items sent to this student. The top grid displays all items assigned to this student, the second grid lists all assets that can be reassigned from the user accessing that page to the student, and the last grid shows all available asset items.

The Edit icon in the Action column is used to update the status or due date for this asset. For example, if an asset was returned, use the drop-down menu to update the status of this asset to Received.

6.2.1.4. LMS Tab

The LMS tab displays a grid containing information for all LMS vendors associated with this user. The grid displays Role, Organization, LMSID, UserName, and a link to log in to the course. By selecting the Login icon , the course will be launched with no entry of login credentials necessary.

6.2.1.5. Documents Tab

Click the Documents tab to open the student's personal file organizer. From here, you can upload, organize, and retrieve documents. The user's personal file system may already have a master folder created by Maestro (typically named after the user). Folders you create will display as subfolders of the master. You can create as many folders as needed to store documents.

6.2.2. Edit Student

From this page, the administrative user can edit the student's information fields. A history of changes made to any field on this page are recorded by Maestro and can be retrieved by clicking the audit button for that field. The small blue dot next to each information field is the link that opens the audit history for the item.

LMS Credentials

At the top of the Edit Information page, there is a link: LMS Credentials. Select the link to open the LMS credentials grid. Press the edit icon in the grid to modify the student's LMS credentials, input the new value and save.

6.2.3. View Application

This page displays pertinent student and guardian information, as well as a grid listing all required documents. In the upper right corner, the Go to Application Page button is a link to the student's application edit template in the Applications module. See Section 4 (Applications) for application views and the procedure for creating and processing an application.

6.2.4. Certifications

Faculty members can create certification records and upload associated documentation of each certificate or degree this student has attained. From the Student Home page, click on Certifications in the Left Menu.

To add a new certification record, click the Add icon in the icon cluster. Complete the required fields on the Add form. "Certification Degree" refers to the name of your credential. A degree is recorded by selecting the "Graduation" radio button. Enter the formal name of the credential as given by the issuer. If your degree or certificate is not listed, you can add it to the list by clicking the Add icon next to the drop-down and completing the pop-up form.

You can edit a list item by selecting the icon in the Edit column:

The Certification is valid.

The Certification is about to expire; the user should start the renewal process.

The Certification has expired.

Once a certification has been created, documentation can be uploaded by going to the edit screen. To edit an existing certification and to upload associated documents: 1) from the User Certifications grid, click on the certification Id in the Id column 2) Use the buttons provided to locate and upload documents from your local drive or network.

6.2.5. Calendar

View the student's personal calendar here. Users can create a schedule of daily events and can view them day by day and by calendar month. Users can set the event type, duration, and other parameters.

Users can toggle between a Calendar View and a List View of the events. In Calendar View, hovering your cursor over the event opens a pop-up displaying the event name, duration, and description you entered for that event.

The user may also see school-wide events that have been posted to the calendar by an administrator.

6.2.6. Discipline

On this screen, past disciplinary incidents and outcomes can be viewed and new incidents can be logged. To Log a new incident, first click the Add icon below the grid. This will launch the Add Discipline Action form. Select the offense from the Discipline Offense drop-down menu, choose an offense date, add comments, then select an outcome, and fill in the remainder of the form as desired, then click the Save button. This offense will now be listed within the grid.

Additional offense and outcome options can be added to drop-downs by an administrative user who has access to the Administration Module.

6.2.7. Family

This screen provides a snapshot profile of the family including guardian information, siblings and other users residing at the same household address, and any assets allocated to the family. These features display in bands that work like an accordion menu. Click on any of the section title bands to expand one while collapsing the other.

Each result displaying a student (and teacher or staff member if the student's parent works at one of the schools in the system) user provides a link to his/her Homepage by clicking the Name link. The Assets section displays any asset items that have been distributed to the family household as opposed to the individual student. For more information regarding Assets, see Section 14. (Assets).

6.2.8. Special Needs

The Special Needs page displays two grids; providing the ability to document all special needs related history for the student. The first grid is for evaluation and the second for IEP documentation. Both grids allow the user to log Event Date, Event Type, Outcome Begin date, Outcome End date, and Outcome, with the addition of Condition records in the IEP grid.

To create a record in either grid, click the Add icon below the respective grid. Fill the form provided and click the Save button. This record will now be displayed in the grid.

6.2.9. Login As

Administrators have the option to log in as the selected student. By selecting this link, the view, as well as the permissions, will be limited to the parameters set for students. To return to the Administrator role, click the Return Icon at the top right of the page.

6.2.10. Cases

The Cases link on the Student Home page is where you will enter case related information for the selected student. Prior to entering information Case Management must be setup in the Administrative section under Setup.

Toolbar

Student Case Toolbar.png

To add a new case to the selected student, click the Add icon located on the toolbar to the lower right. You should see a pop-up modal similar to the following image. All fields in yellow must be populated to save the case.

Student Add Case modal.png

Once you have filled in the information, click Save to have the additional accordion areas appear.

Screenshot 2023-08-31 at 12.10.29 PM.png

Issues
- Click the add icon below the grid to add any issues associated to the student's case.
- Use the calendar icon to add the issue date to the student's calendar & optionally schedule a follow-up date.
- Fields in yellow are mandatory fields and must be populated to save the entry.

issues modal.png

Issues List Image.png

Actions
- Click the add icon below the grid to add any actions associated to the student's case. Actions can be entered each time staff interacts with the student on the case.
- Use the calendar icon to add the action date to the student's calendar & optionally schedule a follow-up date.
- Fields in yellow are mandatory fields and must be populated to save the entry.

Screenshot 2023-08-31 at 1.38.15 PM.png

Case Actions.png

Resources
- Click the add icon below the grid to add any resources associated to the student's case. Links and text can be added here if needed.
- Use the calendar icon to add the resource date to the student's calendar & optionally schedule a follow-up date.
- Fields in yellow are mandatory fields and must be populated to save the entry.

Case Resource Entry Modal.png

Case Resource List Image.png

Send To
- Click the add icon below the grid to send case information externally.
- Fields in yellow are mandatory fields and must be populated to save the entry.

Student Case Send entry.png

Send List.png

Documents
- Here the user can select forms and/or documents to associate to the case. Use the icon in the View column to preview forms or documents.
- To associate Forms/Documents to the case, click the Sel (select) box in the Form or Document area to the left, then click the icon to add to the Forms/Documents areas on the right.

Student Case Docs.png

Handlers
- In this section you assign Handlers to the students case. It can be a single person, multiple people or a team.
- Associate personnel or teams to the case, click the Sel (select) box in the individual or team area to the left, then click the icon to add the Handlers to the area on the right.

Student handlers image.png

History
- The Case History grid displays all changes made to the case with date, time, changes made, and any comments.

6.2.11. Employments

In this area of the Student Home page, information pertaining to student employment is entered. After clicking the Employments link you should see a page similar to the following image. The grid can be sorted or search using the spaces or drop-downs provided in the column header area.

Student Employment Entry image.png

Tool Bar

Stu Employer Toolbar.png

Employers List - displays a grid list of the Employers listed in Maestro, you should see a screen similar to the following image. Employers listed here will appear in the drop-down when creating a student employment record. Employers must be entered prior to creating a Job List record. The grid can be sorted or search using the spaces or drop-downs provided in the column header area.

Employer list on stu entry.png

Jobs List - displays a grid list of the selected student's job information. The grid can be sorted or search using the spaces or drop-downs provided in the column header area.

Stu Jobs List.png

To make a new Job entry, click the add icon.png icon on the toolbar and enter the necessary information. Fields in yellow are mandatory fields and must be populated to create a new record. You should see an entry screen similar to the following image.

Stu Job Entry.png

Job Events - displays a broader overview of the student's job entries. The grid can be sorted or search using the spaces or drop-downs provided in the column header area. You should see a screen similar to the following image.

Job Events.png

6.3. Message Center Menu

6.3.1. Communications

The messaging tools in Maestro enable users to document every contact that has been made with a student. Each record displays one communication: its Type (mode of contact), Date and time, From (sender), Student (recipient), Subject, and Parties (additional recipients or participants). The list can be sorted and filtered by any of these attributes. The default display is sorted chronologically by date, with the most recent on top.

There are three possible sources for communications that appear in the list:

Automatic notifications to users generated by Maestro, triggered for example by an enrollment event. Maestro automatically logs these into the Communications List. (A complete list of these system-generated messages can be seen in Appendix B).
Messages sent by users from within Maestro: these are automatically logged into the Communications List by Maestro.
Communications that are manually logged by users: this is necessary when a communication has been made outside of Maestro (via external email, IM or phone call, for example). In the list, click the Type drop-down to see the communication modes that have been configured for your organization.

Click the icon in the View column to view each communication record.

6.3.1.1. Communication Tracking

Communication Log added to Lead and Application modules. Each individual object (Lead, Application, & Student) will have its own communication log. The communications will follow with the individual as their status changes (once an applicant becomes a student, all application communications will move over to the student communication log).

Optional Configuration: Visual Indicator
Option to display “contact” column & phone icon on the Student, Enrollment, & Teacher Contact History grids. The phone icon provides a visual indication as to whether the student has been contacted recently (green) or if contact is overdue (red) based on logic customized per client. Users can hover over the phone icon to view the last communication to the student or click on the icon to add a new communication.

Although communications to the student can be created by any user, rules can be dictated by the client to enforce student contact requirements for certain roles. Contact requirements involve frequency, user role, and communication type. In this way, communications to the student by valid roles/types can be visually tracked.

Two fields added on the enrollment and student tables: Last Communication Date and Last Communication Details. When a valid communication to a student is created by a valid initiator, these two fields will be dynamically updated.

Maestro displays information regarding the last valid student communication in 4 places: Student Home Page, Student Communication List, Enrollment Detail, Student Email Page.

Furthermore, the status of the last student communication is displayed directly on the grid using the Contact column for students, enrollments, and contact history. Additional capability for sorting the grid by last communication date.

The color-coded phone icon indicates the following:

Brown: (New) The student has never been contacted by a valid user or valid communication type.
Red: The student has been contacted by a valid user and a valid communication type previously, but contact is overdue according to defined threshold.
- Threshold = If no valid communication is recorded in X number of days by a valid initiator, the phone displays red, otherwise green.
Green: The student has recently been contacted by a valid user and a valid communication type

6.3.1.2. Add a Communication to the Log

Click the Add icon above the grid to add a new student communication.

The To: field auto-fills with this student's name. You can click the To: button to select additional recipients. This will enable you to select individual names or group names from a list, or enter external email addresses.

Select the mode of communication from the Type drop-down. The items that populate this list are customized for each BocaVox client. In this example the Date/Time and Subject fields are also mandatory, but this may differ in your Maestro implementation.

Notice that the Date/Time field defaults to today's date and current time based on the system clock. The user should edit these to reflect the actual date/time of the communication.

These and other entries should be carefully considered before the user clicks Save. A saved communication cannot be edited or deleted from the system.

If a new communication with a student is added by a faculty member or advisor/coach, Maestro updates the faculty/coach Contact History for this student and resets the clock.

6.3.2. Messages

The Messages page provides a grid displaying all message history for this student. Using the links above the grid, administrative users can compose, reply, forward, etc. directly from this page. As with all Maestro grids, you can sort by any column with an underlined header.

Click the Compose link to open a message template pre-addressed to this student. It is configured like an email template and includes the ability to copy, blind copy, and attach files.

In the Type field, select Internal to send an internal message; select Email to route the message to the student's external email address (the address on record in the system), or SMS to send an SMS text email, if provided by the student.

Messages can be sent to all or a select group of students by utilizing the bulk icon above the grid.

6.4. Enrollments Menu

6.4.1. Current Sections

Under the Enrollments menu is the link to the student's Current Sections. Much more than a list of sections, this list has graphical attributes that reveal the student's academic progress and pace in each section. The embedded icons allow users to edit this enrollment, un-enroll, transfer, and if applicable, the ability to re-send the enrollment to the LMS.

The Hamburger icon in the ACT column is used to toggle a collapsible pop-up menu with a selection of additional pages for that record.

6.4.1.1. Edit Enrollment

Click "Edit Enrollment" to edit enrollment information such as the start or end dates, enter a final grade, and add comments. Once the final grade has been entered, the grade will be shown under the Final grade column until it is approved. Upon approval, the enrollment will be removed from the Current Sections grid.

6.4.1.2. View Enrollment Detail

Click "View Enrollment Detail" to launch the enrollment detail modal. To un-enroll, select the Complete/Drop subheading. Select a Drop Reason, add comments if desired, and select the Drop button. A list of results will be shown stating that the course has been dropped, a notification email has been sent to the student, the system has been updated, all associated asset reservations have been cancelled, and the un-enrollment notification has been sent to the LMS.

Xfer Icon

The Xfer icon opens the Transfer form. Complete the Audit and Reason selections and add comments if desired. By default, the check box for "Keep Enrollment Grade/Attendance Data" will be selected. The grid will display the available sections for this course. Select the section you wish to transfer the enrollment to and click the Transfer button. When the transfer is complete, you will receive feedback from the system at the top of the window. NOTE: Xfer icon will only appear next to an enrollment if there is an existing section of that course in the system for the student to transfer to

LMS Icon

The LMS icon will appear if enrollment has not been sent to the LMS; click to send.

6.4.2. Requested Courses

This list combines approved, pending, and past course requests. The Status column indicates whether the request is in process or has been resolved. All possible outcomes are seen in the Status drop-down (screenshot shown).

Enrollment in a requested course can work in different ways, depending on the organizational parameters. If your organization has selected auto-enrollment upon approval, once the request has been approved by clicking the Approve icon , the enrollment will take place. Administrators can view a list of all course requests pending approval by generating the report: Course Requests By Student, which is run from the Reports Module.

If this parameter is off, the selection of the approval icon will change the status to Approved, but the enrollment will not take place until the Enroll icon has been selected. Either option will provide feedback to whether or not the enrollment was successful.

A user may see additional items in the confirmation list as applicable. For example, Maestro can automatically assign an asset such as a textbook or calculator to every student who enrolls in a particular course.

An Enrollment Email notification will be sent to different users depending on your organization's Maestro setup. Typically, it is sent to the student, teacher, and advisor (if any), and may be copied to designated administrative persons such as Advisor and/or Registrar. It can also be copied to the parent when the student is a minor. The contents of this email can be edited by an administrator.

6.4.3. Suggested Courses

Users having access to this feature can view a list of suggested courses and add course suggestions to the list. Suggested courses and the course description for each will be seen by the student and guardian on the front end where they can request enrollment. Administrative users can submit the request as well by clicking the Add icon to move the course into "requested" status. It will then appear on the Requested Courses list with a submitted status.

School personnel responsible for academic planning and course sequencing will find the Suggested Courses feature a helpful tool for shepherding students through their required courses in accordance with graduation requirements.

When suggesting courses, first navigate to the student's Transcript Analysis and/or Plan of Study (from the Student Home page). The information on these screens will aid you in selecting courses to suggest.

6.4.4. Enrollment Request

This grid provides users a list of all students that have an enrollment request. Enrollment requests include requests to extend the enrollment end date and requests to drop the enrollment. This grid compiles all information needed to approve or deny a drop or extend end-date in one place with links to any other necessary information.

Clicking the Action icon will open the template where the request can be approved, rejected, or deleted. The administrator can also change the Reason associated with the request. When a drop request is approved, the system drops the student and displays a confirmation:

6.4.5. Enroll in a Section

This link opens the form used to enroll the student in a section. The form is nearly identical to the form used to bulk enroll students. This form may have one additional field, Reason, if your organization requires this.

To manually choose a course using the enrollment form, the user begins by selecting making a selection from the Course drop-down. This will populate the grid with available sections. Select the desired section, and click the Enroll button.

For the system to process the enrollment, both teacher load and class load must be within their assigned limits. If a proposed enrollment will cause either number to exceed the limit, an error message will display.

A successful enrollment will trigger a green confirmation message to let you know the enrollment was completed.

6.5. Academic Menu

6.5.1. Student History

Users can view a chronological list of all student events that have been recorded by Maestro. The list includes events generated by the system and those entered by back-end users. Events include course requests, enrollments, transfers, grades, completions, drops, discipline events, profile updates, etc.

To manually add an event; click the Add icon , enter Event title, and Comments if desired. Click the Save button to submit the event. You will receive green feedback at the top of your screen indicating the event has been added to the student's list.

6.5.2. Grades

Users can view a list of assignments for any course associated with this student and any grades that have been issued. By default the "Show Active Course Only" box will be selected. To see all courses, past and present, uncheck the box. Selecting a course from the drop-down will filter the results to show only grades from that course. By checking the box next to Show Chart (version 5.1), a chart will be generated, graphing the student's grade trend against the class average for the course.

For online courses, gradebook data is updated daily from the Learning Management System. For all other courses, gradebook data is updated when grades are entered in the Maestro system.

6.5.3. Attendance

Clicking the Attendance link takes users to a page where they can view the student's daily attendance in both list and chart formats. The chart view shows daily attendance for one month; users can navigate to any month in the school year. Maestro marks attendance with colored icons: green for present and red for absent. The list view shows all dates when the student was marked present, arranged chronologically, to date.

For online activity, LMS log-in time per day is displayed in the LMS column. The Total Duration column shows cumulative time the student has spent in this course to date. The list can be sorted or filtered by any attribute. If the course is not delivered online, these columns will be blank.

6.5.4. Transcript Analysis

This feature will appear only to administrative users. It enables the user to see how far the student has progressed toward completing the graduation requirements stated in his/her Plan of Study. Click the View Plan of Study button to open a modal displaying POS information for this student.

The two grids display all current and previous enrollments; internal enrollments above, and external enrollments in the bottom grid. Click the enrollment Id for any internal enrollment to launch the Enrollment Information modal for internal enrollments. Clicking the Id for an external enrollment will launch the Edit External Enrollments form.

To add an external course completion, select the Add icon below the grid. Enter enrollment information and select the Save button. This enables the user to transfer in credits the student has earned at an outside institution.

The Transcript Statistics on the bottom of the page provides an overview at-a-glance of total earned credits and the overall GPA.

6.5.4.1. GPA and Weighted GPA Calculations

There are three data elements used when calculating GPA's and weighted GPA's.

Final Grade
Grading Scale
Enrollment Type

The Enrollment Type property on a Section determines the default grade point set on the section’s enrollment when an enrollment is completed. Upon completion, enrollments will capture GPA and Weighted GPA. An enrollment will have GPA equal to Weighted GPA if the enrollment is defined as a Standard category. An enrollment will have a Weighted GPA > GPA if the enrollment category is either AP or Honors.

Standard: Both the standard grade points and weighted grade points come from the GradeScale table, column GPA.
Advanced Placement: The standard grade points come from the GradeScale table, column GPA and the weighted grade points from column GPA Advanced Placement.
Honors: The standard grade points come from the GradeScale table, column GPA and the weighted grade points from column GPA Honors.
Dual Credit: The standard grade points come from the GradeScale table, column GPA and the weighted grade points from column GPA Dual Credit.

For example, consider the Grading Scale “Default” for demonstration purposes.

Consider two students - Clayton Elliott and Avery Fisher.
For Clayton’s completed enrollment, since the section’s Enrollment type = Standard, the GPA (grade points) and Weighted GPA (weighted grade points) will be the same, 3.0 in this case. It takes the value from the GPA column in the Grading Scale Categories table.

For Avery Fisher’s completed enrollment, since the section’s Enrollment type = Honors, the GPA and Weighted GPA will be different, 3.25 and 4.25 in this case. It takes the value from the GPA column in the Grading Scale Categories table for standard grade points and the value from the GPA Honors column in the Grading Scale Categories table for the weighted grade points.

6.5.5. Plans of Study

This link opens a view of the student's Plan of Study (POS). On this screen, every faculty member with access to this student will see the student's Plan of Study List, composed of:

Plan of Study Groups – a list of academic study areas
Required Credits – the number of required credits for each area
Earned Credits – the number of credits earned to date for each area
Remaining Credits – The number of credits yet to be earned in each study area.

The list enables faculty members to see how far the student has progressed toward meeting the graduation requirements specified in his or her POS.

From this screen, one or more Plans of Study can be associated with this student, and current POS associations can be deleted. The POS maps out the student's path to graduation. Schools at the secondary level and above typically have more than one POS available to students; for example, one for standard graduation requirements and another for earning a specialized diploma. Maestro allows users to create POS for external as well (required state tests, etc).

Each Plan of Study Group heading can be clicked to view the details of that POS. Here the user can take many different actions.

At the top portion of the page, the POS is listed with its component Groups listed just beneath it. Each Group appears as a link. Clicking the link will expand the grid, displaying a list of all courses that qualify for credit under that subject area. Rows are added to indicate if the course is completed, completed externally, actively enrolled, requested, and suggested.

If a course is listed with the Suggest icon the user can click this to open the Add Course Suggestion template.

At the bottom portion of the page, one or more POS currently associated to this student will be listed in a grid. To create a new association, use the Add Plan of Study drop-down to select a POS for this student and click Add . The drop-down list will include all Plans of Study that are associated to the same organization chain as the student. To edit a current POS, click the POS title under the Name column in the grid. This will take you to the Edit template for that Plan of Study.

Administrators: Opening the POS Edit Template from the link at Student Home will expose the administrative control settings for this Plan of Study – just as if it were opened from the Administration Module. Any changes made will be global, affecting all students who participate in this Plan of Study.

Associate Students to Plan of Study in Hierarchy

Students can be associated to any Plan of Study within their organization's hierarchy. A checkbox is added on the Student Plan of Study page.

When this checkbox is checked, the grid below will display all of the Plan of Studies available in the student's organization (school) and levels above. Select the POS you wish to associate to the student and click the arrow icon to associate.

6.5.6. Transcript

The top grid is the Transcript Generator. This allows a current transcript to be produced, and stores a history of previously generated transcripts. To create a new transcript, click the Add icon . Fill out the form and select the Save button.

Select the View icon to launch this transcript and the Re-run icon to recalculate that transcript with the most current information.

The Transcript Enrollments grid displays a list of all enrollments that will be displayed on the most current transcript.

6.5.7. Schedule

This page displays a list of current enrollments and pertinent scheduling information for each section. The Printer icon above the grid creates a printable .pdf version of the student's schedule.

6.5.8. Completion Report

The Student's Completion report lists all courses a student was enrolled in, the school the course was completed at, the status (either completed or dropped), start date, exit date, grades and credits.

A list of the student's completed external tests is on this page as well, with the date they took the test and the test score they received.

6.5.9. Report Cards

The Report Card Generation grid is where report cards can be created and stored. The grid stores a list of all previous report card generations. To create a new report card, select the Add icon below. Fill out the information, and click the Save button.

The tools on this screen do not generate a report card, they retrieve a report card IF report cards have been generated from the Organization Home page.

If a student's report card does not display, it means none have been generated for this organization (to generate report cards: navigate to the Organization Home page, then see Section 13.6)

6.5.10. External Tests

On this screen the user can view and add scores the student has received on external tests like the SAT and ACT. To add an external test to the grid, select the Add icon , fill the form, and click Save .

The Preferred test site will show up if you have previously selected a Student's test site under their personal information. If you want to change the test site, click the tab "Sites and Facilitators" to see the full list of test sites and select a different one.

If the Student needs any special accommodations for external testing, open the "Accommodations and Attendance" tab. Under the "Test Accommodations" heading, you can apply special accommodations to the student's external testing (extended time, calculator, sign language, etc). The test facilitator can manage student attendance for external tests under the "Test Attendance" heading.

6.5.11. Enrollment Certificates

This is where all enrollment certificates earned by this student are displayed.

6.6. Student Ledger Menu

6.6.1. Ledger

If your organization charges a fee for courses or materials, the Student Ledger will display for designated users. The Ledger allows schools and families to keep track of charges, credits and payments to the student's account.

In the grid, charges and credits are ordered chronologically. The current ledger balance is displayed above and below the list. Each charge or credit is a record in the list; click the link in the Id column to view or edit the full ledger entry for that transaction. The ledger list can be sorted or filtered by any attribute.

Use the tabs to toggle between Ledger, Receivables, Payables, Payments Made, Payments Received, Purchase Orders Received, and Purchase Orders Requested; showing only one type of record at a time.

To pay an outstanding debt, transfer funds, or draft funds; select the appropriate button above the grid, fill the form, and click Save .

See the full Ledger user guide here: 20. Ledger

6.7. Forms Menu

6.7.1. Forms

This page is divided into two grids; one displaying Existing Filled Forms and Document Requirements.

student forms.png

The top grid displays a history of forms previously filled by the student. By clicking the Add icon , a list of available forms will appear. Selecting the Fill icon will expand the window and display that form. Fill the form if desired and select the Save button. This will add the form to the Existing Filled Forms grid. The View icon opens a modal where users can view/update the existing filled form, edit form details, associate the form to handlers, & view the form handler history. Use the print icon to print the form, or the trash icon to delete it.

The Document Requirements grid displays all forms required for that student. The Update icon opens the form for viewing/editing. Once the form has been filled, change the status using the drop-down menu at the top of the form, and click the Save button.

7 - Faculty

7.1. Faculty Menu
7.2. Faculty Home Menu
7.3. Academic Menu
- 7.3.1. Current Students
- 7.3.2. Current Enrollments
7.4. Message Center Menu
- 7.4.1. Contact History
- 7.4.2. Messages

7. Faculty

7.1. Faculty Menu

Clicking on the Faculty module will take you to a landing page with a grid listing all staff members within the user's purview (per your role and access level). As with any grid, the Name attribute is a link to the faculty member's home page.

7.1.1. List

This List grid view allows for quick access of your Faculty information. The Toolbar Menu provides options for managing your Faculty data and customizing your grid view.

The Toolbar extension allows grouping, quick recall of added groups and saving your selected group as your current view whenever the user returns to the Faculty landing page.

7.1.1.1. Filtering

On the toolbar click the icon to see a comprehensive selection of filtering options:

The list of filtering options is derived from grid columns. Click the field you wish to filter by and enter the desired search object.

Alternatively, you may click the column title on the grid display and type the object in the space provided you wish to filter by. In the example below I've typed "Buc" on the Organization column to filter for the Buc-ee Central High School faculty.

Filtering comparators:

=	Object is equal to what is entered.
*	Any object *containing* what is entered.
A*	Object *starting with* what is entered.
*A	Object ending with what is entered.
<	Object *less than* what is entered.
<=	Object *less than or equal* to what is entered.
>	Object greater than what is entered.
>=	Object greater than or equal to what is entered.
><	Object between variables. This option produces 2 entry points for variables.
!=	Object different than what is entered.
True	Object such as a check box, radio button or the word true is selected.
False	Object such as a check box, radio button is not selected or the word false is selected.

7.1.1.2. Add Faculty

On the toolbar, click the Add icon . This opens a pop-up modal for creating a new Faculty member in Maestro. Mandatory fields will have an asterisk next to the field label name. This pop-out is shortened in the web browser, scroll to the bottom to view all required fields.

7.1.2. Bulk Import

New Faculty can be added to the system via bulk import, using an Excel template to transfer the records. To bulk import:

1. Click the Bulk Import link in the menu to the left on the Faculty landing page.

2. Download the template by clicking the link Template Excel.

Screenshot_2023-04-20_at_3.19.38_PM.png

3. Complete the template with the required information.

4. Click the Select File link from the Faculty Bulk Import section.

5. With the Verify File radio button selected, click Verify.

6. If the file is verified with no errors, select the Import radio button, then click Import.

Below the Faculty Bulk Import section is the Import/Update History section. Click the down arrow to see this information.

7.1.3. Certifications

This page tracks Faculty credentials, displaying a record of each academic degree and professional certification earned.

7.1.4. Forms

The Forms menu link will display Forms for the selected faculty member. The first grid will display all existing forms that have been filled out & submitted.

Faculty

To fill out a form for the faculty member, click the Add icon below the grid, then click the Fill icon next to the form you wish to fill out & submit.

Screenshot Once filled and saved, the record will display on the Existing Filled Forms grid. Use the icons within the list to either view , print , delete X, or, if necessary, attach a document.

The second grid is the Document Requirements grid. These are forms and/or files that must be filled and/or uploaded by the faculty member as per school requirements.

Screenshot

There are five statuses for forms: Approved, Not_Submitted, Received, Rejected, Submitted

To view a list of forms filtered by each status, click the drop-down Status field and select one of the options.

To change the status of a form:

1. Click the edit icon under the Update column on the corresponding row.

2. On the pop-up window select the new status from the drop-down:

Drop

3. Click Save.

You may also upload a new file for the faculty member or delete a file that is no longer needed.

7.2. Faculty Home Menu

7.2.1. Faculty Info

7.2.1.1. Information Tab

Every Faculty member has a home page where their information can be viewed, edited and updated. The home page has tabs to access specific areas of the faculty's information, sections, LMS, and documents with additional sub-menus to the left.

7.2.1.2. Sections Tab

The Sections tab will display all sections currently being taught by this faculty member. The grid can be sorted or filtered by any attribute. Within each record are links that target the home page for the Section (in the Section column), and the home page for the section's associated Course and Faculty member.

The Toolbar:

Select all: By clicking this box you can select all sections on the grid.

Add Section: Click this icon to add a section to the Faculty member's schedule. After clicking this icon you see a page similar to the image below.

Fill in the mandatory fields in yellow and click Add to add a new section for the selected Faculty member.

Filter Options: Clicking this icon opens a variety of filtering options for sections.

Filtering comparators:

=	Object is equal to what is entered.
*	Any object *containing* what is entered.
A*	Object *starting with* what is entered.
*A	Object ending with what is entered.
<	Object *less than* what is entered.
<=	Object *less than or equal* to what is entered.
>	Object greater than what is entered.
>=	Object greater than or equal to what is entered.
><	Object between variables. This option produces 2 entry points for variables.
!=	Object different than what is entered.
True	Object such as a check box, radio button or the word true is selected.
False	Object such as a check box, radio button is not selected or the word false is selected.

Personalize Columns: Clicking this icon results in a pop-up box that allows you to manual enable or disable columns in the sections grid, adjust the column width and change the order by dragging the rows to the order you desire. Remember to click the save icon when done.

Export Options: this allows the user to export the data in the grid as an Excel file, CSV file or export only the visible grid columns to Excel.

Bulk Action: After selecting sections, click the Bulk Action icon to make mass changes to your selection. Select the bulk action you would like to use by selecting one in the drop down menu.

Data Grid Toggle: Changes you grid view to a wider row and removed the column title.

Select a group: Click here to select from groups you have created.

Add Group: After selecting the sections you would like to group, click this icon to create the group. You toolbar will change:

Click the icon to edit the name of the group and make the group public or private, then click Save. You can delete the group by clicking the trash can, add records by clicking Screenshot_2023-05-01_at_2.15.50_PM.png or remove records by clicking Screenshot_2023-05-01_at_2.16.25_PM.png

Save Grid View: Clicking this icon Screenshot_2023-05-01_at_2.19.06_PM.png allows you to save your current grid view. This function uses your filter settings and selections to set your view. This view will be active when you return to this screen until you clear or reset your grid view.

Section Action Icon: Clicking this icon gives you a list of action options for the selected section.

Section Home Page: this opens a pop-out window listing the section information.

Edit Information: clicking this link will allow you to edit section information.

Calendar: opens a calendar view of the section events. The user selects between; Month, Week, Day and List. On this calendar is a dropdown menu to view from different calendar types in the system.

Send Message: Allows you to send a message to individuals or Maestro groups from this menu.

Assignment: Allows you to create assignments for a section from this menu. Assignments are added by clicking the in the lower right of the Assignments screen.

Screenshot_2023-05-01_at_6.37.46_PM.png

Assignment Types: this link will open a pop-out screen that displays assignment types and information about section assignments.

Course Home Page: this link will open a pop-out screen that displays information about the course associated with this section.

Gradebook: this link will open the gradebook associated with this section.

New Gradebook: this link will open a pop-out screen to allow you to create a new grade book for the associated section.

Take Attendance: this link allows you to submit attendance for the associated section.

7.2.1.3. LMS (Learning Management System) Tab

If your instance of Maestro SIS is connected to an LMS, the LMS tab will display a grid containing information for all LMS vendors associated with this user. The grid displays LMS Vendor name, user role, affiliated organization, LMSID, Username, and a link to log in to the course.

Fac lms.png

7.2.1.4. Documents Tab

The Documents tab displays the faculty member's personal file organizer. From here you can upload, organize, retrieve, and share documents as needed.

7.2.2. Edit Information

The edit screen is accessed via a left menu link on the Faculty Home page. The edit template has the same form fields as the form for adding a new faculty member. The faculty member and administrative users can access this screen. Any changes made (including comments) will be visible to both user types.

7.2.3. Certifications

This page tracks faculty credentials, displaying a record for each academic degree and professional certification earned. A faculty certification can be bulk associated to grade levels, departments, or courses.

Select the department (grade level, course, etc.) you want to associate with the faculty certification, click the arrow icon to move the item over to the grid on the right and associate.

7.2.4. Forms

The Forms menu link will display the Forms for that selected teacher. The first grid will display all existing filled forms.

7.2.5. Login As

Administrators have the option to log in as the selected faculty member. By selecting this link the Administrator experiences the system from the Faculty member's view. This access will be limited to this faculty member's permissions & parameters.

To exit this view, click the return icon return in the upper left corner of the screen.

7.2.6. Schedule

The Schedule page provides a list view of the Faculty member's schedule.

faculty schedule.png

7.2.7. Calendar

The faculty member's calendar shows their scheduled events in month/week/day/list view. The user may also see school-wide events that have been posted to the calendar by an administrator.

7.2.7.1. Faculty Conference Scheduling

This feature allows faculty or advisors the ability to schedule meetings through Maestro, designating time slots of availability for conferences that can be selected by students and/or guardians. Once a slot is selected by a student/guardian, the slot is disabled. The student/guardian can cancel or reschedule the meeting if necessary, making the slot available to others. Conference reminders are automatically entered on the pertinent calendars.

The faculty member will have to designate time slots on their personal calendar to show their availability for conferences to students and guardians. The calendar event type must be Conference.

Here the user can choose the date and time block they will be available for conferences, the duration of each conference in minutes using the "Split" field, max guests allowed per time slot, and location (if your organization uses facilities/classroom scheduling). The section selected in the drop-down will populate the student list below with all active enrollments. Select the students you would like to invite to schedule a conference and Save.

The calendar event & designated time blocks will now display on the front-end for those student's invited to participate. The student can select one of the available time slots to reserve. Whenever a student/guardian schedules a conference with a faculty member/advisor, that conference will automatically show up on the pertinent user calendars and that time slot will be unavailable to other students.

7.3. Academic Menu

7.3.1. Current Students

This link opens a list of all students currently being taught by this faculty member, configured exactly as the global students list in the Students Module. The list can be sorted or filtered by any attribute.

7.3.2. Current Enrollments

The Current Enrollments grid provides a list of all students that are currently enrolled in any of the faculty member's sections. As with other Maestro grids, you may sort by numerous column attributes; with the addition of pertinent enrollment information such as enrollments dates, current grade, and pacing. The Current Enrollments grid is sorted by Start Date by default.

7.4. Message Center Menu

7.4.1. Contact History

The Contact History is in essence a timer that displays an alert when a student has not been contacted by this faculty member within the past X number of days (this contact interval parameter is set per the client's preference). The alert is indicated by a red telephone icon appearing in the Contact column of the list. If the student has been contacted within the set interval, a green checkmark will appear in the Contact column.

The user can see at a glance the date of the last contact the teacher has made with this student and the elapsed number of days since that contact.

Each student will be listed once for each section he/she is enrolled in with this teacher.

The red telephone is also a link that opens a new communication entry form for that student for the section. This is the same form that opens when creating a new message in the Communications menu from student home page.

When the user saves the new communication, the red telephone reverts to a green checkmark and the time clock resets.

The list can be sorted or filtered by any of the attributes that display with an underline.

7.4.2. Messages

The Messages page provides a grid displaying all message history for this faculty member. Administrative users can compose, reply, forward, etc. directly from this page. As with all Maestro grids, you can sort by any column with an underlined header.

8 - Coaches/Advisors

8.1. Coaches/Advisors Overview
8.2. Coaches Menu
8.3. Coach/Advisor Home Page
8.4. Academic Menu
- 8.4.1. Current Students
- 8.4.2. Current Enrollments
8.5. Message Center
- 8.5.1. Contact History
- 8.5.2. Messages

8.1. Coaches/Advisors Overview

This Module enables administrators to view and manage student support providers and is very similar to the Faculty Module. Unlike a faculty member's role, however, this support role varies greatly by school/organization.

In the User Guide, we use the term "Coaches" but the actual job position can range from guidance counselors to mentors to online advisors. In your Maestro setup, the name for this role and module will reflect your organization's personnel structure. Counselor, Facilitator, and Advisor are typical examples.

8.2. Coaches Menu

8.2.1. List

Clicking on the Coaches module will take you to a landing page with a grid listing all coaches within the user's purview (per your role and access level). The list of coaches can be sorted and filtered as described in previous sections. As with any grid, the Name attribute is a link to the coach's home page.

The Toolbar Menu provides options for managing your Coach data and customizing your grid view.

Add Coach - click this icon to add a coach to your system.

Filter Icon - opens detailed filtering options display.

Personalize Columns - allows the user to define what columns are displayed on the grid (by toggling the show icon on/off) and the width of the column.

Export Icons - Allows the user to export selected information to EXCEL, CSV or EXCEL VISIBLE COLUMNS formats.

Bulk Action Icon - After selecting a coach or several coaches, the Bulk Action Icon opens a window allowing the user to bulk change settings for the selected coach(es). Common Bulk Action items for coaches are: Update Settings, Export Data for Bulk Update, and Send Message.

Screenshot_2023-02-22_at_1.45.57_PM.png

Data Grid Toggle Icon - changes the displayed information on the grid from a column view to a tiled view.

Reset User Grid - is used to reset the grid view to default after dragging columns out of order.

Line and Page Display - allows the user to set the number of lines or records displayed on the grid. If multiple pages are needed, the arrows to the right of the number allow the user to flip through pages of data.

Add Group - allows the user to create a group after selecting records on the grid using the checkbox.

Save Grid View - allows the user to set the filtered view as the default view whenever accessing that module.

8.2.1.1. Add a New Coach

On the toolbar, click the Add icon . This opens a pop-up modal for creating a new Coach in Maestro. Mandatory fields will have an asterisk next to the field label name.

8.2.2. Bulk Import

Coaches/Advisors can be added to the system via bulk import, using an Excel template to transfer the records. Go to the module landing page and click the Bulk Import link in the Left Menu.

To download the Coaches/Advisors Bulk Import template, select the Template Excel button near the bottom of the page.The instructions for completing a successful import are listed on the Bulk Import page. You will find a copy listed below:
1. Save the excel template file using the .xls (Please use Excel 97-2003 Workbook extension) or .xlsx extension.
2. If Importing, fill out all the required information. Mandatory fields are indicated by a bold header.
3. If the Coaches/Advisors are not in the system already, Maestro assigns an ID. If these staff members are in Maestro already and you are performing an update, you will need their staff ID input into the specified column to avoid duplicate entries.
  Note: The bulk action, Export Data For Bulk Update, creates a pre-populated excel template . When Updating, empty columns will erase existing information.
4. Save the completed excel template file using the .xls (Please use Excel 97-2003 Workbook extension) or .xlsx extension as explained above.
5. Select the Verify File from the radio buttons options.
6. Select the Select File button and navigate to your excel template file.
7. Upon successful verification, select the Import radio button then click Import.

8.2.2.1. Bulk Import History

Below the Coach Bulk Import section is an area to view the import history for Coaches/Advisors. You can use this area to view information about imports such as, the user that imported the file, date and time of the import and results. You can also download the file that was imported to verify, edit and you for updating.

8.2.3. Forms

The Forms page is used for Administrators to view any required Forms that a Coach/Advisor has submitted. Forms set up is located in the Administration area if needed.

Explanation of Forms Management Columns:

Sel - put a check in the box to select this form.

Id - the document ID based on the form ID.

FiD - the form ID

Name - the name of the form in Maestro.

Owner - the Coach/Advisor the form is attached to.

Created Date - the date the form was completed.

Updated On - the date the form was updated.

Status - whether the form is active or inactive in Maestro.

Created by - displays the name of the person that created the forms.

Atch - displays a document that attached to the selected form.

View - displays the selected form.

Print - prints the selected form.

Del - deleted the selected form.

In the lower right of the Forms Management page is a set of icons:

The first three icons allow you to export the data displayed on the grid in three different formats: xlsx, csv and export to xlsx visible columns only.

The icon displays the Grid Filter Legend.

The icon resets the grid display to default.

The icon displays information about selected items, pictured below.

Manually Adding a Coach/Advisor

Click the Coaches/Advisor link on the top menu after logging in to Maestro.
Click the Add icon on the tool bar menu.
On Add Coach modal, fill in the information appropriately. Yellow fields are mandatory & a value will be required to Save the record.
Click Save.

8.3. Coach/Advisor Home Page

Every Coach/Advisor has a home page where their information can be viewed and updated. To view the Home Page of a Coach/Advisor, click the name in the grid list.

8.3.1. Coach Info

8.3.1.1. Information Tab

Every Faculty member has a home page where their information can be viewed, edited and updated. The home page has tabs to access specific areas of the coach/advisor's information and documents with additional sub-menus to the left.

8.3.1.2. Documents Tab

The Documents tab displays the user's personal file organizer. From here you can upload, organize, retrieve, and share documents as needed.

8.3.2. Edit Information

To edit a Coach/Advisor's information, select 'Edit Information' from the left menu of the Coach/Advisor home page. The edit screen ha the same fields as the form for adding a new coach/advisor. The coach/advisor and administrative users can access this screen. Any changes made (including comments) will be visible to both user types.

8.3.3. Certifications

This page tracks the Coach/Advisor's certifications, certificates or diploma credential information. Coaches/Advisors and Administrators can create entries and upload pertinent documentation.

To add an entry:

Click the icon to the bottom right of the grid.

2. Select the Certification Degree type from the drop down list.

3. Fill in the necessary information.

4. Click Save.

5. After clicking Save you are provided the option to upload documents related to the Certification.

Note: All fields with a yellow background are required fields.

8.3.4. Forms

The forms menu link will display Forms for the selected coach/advisor. The top grid will display all existing forms that have been filled out & submitted.

To fill out a form for the coach/advisor, click the Add icon below the grid, then click the Fill icon next to the form you wish to fill out & submit.

Once filled and saved, the record will display on the Existing Filled Forms grid. Use the icons within the list to either view , print , delete X, or, if necessary, attach a document.

The second grid is the Document Requirements grid. These are forms and/or files that must be filled and/or uploaded by the coach/advisor as per school requirements.

To change the status of a form/document requirement:

1. Click the edit icon under the Update column on the corresponding row.

2. On the pop-up window select the new status from the drop-down:

Drop

3. Click Save.

8.3.5. Login as

Administrators have the option to log in as the selected Coach/Advisor giving the Administrator the same view and permissions as the Coach/Advisor. To exit this view, click the reset icon in the upper right of the screen:

8.3.6. Calendar

The coach/advisor's calendar shows their scheduled events in month/week/day/list view. The user may also see school-wide events that have been posted to the calendar by an administrator.

Below is a Calendar Controls overview. The current day is always highlighted.

To create a Calendar Entry:

On the calendar, double click on the day you would like to enter data on.
On the pop-up modal, fill in the information for your entry. Items in yellow are required.

Screenshot_2023-03-15_at_5.15.47_PM.png

Note: The Entry Types are associated with different colors to be quickly identifiable on the calendar overview. Default Entry Types are: Assignment, Birthday, Class Schedule, Conference, Contact, Deadline, Event, Holiday, Important, Personal, Reminder, Test, Vacation and Work.

8.4. Academic Menu

8.4.1. Current Students

Students currently assigned to this coach/advisor are listed here, and can be sorted or filtered by any list attribute. From this list a new custom group can be created, and existing groups can be loaded into the list pane.

Note: If you have grouped your students, you may assign the group to a Coach/Advisor by selecting the group name from the Select Group drop down. For more on grouping students see the Students section of the Help Menu.

8.4.2. Current Enrollments

If your program's support role is academic in nature, then each support provider will have access to enrollment information for the students assigned to him or her. Every enrollment occupies one record in the Current Enrollments list, which displays section information and academic indicators for each record. This grid has all the attributes seen in the teacher Current Enrollments grid.

8.5. Message Center Menu

8.5.1. Contact History

The Contact History page tracks the frequency of Coach/Advisor contact with their students. Contact History is in essence a timer that displays an alert when a student has not been contacted by this Coach/Advisor within the past X number of days (this contact interval parameter is set per the client's preference). The alert is indicated by a red telephone icon appearing in the Contact column of the list. If the student has been contacted within the set interval, the phone icon will appear green in the Contact column. This alert is displayed by color changes of the phone next to the students name. Roll over the icon to view other pertinent information, including details on the last contact.

When the user saves the new communication, the red telephone updates to green and the time clock resets.

Phone colors are as follows:

Green - contact was made inside the interval of your settings.
Burgundy - contact has never been made.
Red - it is X amount of days outside the interval setting.

8.5.2. Messages

The Messages page provides a grid displaying all message history for this Coach/Advisor. Administrative users can compose, reply, forward, etc. directly from this page. As with all Maestro grids, you can sort by any column with an underlined header.

9 - Courses

9.1. Courses Menu
9.2. Course Home Page
9.3. Course Requisites Menu
- 9.3.1. Pre-requisites/Co-Requisites

9.1. Courses Menu

Clicking on the Courses module will take you to a landing page with a grid listing all courses within the user's purview (per your role and access level). Here the user can create new courses as well as manage current courses. A Faculty Member's view is limited to courses he or she is currently assigned to teach, and courses taught in past terms. Because past terms are included in the list, a teacher may see Active and Inactive courses.

9.1.1. List

The Courses List grid columns include Organization, Department, and Enrollments. Sorting and filtering by these attributes enable the user to easily see which courses have the most (or least) active enrollments, and the number of courses in each organization or department. As with any grid, the Course Name attribute is a link to the course home page.

Course

The Toolbar Menu above the grid provides options for managing your Course data and customizing your grid view.

course roolbar.png

9.1.1.1. Bulk Action Console

There is a bulk action icon above the Courses grid that allows the user to perform a certain action or apply changes to several courses in bulk.

After selecting the courses using the checkbox on the grid, select the hamburger icon above the grid to launch the bulk action console.

On the pop-up screen, select a bulk action from the dropdown. Bulk Actions on Courses include: Update Settings, Export Data for Bulk Update, Resend Course to LMS, Send Message to Student, and Send Message to Teacher.

9.1.1.2. Add A Course

To create a new course, click the plus icon on the toolbar above the grid. On the Add Course modal, fill in the desired information. Mandatory fields will display with an asterisk and data must be entered to save the new course.

Screenshot

9.1.1.3. Master Course and Matching Codes

* The Master Course / Matching Codes functionality is based on custom business rules per client and must be activated by the BocaVox team upon client request. This section assumes your organization has master courses enabled. *

A Master Course represents a program and a unique matching code must be defined to associate supporting courses. This functionality is commonly used to automate student course requests based on program selection.

To create a Master Course, the field "Is Master" must be set to YES on the Add Course modal.

For example:
• Master Course = Photography
• Matching Code = PHO

To associate standard courses to the Master Course, use the field “Matching Code”

If a student selects the Photography program on their application/account, all of the associated PHO courses will be auto-requested upon acceptance/enrollment into the school (depending on seats available, time session selected, etc.)

9.1.2. Copy Course

In the even an institution has 2 or more schools in the system, this feature allows an Administrator to copy a course from one organization to another.

Screenshot

Select the proper Organizations from the drop-down menus, place a check in the box to the left of the Course ID, then click Copy Course.

9.1.3. Bulk Import

The Bulk Import feature will allow importing of courses, course requests or schedules. Select the import type from the drop down, then click Excel Template to download the appropriate template. Fill the template and be certain to populate the required fields.

Bulk

The instructions for completing a successful import are listed on the Bulk Import page. You will find a copy listed below:

Download the Excel Template by clicking the "Excel Template" button.
Save the excel template file using the .xls (Please use Excel 97-2003 Workbook extension) or .xlsx extension.

1. If Importing, Fill out all the required information. Mandatory fields are indicated by a bold header.

2. If Updating, keep all the columns. Do not change the Schedule Id values. Update the other values and bulk import.

3. Save the filled excel template file using the .xls (Please use Excel 97-2003 Workbook extension) or .xlsx extension as explained above.

4. Select the Verify File or Import from the radio buttons options.

5. Select the Select File button to find the excel template file you saved.

Note: The bulk action Export Data for Bulk Update creates a filled excel template. When updating, empty columns will erase existing information. Successful verification does not ensure that a row can be imported. Select the View Results button to analyze the results.

9.1.4. Course Requests

This list displays all course requests, past and present, and gives appropriate users the ability to process requests for all students within their organization. Administrators can use the drop-down menu to filter by status. For example, to easily view all approved requests that have yet to be enrolled, choose Approved from the Status column drop-down.

Course

Columns Defined:

Mail: click to send a message to the student requesting the course.

Paid: Displays whether course payment is required or not , payment has been received , or course not yet approved .

Edit: click to edit course request.

Enroll: click to enroll in one of the course sections

Cancel: click Screenshot to cancel course request.

Id: course request identification number.

Request Date: the date the request was made.

Student: student requesting the course.

Grade: grade level of student making the request.

Organization: the school student is requesting the course form.

Cid: course id number.

Name: the name of the course requested.

Status: the status of the request.

Approve: if displayed, shows course in the submitted state. Click the star to approve the request.

Fee: displays a course fee if a fee has been setup.

Version: displays a course version if course version is used.

Term: displays the term type for which the course is set.

Fixed: displays a true if the course has a fixed term, displays false if the course is part of a rolling enrollment.

Program: displays the name of the program the course is assigned to if programs are setup.

Start Date: if course is a rolling enrollment this date will display the date the student was enrolled in the course. If the course is in a fixed term the date the term stats will be displayed unless the student enters after the fix term start date, in this case it will display the student start date.

End Date: if this course is a rolling enrollment, then the date displayed will be the section end date. If the course is a fixed term, then this will display the end of the fixed term.

9.2. Course Home Page

9.2.1. Course Info

On the Course List Page, select the Course you wish to edit, view or setup by click the name in the list. This will bring you to the Course Home Page. There are typically five tabs across the right frame of the Course Home Page: Information, Sections, Enrollments, Asset Associations and Documents.

course edit page.png

9.2.1.1. Information Tab

This tab displays a quick overview of the Course settings.

9.2.1.2. Sections Tab

This tab displays a list of sections that have been created for this course. As in many areas of Maestro, you may sort or search the grid display by entering the criteria in the spaces provided at the column header area. You may also add a new section by clicking the on the lower right of the window. You may find it necessary to use the scroll bars to view all of the section fields. You may also personalize the fields/columns that are displayed by click the icon to the lower right.

Screenshot 2023-07-26 at 3.26.25 PM.png

9.2.1.3. Enrollments Tab

This tab displays a list of students currently enrolled in the section. This information and be search or sorted by using the options in the column header area. You may need to use the scroll bars to view all of the information in this area.

enrollment tab.png

9.2.1.4. Assest Associations Tab

This tab displays information on any assets assigned to this section, such as a book, computer or any other items the school would inventory for use with courses. To add an asset, click the box next to the asset on the left, then click the right point arrow.png icon to add the asset to the area on the right.

Asset Associations.png

9.2.1.5. Documents Tab

This tab displays documents that are associated to the course for view by Administrators or Faculty members. The scroll bars are used to view all the associated fields. The information can be searched or sorted using the column header options. Columns can be hidden by using the Personalize Columns icon personalize icon.png to the lower right.

9.2.2. Edit Course

To edit course information, click Edit Course in the left menu list to access the following screen:

On this page you can edit or update the necessary information. Fields with an asterisk next to them are mandatory fields and must be populated to save the changes.

Id - the course ID assigned by Maestro.

Active Sections - the number of active sections for the course.

Organization - the Organization this course is assigned to.

Name - the name of the course

LMSID - the ID assigned to this course in your Learning Management System if you are integrating Maestro with an LMS.

Course Code - the course number or code assigned to your course by a State Agency.

Course Client Code - the course number or code used internally by your school.

Department - a department such as English, Math, Science, etc. that a course would be assigned to if your school uses departments.

Course Type - these options are setup for your school under the Administration section of Maestro and are used to associate a type to this course. Example: English, Science, Math, Fine Arts, History, etc.

Program - used to group courses for progress tracking. Example: College Bound Students, General Diploma, Masters Program, Bachelors Program, Continuing Education, etc.

Vendor - used to list an external entity that may provide services for this course or teach this course.

Matching Code - a functionality used to link multiple courses for populating a student's schedule by enrolling the student in one of the courses with a matching code.

Course Status - usually set to one of three options; Archived, Active or Inactive. This is a searchable column on the Courses grid.

Version - an optional numeric designation for your course.

Fixed Term - set to one of two options: Yes or No. This tells the system is the term for this course is fixed or if it is a rolling enrollment.

Semester - used to set the course for a designated Semester your school has setup within Maestro.

Grade Level - used to assign a grade level to the course if your school uses this option.

Fee - used to set a course fee.

Wholesale fee - is used if a discounted fee is provided for this course.

Capacity - how many students can take this course in one section.

Enrollment Type - option types define under the Administrative section for you school. Examples: Standard, Advanced Placement, Dual Credit, Honers etc.

Credit - the amount of credit given for a completed course. Example: .5, 1, 2, 4 etc.

Show To Students - usually two options: Yes or No. This allows you to have the course show on the course selection page for students.

Requires Pre-Requisites - two options: Yes or No. If set to Yes, a numeric value must be entered under Number of Pre-Requisites.

Number Of Pre-Requisites - numeric value entered to represent the number of course needed prior to being enrolled in this course.

Requires Co-Requisites - designates whether this course has a co-requisite course.

Number Of Co-Requisites - a numeric value entered designating the number of co-requisites a course might have.

Description - details about the course.

Comments - any additional information you wish to share about the course.

9.2.3. Copy Course

The Copy Course function allows you to duplicate a course and its setup. Maestro will append the duplicate course name and Course Code with an underscore followed by an alpha numeric sequence. These can be changed before or after the copy process. Course Codes must be unique, all areas marked in lemon-chiffon are required fields and must be populated to save the course.

Screenshot 2023-07-28 at 2.18.19 PM.png

9.2.4. Course Requests

This are of Course Information will list students that have requested this course and are waiting to be approved and enrolled. This grid can be sorted or searched using the column header area. To the lower right you will find the additional menu action items Maestro provides:

1 - Export to Excel

2 - Export to CSV

3 - Export Visible Columns to Excel

4 - Columns Filter Legend

5 - Personalize Columns

6 - Restore Columns to Default

7 - Bulk Action

8 - Show Groups

9.2.5. Calendar

The course calendar link displays information based on the month, week and day or you may choose to have the events in a list. The calendar will show related assignments for the course on the day they are due.

Screenshot 2023-07-28 at 3.04.10 PM.png

9.3. Course Requisites Menu

9.3.1. Pre-Requisites/Co-Requisites

Here the user can add a pre-requisite or co-requisite course; the template and procedures are the same for either. To add a new pre-requisite course click Add icon at the bottom of grid. In the pop-up modal, fill in the necessary information then click save.

Users can define more than one course as a pre-requisite or co-requisite and categorize
them into groups. If a student has completed x number of courses from each group, that
student would meet the pre/co requisite requirement to request the next course.

The number of pre/co-requisites is defined on the Course Edit page.

10 - Sections

10.1. Section Menu
10.2. Section Home Page
10.3. Assignments Menu
- 10.3.1. Assignments
- 10.3.2. Gradebook
10.4. Attendance Menu
- 10.4.1. Attendance

10.1. Sections Menu

Sections Menu.png

10.1.1. List

Clicking on the Sections module will take you to the Section List Page where a grid listing for all sections is displayed. Like in other grids in Maestro, this grid can be sorted and search by using the Column Header area or using the Filter option. You may also use the Personalize Columns feature to adjust the display or drag the columns to your preferred order.

SectionList Page.png

Toolbar

Toolbar 2.png

10.1.1.1. Add a New Section

On the toolbar, click the Add New Section icon this opens the form for creating a new section. Fields displayed with a yellow background are Mandatory. Fill in the necessary information, and when ready, click Save .

Sections form.png

10.1.1.2. Bulk Action Console

There is a bulk action icon above the Sections grid that allows the user to perform a certain action or apply changes to several sections in bulk.

After selecting the sections using the checkbox on the grid, select the hamburger icon above the grid to launch the bulk action console.

On the pop-up screen, select a bulk action from the dropdown. Bulk Actions on Sections include: Request Courses, Bulk Enroll, Update Settings, Export Data for Bulk Update, Resend Section to LMS, Send Message to Student, and Send Message to Teacher.

10.1.1.3. Edit Section

To edit a section, you will click the hamburger menu on the corresponding grid row of the sections you'd like to edit, then click Edit Information from the list.

section edit hamburger.png

This opens the edit template. Here, the user has the ability to edit section information.

edit section page.png

Some fields may not be editable; this is usually based on enrollment conditions or course settings. For example:

The grading scale cannot be modified if there are completed enrollments in the section (completed enrollments include dropped enrollments).
The Organization cannot be changed if there are or have been, enrollments in the section.
The Term Start and End dates will be disabled if the Course's Fixed Term field has been set to Yes.

Another way to reach the section edit page is to click the number or name. This brings you to the Section Home Page, then click Edit Section from the menu on the left.

10.1.2. Copy Sections

Sections can be copied from one term to another.

To copy a section, choose a term to copy from in the "From Term" drop-down menu. Next, select a term to copy to in the "To Term" drop-down. Next you will select the course and section you wish to copy by clicking the "Select" box in the first column. Then click "Copy Section."

If successful, you should see a screen displayed similar to the one below. You may also edit or add sections from this page as well.

10.1.3. Bulk Import

Under the Sections Bulk Import link you are able to import; Sections, Assignment, Assignment Grade, Attendance and Schedule. You should import information in this order as well.

Start by clicking the dropdown arrow next to Select Type, then select the area you wish to import. Download the associated excel spreadsheet by clicking blue Excel Templet button. Fill in the templet with the required information, making sure to populate the required fields.

Next Verify File by clicking the blue Verify button. Once completed select the import radio button and click the blue Import button (See the video on bulk imports for complete walk through).

Sections Bulk Import.png

10.2. Section Home Page

10.2.1. Section Info

To access a section's home page, under Sections click the section number or name. You should see a page similar to the one below. The Sections Home Menu is located to the left for parameter settings as well as four tabs on the home page: Information, Enrollments, Assignment Types & Documents

Sections Home Page.png

Lets start with the tabs:

10.2.1.1. Information Tab

This screen displays information for the section. This is the default landing page when clicking the section link from the Sections homepage.

10.2.1.2. Enrollments Tab

Displays a grid list of students currently enrolled in this section. This grid can be sorted or searched using the column headers or the Filter option in the toolbar menu:

Section Enrollments.png

By clicking the Personalize Columns icon in the tool bar menu you can access a complete list of columns to add or remove from your grid.

Clicking the hamburger icon in the Act column will provide another menu with option for the selected student:

Hamburger menu.png

10.2.1.3. Assignment Types Tab

This tab displays information about assignment types associated with this section.

10.2.1.4. Documents Tab

Click the Documents tab to open the course file organizer. From here, you can upload, organize, and retrieve documents. Folders you create will display as subfolders of the master. You can create as many folders as needed to store your documents.

To upload a document, drag and drop your files in the area below the grid or click the area to navigate to your files to be uploaded. These files are only viewable by Administrative users and Faculty.

10.2.2. Edit Section

Clicking Edit Section on the left menu will allow you to edit information pertaining to the section you have opened. All fields with a yellow background are mandatory and must be populated. To complete your changes, click Save.

section edit page.png

10.2.3. Copy Section

The Copy Section option allow you to duplicate a section using the same information. Maestro will automatically append the Section Name. You may manually adjust the Section Name and other options if desired. All fields with a yellow background are mandatory and must be filled to save the change. To complete the task, click the Copy button at the bottom of the page.

10.2.4. Classroom Scheduling

This feature enables site-based schools to schedule class events into particular facilities on a one-time or recurring basis.

Below is the Classroom Scheduling page. Each record in the list represents a scheduled activity. If multiple items appear in the list, this indicates that various course activities have been scheduled at different times and possibly at different facilities.

*See the video Classroom Scheduling for complete walk through.

Classroom Scheduling.png

10.2.5. Calendar

The section Calendar give a visual layout of section information based on the Calendar Type selected in the drop down menu.

Section Calendar.png

Users can also toggle Calendar views from month, week, day and list. On the Calendar, hovering the cursor over the event opens a pop-up displaying the event name, duration, and description for that event.

To add an event, double click the Calendar on the date and time you wish to add the event. A modal will appear to enter detailed information about the event. Fields with yellow back ground are mandatory fields and must be populated. When done populating the modal, click Save.

Calendar Event Modal.png

10.2.6. Forms

Sections Forms must be added under Administration>Forms>Form Setup. Once a form is added for Sections, it can be accessed by clicking the Forms link on the Section Home Page. On the grid display, click the in the lower right to see the available forms.

Screenshot 2023-08-02 at 3.16.37 PM.png

Click the Fill icon on the form row in the Fill column, complete the form and click Save.

Form Add.png

The completed form should show in your Forms grid.

Form Done.png

10.3. Assignments Menu

10.3.1. Assignments

Click this link to view, add or edit assignments associated with this section.

Screenshot 2023-08-02 at 3.26.24 PM.png

To add an assignment, click the button to the lower right. Enter the assignment information. All fields with yellow background are mandatory fields and must be populated. When complete, click the Save button. This assignment will now appear in the assignment grid.

10.3.2. Gradebook

This displays student grading information for the Section including assignments. A drop-down menu, View Enrollments, is included to view Active, Complete, Dropped, Pending Complete and Pending enrollments.

Sections Gradebook.png

10.4. Attendance Menu

10.4.1. Attendance

Maestro offers many attendance options for blended learning including physical classroom attendance, online attendance in minutes from the LMS, clock hours, and offline attendance.

The Attendance page displays the section attendance register where attendance can be submitted and edited daily for those students with active enrollment in the section. If the section is fixed term, the date can be adjusted to any day within the term's start and end dates.

To mark a student as present/absent, select a date from the date picker, then fill in the information on each student card. To mark all students as present, check the box "Set all present."

A student marked as "absent" without an absence reason selected will, by default, save as an unexcused absence. A student marked as "absent" with an absence reason selected will be saved as an excused absence, with the option of documenting absence details using the comments field.

att5'.png

If your organization uses a LMS (learning management system) & an LMS Vendor is defined on the section, attendance will be synchronized & imported into Maestro daily. Data will be represented in minutes per day.

Click on the View Attendance button to see a weekly overview color-coded based on the section's scheduled day/time.

11 - Enrollments

Overview
11.1 Enrollment Types
11.2 Enrollment Tool Bar Menu
11.2.1. Bulk Action Console
11.3 Pacing
11.4. Bulk Imports
11.5 Notifications
11.6. Requests
11.7. Forms

Overview

The Enrollments module presents the user with a global list of enrollments. Maestro also has grids that display enrollments associated with a specific entity – a particular student, teacher, coach, course, section or organization. Depending on the task at hand, the user may prefer to work from one of those grids.

The Enrollments module presents the user with a global list of enrollments data. To access Enrollments:

Click the Enrollments, link found on the top menu on your Home screen.

11.1 Enrollment Types

On the left vertical menu the first two choices are:

Active Enrollments = students with active enrollments.
All Enrollments = students with active, inactive and completed enrollments.

11.2 Enrollments Tool Bar

Filter Icon - opens detailed filtering options.

Personalize Columns - allows a user to define what columns are displayed by toggling the "show" slider.

Export Icons - Allows the user to export selected enrollment records in EXCEL or CSV formats.

Bulk Action Icon - After selecting a student or group of students, the Bulk Action Icon opens a window allowing the user to bulk change settings for the select students or group. Common Bulk Action items are: Complete Enrollments, Drop Enrollments, Export Data for Bulk Update, Resend Enrollment to LMS, Send Message, Transfer Enrollments to New Section and Update Settings.

Screenshot_2023-02-22_at_1.45.57_PM.png

Data Grid Toggle Icon - changes the displayed information on the screen from a column view to a tiled view.

Reset User Grid - is used to reset the grid view to its original default configuration of column order and column visibility.

Line and Page Display - allows the user to set the number of lines or records displayed. The arrows to the right of the number allow the user to flip through pages of data.

Add Group - allows the user to create a group after selecting students.

Save Grid View - allows the user to set the filtered view as the default view whenever accessing that module. This saved view applies only to user who saved the view and is not a global change for all users' views.

11.2.1. Bulk Action Console

There is a bulk action icon above the Enrollments grid that allows the user to perform a certain action or apply changes to several enrollments in bulk.

After selecting the enrollments using the checkbox on the grid, select the hamburger icon above the grid to launch the bulk action console.

On the pop-up screen, select a bulk action from the dropdown. Bulk Actions on Enrollments include: Complete Enrollments, Drop Enrollments, Export Data for Bulk Update, Resend Enrollment to LMS, Send Message to Student, and Send Message to Teacher, Transfer Enrollments to New Section, Update Settings.

11.3 Pacing

See the Maestro help video "Pacing" for a detailed explanation of pacing settings such as: the numeric and analytic representations and filtering students by pace.

The enrollment pacing bar shows the student’s progress in the course. Maestro pacing is calculated based on the assignment due dates and when/if an assignment is completed.

There are two types of pacing:

Graphical: Enrollment Pacing Colors
Numerical: Enrollment Pacing as Integers (+, -, 0)

Graphical Pacing

There are four colors used for the pacing bar in Maestro. Users can hover over each color for a tool tip message.

Yellow: this is the number of Pending assignments. These assignments have not been completed and the due date has not passed.
Blue: this is the number of Completed assignments on schedule. These assignments have been completed and the due date is in the past.
Green: this is the number of Completed assignments ahead of schedule. These assignments have been completed and the due date has not passed.
Red: this is the number of pending assignments behind schedule. These are assignments that have not been completed and the due date has passed.

Enrollment Pacing: Ahead

The student is ahead when they have submitted more than the required number of assignments. An assignment is required if the due date has passed. This pace shows the pacing bar with yellow (pending assignments), green (completed assignments ahead of schedule), and blue (complete assignments on schedule)

Enrollment Pacing: On Pace

The student is On Pace when they have submitted all the required assignments. This pace shows the pacing bar with yellow (pending assignments) and blue (complete assignments on schedule)

Enrollment Pacing: Behind

The student is behind when they have not submitted the number of required number of assignments - the student has passed due assignments. This pace shows the pacing bar with yellow (pending assignments), red (pending assignments behind schedule), and blue (complete assignments on schedule)

NUMERICAL PACING

There are positive and negative numerical values, as well as ‘0’ that represent pacing in Maestro.

Positive Numbers: This is the number of assignments ahead of pace.
Negative Numbers: This is the number of assignments behind pace.
0 is the value when a student is exactly on pace.

With numerical pacing, there are also additional columns present for:

Pending Assignments
Completed Assignments
% of Assignments Complete
Days Since Enrollment Began
Days Until Enrollment Ends
% of Course Completion

11.4 Bulk Imports

The third option in the left vertical menu is Bulk Import.

There are two types of bulk imports for Enrollments:

Enrollment = student data for the current school/institution Maestro is managing
External Enrollment = historical data from other schools/institions that the student attended.

To bulk import into these areas, select the appropriate import type in the dropdown at the top of the Bulk Import page.

The instructions for the importing process are listed on the "Bulk Import" page. Below are the instructions for bulk importing:

You MUST follow these Instructions for using bulk importing Enrollments

Download an excel template by selecting the "Template Excel" button.
Save the excel template file using the .xls (Please use Excel 97-2003 Workbook extension) or .xlsx extension.
If Importing New Enrollments, fill out all the required information. Mandatory fields are indicated by a bold header.
If Updating Existing Enrollments, keep all the columns. Do not change the Enrollment Id values. Update the other values and then bulk import the template.
Note: The bulk action Export Data For Bulk Update creates a excel template prefilled with the data from the selected enrollment records.
When Updating, empty columns will erase existing information.
Save the filled excel template file using the .xls (Please use Excel 97-2003 Workbook extension) or .xlsx extension as explained above.
Select the "Verify File" or "Import" from the radio buttons options bellow.
Select the "Select File" button to find the excel template file you saved.
Successful verification does not ensure that a row can be imported. Select the "View Results" button to analyze the results.

At the bottom of the Bulk Import page you will see the Import History. This is a lists of the attempted imports and the results. The import file can be downloaded from this area and the attempted line can also be deleted if the record is not needed.

11.5 Notifications

The Enrollment Notifications link can be found on the left vertical menu of the Enrollments page. Before Enrollment Notifications are created Enrollment Groups must be created. To start:

Log in to Maestro.
Click the Enrollments link in the horizontal menu.
Select the students you wish to group by checking the box at the left end of the row. If you wish to select All students, check the box next to Select all shown in the image below.

4. After selecting students, click the plus icon from the vertical sub-menu:

5. You should see the selected students and an auto-generated name will populate the Select a

group box. Click the edit icon to change the name:

Screenshot_2023-02-22_at_3.04.37_PM.png

6. In the pop-up box, enter a name for your group. The "Private Group" check box makes this group

available to you the creator. If unchecked, this makes the group Public and other users will be able

to access the group.

7. Now that we've created an Enrollment Group, click Notifications on the left vertical menu of the

Enrollments page, then click the Plus Icon from the horizontal sub menu:

8. On the pop-out window, populate the mandatory fields marked in yellow. The Description area is

optional. The Private check box, if selected, will mark this notification as Private. This means it

only appears in your list of notifications. If not checked, any user with access to this area will see the

notification.

9. When finished, click "Save."

10. After saving, you should see a message in green stating the task was scheduled and saved.

11. With Notifications, you have additional options: Start Date, End Date, Frequency, Run Day, Run Time

and Processing Information area.

Start and End Date = when you wish to start the notification and end the notification.
Frequency = Once, Daily, Weekly, Monthly or Annually
Run Day = the day of the week you wish for the notification to run (if daily is selected from the frequency drop down this option will not be available)
Run Time = the time of day you wish the notification to run on the selected cycle.
Processing Information = this will show the run time of when the message was last initiated and the status of the last run.

For more information regarding:
Message templates, see: Section 16.3.2
Custom user groups, see: Appendix A

11.6 Requests

This area lists requests sent from students or administrators to Drop, Extend End-Date, Resume or Suspend an Enrollment on a student's schedule. The example below shows a student that has submitted a Drop request for a class.

11.7 Forms

This page is similar to the Forms page in the Student Home module. By clicking the Add icon , a list of available forms will appear. Selecting the Fill icon will expand the window and display that form. Fill the form if desired and select the Save button. This will add the form to the Existing Filled Forms grid. Use the icons within the list to either view , print , delete X, or, if necessary, attach a document.

11.8 Enrollment Events

These system actions are triggered when a user enrolls, unenrolls, or transfers a student. The enrollment cascade will also be triggered by a system auto-enrollment event.

11.8.1 Enrollment Cascade (including transfer into)

VALIDATION: When a user clicks the enroll icon, Enroll button or transfer icon (or an auto-enrollment occurs upon payment) Maestro will validate the request against these parameters:

Verifies that the student is not already enrolled in this course for the specified term.
Checks for course pre-requisites (student must have completed the course or be currently taking the course).
Verifies that the term is active.
Verifies that the section dates are within the term enrollment period (the start date, end date, and enrollment window for the term).
Verifies that the section belongs to the same program as the student (when applicable)
Checks the Section's current enrollments and capacity (to verify that seats are available and the proposed enrollment(s) would not overfill the section).
Checks Instructor's current enrollments and maximum load (to verify that seats are available and the proposed enrollment(s) would not push the teacher load beyond capacity).

ENROLL: If validated, Maestro proceeds with the enrollment and these actions are triggered:

Creates the Enrollment; stores event in student history.
Sets Student status to ACTIVE if this is first enrollment. Stores event in student history
Allocates course assets (if any). Stores event in student history.
If this was a suggested course, removes course from that list.
If enrolled from a course request, sets course request to ENROLLED. Stores event in student history.
Sends Enrollment Email to Student, Guardian, Teacher, Coach, optionally to School (Counselor, Registrar). Stores as a communication.
Checks for course co-requisites: Maestro creates a course request for any co-requisite course. Stores event in student history.
Sends enrollment to LMS (if an LMS Vendor is defined for this Section).

11.8.2 UNENROLLMENT CASCADE (including transfer out)

Updates Enrollment status (DROP GRACE, DROP, COMPLETION) and Exit Date. Stores event in student history.
Sends Drop Course email or Report Card (Completion) email to Student, Guardian, Instructor, Coach, optionally to School (Counselor, Registrar). Stores as a communication.
Updates course drop request to DROPPED.
Un-assigns any course assets.
Set Student status to INACTIVE if this was the sole enrollment. Stores event in student history.
Sends unenrollment to LMS (if LMS Vendor is defined for this Section).

12 - Reports

Help Video
Reports Menu
1. Maestro Reports
2. Custom Reports
Scheduled Reports Menu
1. Scheduled Reports

Help Video

Click HERE to view the "How To Utilize Maestro Reports" help video.

Reports Menu

Maestro Reports

The Reports Module displays a list of standard reports with links to run each report. Your institution has selected these particular reports from among BocaVox's standard reports library. The reports that display will be user role and access level dependent. Typically, a teacher will have access only to academic reports, which will contain records only for those students he/she is currently teaching (or has recently taught if the report is a student completion report).

To run a report, click the Run icon in the Run column.

Custom Reports

For initial instructions on How to Create Custom Reports, Admins can view the Custom Reports Videos 1/2 and 2/2 in the Help Videos Menu from their Home Page. Although creating a custom report does not require database or query language skills, it does require some introductory training. or contact your BocaVox representative to schedule formal training on how to use the Report Designer.

This grid lists reports created either by users in your organization, or by BocaVox on your behalf. When a user creates a report, he or she must set the report to public in order for others to access the report and set permissions for each role (whether other user roles are allowed to run, edit, design or delete that report).

Run/Save/Print a Custom Report

Click the Run icon in the Run column to display a report. It will display in Maestro's Report Viewer, which opens in a new window.

Any time you spend in the Report Viewer will not be sensed by Maestro as user activity, and you will be logged out automatically if you do not return to the Maestro window within the timeout period set by your organization. If more time is needed, return to the Maestro window and refresh the page to restart the session.

If you are logged out of your session, you can log back into Maestro and save your report.

The default view setting is one page at a time, which requires the user to page through the document using the right arrow button to view subsequent pages. To change this setting, click on view mode in the report header and select 'Continuous' from the drop-down. In this setting, you will be able to scroll through the entire document.

Reports can be saved in a number of formats, including image and data formats:

The Report Viewer enables you to print the report with or without previewing it. However, not all browsers provide a toolbar in the preview window. To print from the preview window, right-click inside the title bar or report body. This will trigger the browser's pop-up menu. Then select 'Print.' This method should work in any browser. If you select Print Without Preview, your browser's standard print dialog window will appear.

Create a New Custom Report

A new custom report is created in two stages:

1. Configure the New Report. This affects only its Maestro properties such as name, description, and user permissions for accessing the report. This configuration stage has nothing to do with the contents or design of the report. That is done in the second stage.

2. Design the report. This affects the design and contents of the report.

Configure the New Report

From the Custom Reports Grid, click the Add icon at the bottom of the grid. The initial screen appears, prompting the user to complete the following fields:

Reports — Always select New from the drop-down.
Report Name — Give the report a unique name.
Is Active — Click to check the box.
Is Public — This must be checked in order to allow users other than yourself to view it.
Description— Enter a description that will be helpful to other users when they view the list.

When all required fields are complete, click Next. The next screen will open; this is the permissions screen. Use the drop-downs to select an access level for each user role. The choices are:

None
Run
Edit
Full

When 'None' is selected, the report will not appear in the grid to that user type. Selecting "Full" will enable that user role to delete the report as well as run and edit it.

When complete, click Save. At this point the configuration is complete and the report name will appear in the grid (although running it will produce a blank report page). The author can design it now by clicking the Design button or can return to the grid later and click the icon in the Design column. Either of these actions will open the Report Designer.

Design the New Report

Maestro will load the Report Designer in a new window, and a blank report editing screen will appear. Although report design does not require database or query language skills, introductory training is required.

For administrative training on how to use the Custom Report Designer please contact your BocaVox representative to schedule formal training.

Custom Report History

In the Custom Reports Grid, there is a History column. Click the icon to view every change made to the report from its creation. Users can run any previous version of the report by clicking the icon in the Run column .

Scheduled Reports Menu

Scheduled Reports

In Maestro any report can be scheduled to run automatically at intervals specified by a user that has access to the scheduling function. Such a user can also select other users whom they wish to receive an email notification when a report has run.

Clicking Scheduled Reports List in the Left Menu opens the list of reports that have been scheduled. If a paper clip icon appears in the Download column, this is a link to download the most recently-run instance of that scheduled report.

Create a New Scheduled Report

To Create a New Scheduled Report, click on the Schedule icon beneath the Schedule column. This will open the 'Add Task Schedule' pop-up template. Give your report a name, which should differ somewhat from the name of the actual Report that the data is being pulled from. For example, you may want to simply add the word "scheduled" to the name of the existing report.

For Task Type, select either Maestro Report or Custom Reports, the select the Report that the scheduled report will be pulling the data from. Enter the remaining information and click the Save button.

Edit a Scheduled Report and/or Set Notifications

The Schedule Report List displays all reports that have been previously scheduled. Click on the link in either the Id or Name column to open the edit template. From here, you can reset any of the scheduling parameters as well as add recipient information so users receive an email notification when the report has been run. Be sure to click the Save button when finished.

To create a list of users who will be notified by automatic email that a report has been run, select the Message type and user from the respective drop-downs. Select these users to the list by clicking the checkbox then click 'Save'. If selecting an organization, the report will be sent to the organizational contact(s) indicated in the Organization Module. Click the add icon for each additional user.

To remove a user from the user list, go back to the drop-down, select the user you wish to remove, and click the Delete icon X.

Report Archive

When a scheduled report runs, Maestro stores it in the document server and displays it as a record in the Report Archive list. In a typical Maestro build, there are folders for each date, named for example '2015_03_04.' All scheduled reports that run on a particular day are stored in that day's folder. Clicking on the report name will enable you to download the report.

13 - Organizations

13.1. Organizations Overview
13.2. Organizations Menu
13.3. Organization Action Menu
- 13.3.1. Manage Facilities
13.4. Organization Home Menu
13.5. Academic Menu
- 13.5.1. Report Cards Manager
- 13.5.2. Transcripts Manager
13.6. My Organization Menu

13.1 Organizations Overview

This module enables administrators to view their organization from the top down, enabling them to see the boundaries and connections between the constituent member organizations, called affiliates.

For most clients this requires Maestro to be set up in a nested hierarchy that mimics the jurisdictional and/or operational boundaries that shape their organization.

Shown below is a typical public school scenario where the chain of authority begins with the State Education Agency (SEA) and flows through the Districts to Regions or Local Education Agencies (LEAs/districts) down to individual schools. Some states have an additional Regional Level to their hierarchy. Regardless, Maestro can support any type of institutional arrangement or structure. For example; Maestro also accommodates organizations having mixed membership — with some participating schools operating within a single chain of authority (e.g., School > LEA > SEA), and others that fall outside of it (such as private and charter schools). In the example above, this is represented by the "Institution S1 — Independent" chain.

13.2 Organization Menu

13.2.1 List

Every participating organization and affiliate will be listed here in the Organizations grid. The values displayed in the Name and Parent Organization columns are links to the Home page for that organization/affiliate.

In any grid that has an Organization column, clicking on the name of an organization will bring you to its home page. Maestro provides a home page for every organization and affiliate — whether school, district, or top level. The Organization Home page is divided into four-tab views, plus tools and utilities launched from Left Menu links.

13.2.1.1 Add an Organization

To create a new organization, click the Add icon in the icon cluster above the grid. This will redirect you to the Add Organization page. Among the mandatory fields is Parent Organization which is selected from a drop-down list. In the hierarchy, Maestro will set the new organization one level lower than the parent. If the user makes no selection, then Parent will default to the top-level organization, and the new organization will be set to District level. The Account Information fields are important, as they will provide an access route into this organization's records. This is explained in the next section.

When a user creates a new organization, he or she is also creating a new user account. On the Add Organization form, the User Name and Password will comprise the log-in credentials for this new entity. Like all other users, the new user's account information will display in the User Accounts grid in the Administration Module.

Maestro automatically sets the access level for this new user. This works a little differently for a district-level entity than for a school-level one:

When a district entity is created, the user account will have administrative access. A user who logs in on this account will have access and edit privileges for records of the organization and any child organizations. This includes access to the Administration Module and the ability to change settings and parameters;
When a school entity is created, the access level is assigned from a parameter that has been set to either Administrator or Site Coordinator according to your program's Maestro setup. If set to Administrator, then a user who logs in on this account will have full administrative privileges as described above. If set to Site Coordinator, this account will have limited administrative privileges.

13.2.1.2 Edit an Organization

Here the user has the ability to edit organization information such as the Name, Parent Organization, Client Code, etc.

13.2.2 Bulk Import

New organizations can be added to the system via bulk import, using an Excel template to transfer the records. (Note - Organizations can also be imported in bulk from the Bulk Import menu in the Administration Module). From this module, organizations as well as calendar events can be imported in bulk.

To create a bulk import, click the Template Excel button to download the template as an excel file. Once the excel sheet has been filled with the necessary data, click the Select File button to open the file picker. Click the Choose File button and select the completed template. The file name will now be displayed in the Select File: field. To remove a file, click the Delete icon X to the right of the file name.

To verify the file to ensure a successful import, click the Verify File radio button above, and click the Verify button below. If Verification is successful, select the Import radio button and the Import button below. Imports containing over 25 items will be scheduled for a delayed import. Scheduled imports allow the user to continue using Maestro while the data is imported, simultaneously.

Upon scheduling an import, you will see the record in the Scheduled Tasks grid. Once the import has been completed, the record will now appear in the Bulk Import History grid.

13.2.3 Notifications

This grid displays all notifications which have been created, but not necessarily scheduled. These notifications allow users to create a scheduled message using a message template. These messages can be set to be sent at annually, monthly, weekly, daily, or on a one time basis. The message recipients can be chosen from any custom group in which the user has access.

For more information regarding:

Message templates, see: Administration>Messages Menu>Message Templates
Custom user groups, see: Appendix A

To create a notification, click the Add icon below the grid. This will launch the Add Task Schedule pop-up template. Enter the required information, selecting a message template from the drop-down menu. sand click the Save button. To add a recipient group to the created notification, seelct a previously created group from the In Group drop down. Click Save when finished.

For more information regarding:
Message templates, see: Section 16.3.2
Custom user groups, see: Appendix A

13.2.4 Forms

The Forms grids will display the forms for the selected organization. The Existing Filled Forms grid will display existing filled forms. These forms can be created/updated in the corresponding student record under forms. Updates can be performed here in the Organizations module if desired.

13.3 Organization Action Menu

The Organization Action Menu is accessible by clicking the Hamburger icon in the ACT column. This will toggle open a sub-menu with a selection of additional pages for that record. (NOTE: the action menu is typically customized so your particular instance of Maestro may differ from the default described here)

org h.png

13.3.1 Manage Facilities

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13.4 Organization Home Menu

13.4.1 Organizations Information

In any grid that has an Organization column, clicking on the name of an organization will bring you to its Home page. Maestro provides a Home page for every organization and affiliate — whether school, district, or top level. The Organization Home page is divided into four tab views, plus tools and utilities launched from Left Menu links.

To create a new child organization, click the Add icon above the grid. This will launch the Add Organization form. Enter the information for the organization, add comments and a description if desired, and click the Save button.

13.4.1.1. Information Tab

This screen displays information for each organization; including Description, Comments, and Organizational Contacts. This tab within the Section Info page is the default landing page when clicking on any link directed to a section's homepage. Edits to this information can be done on the Edit Organization page.

13.4.1.2. Child Organizations Tab

If this organization has associated child organizations, the Child Organizations Tab will be displayed. The Child Organizations grid provides a grid identical to the landing page grid in the Enrollments module, but with a view restricted to associated child organizations. Clicking on a link under the Name column navigates to the Organization Home page for that organization.

13.4.1.3. Documents Tab

This tab opens the organization's Documents Panel. In Maestro every organization at every level has its own Documents Panel. Within each parent > child organizational tier, the parent and child will share the child's documents. The parent document panel will display a subfolder for each child. Any file uploaded to the child's document panel will also display in that child's folder in the parent document panel.

13.4.1.4. Document Requirements Tab

The Document Requirements grid displays all forms that must be filled per school requirements for that organization (not the student but the org itself). Select the Update icon to open the form. Fill the form, update the status from the drop-down menu up top, and click Save.

13.4.1.5. Organizational Contacts

To add a new organizational contact, click the Add icon within Organizational in the bottom grid. In the Add Organizational Contact template, select the Contact Type, User Account, and Is Active. If the contact is set to active, this contact will then be added to the grid, as well as on the students Contact School page. If the contact is set to inactive, the contact will be stored in the grid, but the contact will not appear in the student view.

13.4.2. Edit Organization

Here the user has the ability to edit organization information such as the Name, Parent Organization, Client Code, etc.

13.4.3. Forms

The Forms grids will display the forms for the selected organization. The Existing Filled Forms grid will display existing filled forms. By selecting the Add icon below the grid, the Add New Form pop-up will open. The user selects the form they wish to fill from the grid by clicking the Fill icon. Once filled and saved, the grid will now display in the Existing Filled Forms grid.

This page is divided into two grids; one displaying Existing Filled Forms and the other Document Requirements. These are forms that were associated with this organization using the forms setup grid in Administration > Forms Menu > Forms Setup.

The top grid displays a history of forms previously filled by the student. By clicking the Add icon , a list of available forms will appear. Selecting the Fill icon will expand the window and display that form. Fill the form and select the Save button. This will add the form to the Existing Filled Forms grid. Use the icons within the list to either view , print , delete , or, if necessary, attach a document.

The Document Requirements grid displays all forms required for that student. The Update icon opens a window there you can upload/download the document and modify the status. Once the document has been uploaded, or filled if a form, change the status using the drop-down menu at the top of the form, and click the Save button.

These are forms/documents that were associated with this organization using the forms setup grid in Forms Setup in Administration Module.

13.4.4. Process Student Rank

This feature enables a user to run a report that calculates student rank for any grade level within the organization, based on cumulative GPA to date. The report produces a list of students, ranked highest to lowest by GPA, which can be sorted and filtered. Maestro also keeps a list of all student rank reports previously run, so the user can retrieve any past report at any time.

A report is produced as follows:

Click the Create Student Rank List button. The Student Rank List screen will open. This is where any previously run rank reports will appear. The Process button will also appear.
To run a new report, select an organization from the cascading organizational hierarchy, select a grade level from the drop-down and click Process .
Clicking Process creates the report in the background; it will not display on the screen. The list now contains a link to your new report, under the Date Calculated heading.
In the Date Calculated column, click on the most recent date/time to open the new report.

In the report, students will be listed from highest to lowest GPA. If any students have a GPA identical to another student, all of those students will display as tied for that rank position in the list.

13.4.5. Calendar

The calendar allows users to create a schedule of daily events and view them by day and by calendar month. Users can set the event type, duration, and other parameters.

Users can toggle between a Calendar View and a List View of the events. In Calendar View, hovering the cursor over the event opens a pop-up displaying the event name, duration, and description for that event.

To add an event, click the Add Event button above the grid. Enter the information in the form, and click Save .

13.4.6. History

Users can view a chronological list of all organization events that have been recorded by Maestro. The list includes events generated by the system and those entered by back-end users.

13.4.7. Ledger

If your organization charges a fee for courses or materials, the Organizational Ledger menu item will be displayed in the Organization Home menu. The Ledger allows schools and families to keep track of charges, credits and payments created within that organization.

In the grid, charges and credits are ordered chronologically. The current ledger balance is displayed above and below the grid. Each charge or credit is a record in the list; click the link to view or edit the full ledger entry for that transaction.

Use the tabs to toggle between Ledger, Receivables, Payables, Payments Made, Payments Received, Purchase Orders Received, and Purchase Orders Requested; showing only one type of record at a time.

To pay an outstanding debt, transfer funds, or draft funds; select the appropriate button above the grid, fill the form, and click Save. To create a purchase order, select the corresponding button and a grid will appear. Click the Add icon and fill out the form. Once the purchase order has populated within the grid, select the appropriate Creator, Customer, and Fulfillment from each drop-down and click the Save button. This record will now display in the grid under the Purchase Order Requested tab.

13.4.8. Fee Schedule

This page allows the user to create fees within the organization. Each fee is created using a Fee Schedule Type. For more information, and how to create Fee Schedule Types, see Administration > Ledger Menu > Fee Schedule Types.

To create a new fee schedule, click the Add icon below the grid. In the Add Fee Schedule form, select a Fee Schedule Type from the drop-down menu, enter the remaining information, and click Save.

These fees are associated with the invoicing feature. Navigate to the organizational ledger, Organizations > Organization Home > Organization Home Menu > Ledger, and click the Invoice button below the grid. In the Add Account Invoice pop-up, click the Add icon to open the Add Account Invoice Item pop-up template. Select Fee Schedule from the Item Type drop-down menu. Once the Item field appears, select the fee of your choice, enter a memo if desired, and click the Save button.

For more information, and how to create Fee Scheduling Types, see Section 16.5.2 Fee Schedule Types.

These fees are associated with the invoicing feature. Navigate to the organizational ledger, Section 12.2.7 Ledger.

13.5 Academic Menu

13.5.1. Report Cards Manager

Report card and transcript manager function identically. The Report Card and Transcript Generation grid displays a list of previously run 'report card' reports. Report cards and Transcripts are stored and run here, but created in the Reports module. Once report cards have been created for your organization, click the Add icon below the grid to run report. Create a name for your report, enter the remaining information, and click the Save button. The report is now scheduled to run. The Results column in the grid for that report request shows the status of this report. For a report that was just scheduled, the status will display as "***PENDING***" and list the time the reports will run in the background, allowing you to continue using Maestro while the report cards are generated.

Once the report cards or transcripts have been generated, click the link under the Name column. In the pop-up window, the Report Card/Transcript List grid at the bottom stores all the previously run instances of this report. Click the View icon in the View column for any report card/transcript to view the completed report.

Each Report card or transcript ran for all individual students can also be viewed by clicking the My Report Cards menu item in the My Organization Menu.

To remove a report card/transcript from the grid, select the name and click the delete button. All report cards/transcripts cards that are in the report list will get deleted.

13.5.2. Transcripts Manager

The Transcripts Manager functions identically to the Report Card Manager. The Transcript Generation grid holds all records of previously run transcripts while giving users the ability to run additional transcripts for this organization.

While transcripts can be run from this page, they must be created as a report in the Report module. For detailed instructions on how to run a previously created transcript report, see the Report Cards Manager instructions above.

13.6. My Organization Menu

The My Organization menu gives users accessibility to all grids pertaining to this organization, without having to navigate away from the Organization Home module. Grids within each menu item are pre filtered, containing only information within this organization's purview (this organization and associated child organizations).

13.6.1. My Applications

The Organization Applications grid shows all application history for this organization. Each record is one submitted application. Organizations can see applications submitted to their organization as well as all associated child level organizations.

The grid displays at-a-glance information for each record, such as the current status of the application, the date the application was created, etc.

Click the link in the Name column to view an application. This link redirects to the Applications Home page for that selected user. For more information about the Application Home page see Applications.

13.6.2. My Students

The Students grid displays all students in this organization, or an associated child organization, with an ACTIVE, ALUMNI, INACTIVE, NON-RETURNING, or WITHDRAWN status.

In this view, each record displays information such as the name of the student, the organization and program the student is affiliated with, grade level, etc.

13.6.3. My Teachers/Faculty

The Teachers grid displays all teachers in this organization or an associated child organization. The link in the Name column redirects to the Teacher Home page. The link in the Organization column redirects to that organization's Organization Home page.

13.6.4. My Advisors/Coaches

The Advisors/Coaches grid displays all coaches in this organization or an associated child organization. The link in the Name column redirects to the Advisor/Coach Home page. The link in the Organization column redirects to that organization's Organization Home page.

13.6.5. My Courses

The Organization Courses grid displays all courses in this organization or an associated child organization with an ACTIVE, INACTIVE, or ARCHIVED status. The link in the Name column redirects to the Course Home page. The link in the Organization column redirects to that organization's Organization Home page. Embedded in the grid within the Show column is an icon , that allows users to toggle visibility of the course. By using the visibility and the status in conjunction with one another, administrators can determine visibility to front-end users as well as the public audience.

13.6.6. My Sections

The Organization Sections grid displays all sections in this organization or an associated child organization with an ACTIVE, INACTIVE, or ARCHIVED status. The link in the Name column redirects to the Section Home page. The link in the Course column redirects to the parent Course Home page. The link in the Organization column redirects to that organization's Organization Home page. This grid has embedded icons for section gradebook and section attendance .

13.6.7. My Enrollments

The Active Organization Enrollments grid displays an organization specific version of the enrollments grid within the Enrollments module. The grid lists all active enrollments within the organization or an associated child organization. Each record lists a single enrollment, displaying student name, teachers name, pertinent dates, grades, pacing, etc.

Users can toggle between Numerical and Graphical views of pacing information, the default being graphical, by making a selection from the Pacing View drop-down menu. This is helpful when filtering by a specific pacing attribute is necessary. For example; a dynamic group can be created that uses the Pace column to create the group requirement. Once the group has been created, actions, such as a bulk message, can be applied to students that are a certain number of assignments behind pace.

By clicking on the student's Id in the Id column, the modal for that student is launched.

13.6.8. My Report Cards

The Organization Report Cards Grid provides a complete history of every report card generation within this organization or an associated child organization. This grid provides information such as report card title, organization that report card was created within, the associated marking period for that report card, the date that report card was processed, etc.

To view a report card, click the title of that report in the Report Cards column. This will navigate to that student's Report Card Generation grid on the Student Home page. Locate the desired report card, and click the Re-run icon

14 - Documents

14.1. Documents Overview
14.2. Files and Folders
14.3. Uploading and Downloading Files
14.4. Maintaining the Folder Directory

14.1. Documents Overview

Documents is an administrative module that holds and displays all documents within the organizational chain to which the user is assigned. This includes user documents as well as organization documents. Every user and organization/affiliate has a dedicated Documents Panel that is accessed from the entity's home page:

All documents within those panels can be accessed from the Documents Module if the user has full administrative access to this module
All Documents Panels in Maestro function the same way

14.2. Files and Folders

In the Documents Module the file system will have a directory structure already in place, created when Maestro was configured for your program. This includes a master folder named for the top level of your organization. All other folders (including any new folders you create) will display as subfolders. Typically, folders and subfolders for organizations, users, and specific categories such as Reports will be visible:

In this example only the Top-level folder and Users folder have been expanded to show subfolders. You can create as many additional folders as needed to store documents.

The screenshot above shows an example of the structure and layout of the Documents Panel. The Contents Pane is split into left and right halves. The left side displays Folders, and the right side displays Files. The list of files displays in the standard grid format.

The Folders display resembles a Windows directory, with branching folders and subfolders. You can expand and collapse parent folders to reveal/hide subfolders and files. When you select a folder, its background becomes yellow and its file contents display in the Files list on the right side. Each document displays as a record within the list. Each record includes the document name (which is also the link to download the file) and other attributes: author, file size, date created, version number, modification date, and the last user to modify the document. Any of these attributes can be used to sort or filter the list.

14.3. Uploading and Downloading Files

The following details the steps to follow when uploading a file:

1. The first step is to select the folder that will receive the file. Select by clicking once; the folder background will turn yellow:

2. With the folder selected, the user may click on the Upload File area or drop the file there; this opens your File Explorer.

3. Navigate and select a file to upload. You can select a file from your local drive or any network drive to which you are connected.

The document name will now appear in your Files list.

If you upload a file having the same name as an existing file in that folder, Maestro saves it as a new version; both files will appear in the list.

To open a file from the list, click on the file name and the file will be downloaded. Find this file on your computer and open.

Documents uploaded to a child organization's Documents Panel will be shared with the organization's parent, and the upload can be performed from either the child's home page or the parent's.

14.4. Maintaining the Folder Directory

To create a new folder; navigate to the folder you've chosen as the parent folder – it will highlight in yellow when selected – then click the Create Folder button. Choose a name for your new folder and click OK.

They cannot be renamed
They cannot be moved
They can be deleted (along with all their contents)
They will display in alphanumeric order no matter when created.
Folder names cannot contain a backslash character: \ (all other special characters are valid).

Regarding files:

They cannot be renamed
They cannot be moved or copied from one folder to another

15 - Assets

Table of Content

15.1. Assets Overview
15.2. Items
- 15.2.1. Add Asset Item to an Asset
15.3. Assets
- 15.3.1. Associate This Asset to a Course
15.4. Type
15.5. Asset Allocation Workflow
15.6. Inventory Alerts
15.7. Bulk Import

15.1. Assets Overview

The assets module enables administrators to track the flow of educational materials between users and inventory. In its standard configuration, Maestro can be used to issue materials to any user in the database.

Inventory records are classified in a hierarchy with three levels — Asset Types, Assets, and Asset Items:

Maestro uses the term Asset to denote the identity of the total collection – its 'make and model.' An example would be a book's title, publisher and edition. The individual copies are called Asset Items. Barcode denotes the unique serial number for each Asset Item.

15.2. Items

This grid displays a list of all Asset Items. Each item is an individual record with a unique Item Id under the Id column. The Status column indicates where in the process that item currently resides. Items with status Sent are currently on loan to a user. The status Added denotes items that have been added to inventory but have not yet been loaned out.

In the far right column, a calendar icon will display indicating whether or not the item is overdue. A calendar with an 'x' indicates the item is due and has not been returned. A blank calendar signifies an item that has no set due date.

Above the grid is an overview divided into different categories for an easy way to breakdown the asset workflow. Each category link displays the number and status of those assets. Click the link to navigate to the Assets page where a pre-filtered grid will be displayed.

Clicking on the icon in the Action column will open the Edit Item modal. This page enables the user to:

Edit the barcode
Edit the item's cost
Enter comments
Change the item's inventory status
View the history trail for this item

The default per-unit cost of an asset item is set at the Asset level for all copies of that asset, but the cost of a particular copy (asset item) can be edited from this screen. If an item's cost is changed, this affects only the cost assigned to that item. The remaining items will carry the cost that was set from the overall asset.

15.2.1. Add Asset Item to an Asset

Click the Add icon on top of the grid to open the page from which you can create new copies (items) of this asset in the system. In the Add Asset Item pop-up, select the Asset and Type you wish to add from the respective drop-down menus, enter a unique barcode number, cost, and other properties on the asset item, and click the Add Item(s) button.

You can also add asset items from the Assets grid, or using a bulk import, as will be explained in a later section.

15.3. Assets

Clicking on Assets in the Left Menu brings the user to the Assets grid. This page provides a high-level list view of each asset, including:

The Asset Type that it falls under
The number of asset items currently issued to users ('Sent')
The total number of asset items in inventory

Click on the Hamburger icon in the Action column to view the options (add asset, edit asset, view asset). To edit the Asset, select the Edit icon to open that Asset's edit page. This page contains key information and settings for the asset: its cost, whether issued items must be returned, and its association to one or more courses. The page has two regions, each with distinct functionalities for the user:

Form Fields

Edit the Name, Client Code, and cost-per-unit for this asset.
Mark or unmark the asset "Return Expected." If marked, a return date must be specified for every copy of this asset at time of issue.
Enter a description of the asset.

Grids

Associate this asset to one or more courses.

15.3.1. Associate This Asset to a Course

From the Edit Asset page, use the grids on the bottom half to associate/disassociate an asset to one or more courses.

Sort or filter the left grid as needed to locate your course
Check the box next to the course
Click the right arrow to move a course from the left grid (not associated) to the right grid (associated).

The course now appears in the associated courses grid on the right. You can also disassociate a course from an asset on this page by clicking the checkbox for the course you wish to remove from the right grid. Click the left arrow, and that course will now be disassociated.

15.4. Type

The Type is the category container for a group of Assets. In the Left Menu, click Types . This grid displays a list of all asset categories. To create a new Type, click the Add icon on top of the grid. Simply enter a name and then click the Save button.

15.5. Asset Allocation Workflow

A combination of automated actions and user actions create the workflow for issuing items to students:

An asset becomes associated to a course. This can be done by an administrator or may have been done as part of your data import when Maestro was configured.
An enrollment in the course occurs, triggering a system request that the associated asset(s) be sent to the student: the asset now appears in the Pending Approval list.
An administrator elects to approve the pending request: the asset will now appear in the Approved list.
In the Action menu, click to issue a copy of this asset to this student: A pop-up form prompts the user to select an item barcode from a drop-down list.
If no items are available at this time, the ! icon will display. This indicates that all copies of this asset have been loaned out or were destroyed. When a copy is returned (or new copies received and added to the system), the icon will revert to . This affects all pending requests for the asset: in the example above, a return of one set of welding gloves will trigger the icon to revert to for all welding glove requests.

15.6. Inventory Alerts

Every asset has two threshold settings that help users manage item quantities:

Assets with low inventory: This threshold will be set to zero unless your organization requested otherwise for its Maestro configuration. When set to zero, an asset is flagged "low" when all items are out on loan and zero are available to fill new requests. This condition signals that your inventory may not be sufficient to service current and future demand.

Email warning: When the number of items available drops to a specified level, an automatic email is sent to a designated user's address – typically an administrator.

16 - FAR Financial Aid - In Progress

What is the Financial Aid Licensed Feature

This paid licensed feature allows an organization to connect to third-party financial aid management companies, such as Campus Ivy, in order to send student financial aid data as well as receive student disbursement and award information to apply to the student's Maestro ledger. In this help guide, we will assume that the user has an integration with Campus Ivy but this licensed feature can still be used without an integration with Campus Ivy.

Financial Aid Setup

In order for the Financial Aid feature to work correctly, setup must be completed in the following areas: Aministration Area, Program Record, the LMS Vendor and the Parameters section.

Administration Area

If your organization has purchased the Financial Aid module, this link should be visible:

CleanShot 2023-09-19 at 13.04.49.jpg

Clicking on will display a screen similar to the image below:

Fin Aid Image.png

Clicking on any of these sections will bring you to a grid where you may see all the current records of that section. Below is an example FAR Grant Type grid.

CleanShot 2023-09-19 at 13.00.37.jpg

In that grid, you will notice in the top left corner a button to add a new record. For example, this is the pop-up window you will see if you click on the button in the FAR Grant Type section.

Adding FAR Grany Type Modal Image.png

For all the financial aid setup sections (i.e., FAR Grant Type, FAR Status, FAR ISIR Validation Type, FAR Location Name, Far SAP Status, FAR Student Program Status, FAR Student Withdraw Type and FAR Proof of Graduation Type), clicking the button will bring up a similar set of fields.

Name - The name of the record

Code - A code typically used by a third-party financial aid processor (e.g., Campus Ivy)

Client Code - A code used internally by your organization

Tooltip - The information that is displayed when a user mouses over this field

Description - An area to provide more detail on the record.

Is System - A Toggle used to make the record part of the system and thus cannot be removed or deleted.

Is Notification Only - using this toggle will set the disbursement to show as a notification in the student history and not post to the student ledger.

Is Default - Use this toggle to set this record as the default of its type. This signifies that, when applicable, this record value will be prefilled in relevant fields.

Fa Icon - used to select an icon that will represent this record throughout Maestro.

Fields marked with an asterisk are mandatory fields and must be populated to save the record. Any fields unique to a particular section type will be described below

Administration Financial Aid Sections

FAR Grant Type

displays a grid list of grants, scholarships or loans that your organization offers its students.

The Far Grant Type section includes a unique field called Is Notification Only. Also referred as passthrough grants, these grants will only show as a notification in the student history and not post to the student ledger.

If you are using Campus Ivy, the Maestro Name must match the Campus Ivy Fund Type Name. The Maestro Code must match the Campus Ivy Fund Type Code.

In the below example image, you can see the top Maestro record and the bottom is the matching values in the Campus Ivy Fund Type Record:

CleanShot 2023-09-19 at 13.43.12.jpg

FAR Status

These are a list of standard statuses that indicate whether a FAR record has been successfully exported to a third-party financial aid processor such as Campus Ivy.

Active: The record is queued to be exported
Failed: The record failed to export. Failed reasons can be reviewed in the FAR module
Successful: The record successfully exported for the first time
Updated: the record successfully exported and updated an existing record at the third-party processor.

The values for this section should be set up as shown unless otherwise arranged with your BocaVox Implementation Manager:

CleanShot 2023-09-19 at 12.57.14.jpg

FAR ISIR Validation Type

This lists administrative codes typically used by third-party financial aid processors. The values for this section should be set up as shown unless otherwise arranged with your BocaVox Implementation Manager and/or third-party financial aid processor:

CleanShot 2023-09-19 at 13.31.11.jpg

FAR Location Name

A location is a typical requirement of third-party financial aid processors. Clients that use our financial aid licensed feature typically have one location and it matches the name of the location in their financial aid processor. If using a third-party financial aid processor, please consult with them regarding the name of your location or locations. If using multiple locations, this would allow a user to indicate from which location/branch/extension/campus the student applied for financial aid.

FAR SAP Status

These values will be used in fields to indicate whether a student has met Satisfactory Academic Progress (SAP) thresholds. The values for this section should be set up as shown unless otherwise arranged with your BocaVox Implementation Manager and/or third-party financial aid processor:

CleanShot 2023-09-19 at 13.56.16.jpg

FAR Student Program Status

These values indicate a student's status in the program for which they are receiving financial aid. Each program that a student is enrolled will have its own individual status. For instance, a student could be enrolled in Program A with status Future Start and Program B with status Inactive.

Note: The Maestro Code must match the Campus Ivy Enrollment Status Code.

FAR Student Withdraw Type

The values for this section should be set up as shown unless otherwise arranged with your BocaVox Implementation Manager and/or third-party financial aid processor:

CleanShot 2023-09-20 at 11.54.09.jpg

FAR Proof of Graduation Type

The values for this section should be set up as shown unless otherwise arranged with your BocaVox Implementation Manager and/or third-party financial aid processor:

CleanShot 2023-09-20 at 11.55.33.jpg

Program Record

NOTES TO ORGANIZE:

Allow a value “total program credits” to be associated to programs.

Create a set of fields that will allow a user to set up SAP status requirements and modify them if they were to be changed by the federal government or if the university wanted to modify or add to them.

Allow SAP status to be set differently for different student types and/or organizations

Create SAP requirement field “Minimum Pace” with the following definition: This requirement is met when the percentage of completed credits divided by attempted credits is >= 67%. The value 67% will be the default value but will need to be editable

Create SAP requirement field “Pace Completed Credits Definition” with definition: any enrollment with a grade of C or higher. The value C will be the default value but will need to be editable

Met: Create SAP requirement field “Minimum Grade Point Average (GPA)” with definition: This requirement is met when Cumulative GPA >= 2.0. The value 2.0 will be the default value but will need to be editable.

Met: 39. Create SAP requirement field “Maximum Published Credit Percentage”. This requirement is met when: (Total Program Credits – Number of Credits that meet requirements of “Pace Completed Credits Definition”) + Credits Attempted < Total Program Credits x 150%. The value 150% will be the default value but will need to be editable.

For example:

Total Program Credits = 30

Number of Credits that meet requirements of “Pace Completed Credits Definition”) = 25

Credits attempted 45

(30-25) + 30 = 35 which is less than 30 x 150% = 45 so the student will have met this requirement

SAP Status for each student is met when all the above requirements #4, #6 and #7 are met.

Allow the ability to override automated SAP Status per student

PASSED Create FAR record from UI
PASSED Create FAR records from bulk import template
PASSED LDA is added to FAR record when attendance is taken
PASSED LDA is updated when newer attendance taken
PASSED LDA is NOT taken when assignment last submit date is added for an assignment
PASSED Update FAR records from bulk import template using FAR ID
PASSED Update FAR records from bulk import tmplate using student id, program name and program start date
FAILED Test Parameters
FAILED Export Student FAR record successfully
FAILED If "is primary" is checked, then student status updates the FAR status
FAILED disbursements and award notification is imported from campus ivy
FAILED SAP Status calculation is correct based on
FAILED Update FAR records from UI

17 - Health

17.1. Health Home
17.2. Patients
17.3. View Patient
17.4. Reports

17.1. Health Home

Health is a licensed add-on module used to track necessary health information for students within Maestro. The health module can be used to record student health conditions, office visits, immunizations, and all related medical information. The health module was built based on HIPAA guidelines and is fully HIPAA compliant to protect sensitive patient health information. Access to medical records is restricted to specific roles (i.e., nurse). This highly customizable area of Maestro can be adapted to fit your needs if the basic construct is not an exact match. This guide assumes you have completed Health setup in the Administration Module.

17.2. Patients

Clicking on the Health module will take you to the Patients list landing page.

Home Grid List.png

Patient Grid List Toolbar

Toolbar explained.png

Filter Options - allows the user to filter the Patient grid list.

Filter Options.png

Personalize Columns - allows the user to control which columns are displayed, the order of the display and the column width.

personalize columns.png

Export To Excel - allows export of grid data to an Excel file.

Export To CSV - allows export to of grid data to a CSV file.

Export Visible Columns to Excel - allows columns visible in the grid to be exported to an Excel file.

Show As Tile - change the grid display from a grid view to a tile view.

17.3. View Patient

Clicking the icon in the View column will open the Patient View modal with several tabs used for organizing & accessing information associated to the patient.

17.3.1 Patient Information

This screen displays the patient's personal information, school information, and contact information.

patient view.png

17.3.2. Office Visit

The Office Visit tab is used to enter information related to a patient visit. Use the plus icon above the grid to add an Office Visit.

The Office Visit entry window contains six data entry areas or sections. The first section records the date, person entering the data and the Visit Type as well as an area for additional notes. Visit Types are adjustable, see the Health section in the Administration Guide for editing Visit Types.

17.3.2.1. Outcome

The Outcome area of Office Visit allows for recording of student's Outcome from the Office Visit. The Office Visit Outcomes in the dropdown are selected from entries made in the setup of the Health module under Administration>Setup>Health. An Outcome is added by clicking down arrow next to Visit Outcome. This is a mandatory field to create an Office Visit and a selection must be made.

*This area is customizable to fit your school's need.

After choosing an Outcome selection, click Create.

17.3.3. Documents

A special folder is created in Maestro's Document Server for each Patient containing documents relegated to the user's health, such as State Immunization Records. This health folder is not accessible by any other role in the system besides the Nurse. All files stored in this folder will be encrypted to ensure HIPAA compliance.

17.3.4. Screening

The Screening section of the Office Visit records Screening Type, Screening Outcome and contains areas for notes. This section is customizable to meet your requirements and basic set elements are entered at the Administration tab under Setup>Health.

*This area is customizable to fit your school's need.

17.3.5. Conditions

The Conditions section of Office Visit allows for the input of any Health conditions of a student. The Conditions are selected from entries made in the setup of the Health module under Administration > Setup > Health. A Condition is added by clicking the icon next to Condition.

*This area is customizable to fit your school's need.

Next, select a Condition by clicking the 'Select Condition' link.

Screenshot 2023-08-23 at 11.07.10 AM.png

You should see a window similar to the image below with your organization's Conditions and Condition Types listed. Select a Condition by clicking the name of the Condition, then click Create.

Condition selection.png

17.3.6. Medications

The Medications area of Office Visit allows for recording of student Medications or Medication Administration. The Medications as well as Medication Types are selected from entries made in the setup of the Health module under Administration>Setup>Health. A Medication is added by clicking the icon next to Medications.

*This area is customizable to fit your school's need.

Next, click the 'Select Medication' link from pop-up window:

Med Pop-up.png

You should see a window similar to the image below with your organization's Medication and Medication Types listed. Click the name of the Medication to add to the record, then click Create.

medication grid.png

17.3.7. Procedures

The Procedures area of Office Visit allows for recording of student medical Procedures. The Procedure as well as Procedure Types are selected from entries made in the setup of the Health module under Administration>Setup>Health. A Procedure is added by clicking the icon next to Procedures.

*This area is customizable to fit your school's need.

Next, click Select Procedure from pop-up window:

Procedure select.png

You should see a window similar to the image below with your organization's Procedures and Procedures Types listed. Click the name of the Procedures to add to the record, then click Create.

Procedure Grid.png

17.4. Reports

The other menu option on the Health home page, located to the left, is Reports. Here you will find two tabs, Maestro and Custom.

Maestro Reports - reports built by Maestro as stock reports for accessing basic information.

Custom Reports - reports built by Maestro at the request of a client. Usually more complex reports with specific layouts.

18 - Payment Codes

18.1. Payment Codes

The Finance module opens to the "Payment Codes" page. Here you will see all of the Payment Codes created for your organization. Payment codes are used as coupon codes for applying specific amounts of money off of a payment (i.e. $20 off).

To create a new payment code, click the add icon on top of the grid.

Explaining some fields:

Client Code: This will be the code that will be applied by the user making a payment;
Quantity: It is the number of times this Coupon can be used; only 1 coupon per invoice
Auto Generate Codes: The system will auto generate a individual code for the defined quantity;
Amount: It is the amount that will be discounted from the invoice (percentage is not accepted);
Issued To: Here you can assign the Coupon to a specific Organization.

Fill out the required fields and then click the Save button.

18.2. Payment Code Items

Payment Code Items are the specific Maestro created GUID (global unique identifier) for each code.

19 - Administration

19.1. Administration Home Menu

19.1.1. Home

The Administration module is the 'mission control' for your Maestro implementation. Here the Administrator user role has access to all the tools needed to maintain the information stored within Maestro. Under the Software Information heading, the version and build date of your latest Maestro implementation can be found. You should see something similar to the image below:

Administration Home Screen.png

19.1.2. Logs

Maestro tracks every system event and stores it as a record. "System Events" include:

An action performed by a user.
An action performed by Maestro that was triggered by a user action.
Automated events triggered and performed by Maestro.

Log records display as a grid list. Every successful action and attempted action in the system as well as actions that failed to execute are shown.

Screenshot 2023-08-14 at 3.29.10 PM.png

Above you see column titles: Id, Event Date, Message, Level and User Account.

Id - the Maestro Id assigned to the even.

Event Date - the date or date range that the even occurred.

Message - the system message explaining the event detail.

Level - displays the system level of the event. Debug is currently the only option.

User Account - the user that caused the event creation.

User Accounts Toolbar

Log Toolbar.png

19.1.3. Audit

The Audit screen enables you to track changes for the selected table. After selecting the table you wish to monitor, a display grid will populate based on the Action Date you select. You have seven possible comparators to used in the drop-down located in the Action Date header.

Audit Table.png

= equal to the date selected.

< less than the date selected.

<= less than or equal to the date selected.

> greater than the selected date

>< in-between the selected dates.

!= not equal to the date selected.

The Action column displays one of three values that indicates what type of action occurred:

A – the element was added (i.e., the first time it was created or assigned a value)
U – the element was updated (its value was changed)
D – the element was deleted

The following two columns, Maestro User & SQL User, display the user that took the action or made the change. The additional columns displayed on the grid are fields in the table you have selected and the associated data.

19.2. Users Menu

19.2.1. View Users

On this page you may select between two options in the Select Data Type drop-down.

User Accounts - displays basic information about user accounts.

User Accounts.png

Uid - the Maestro user identification number

Code - an internal code assigned to the user by the school.

Name - the users name as entered in Maestro.

User Name - the users access name assigned in Maestro.

Status - the status of the user's account in Maestro; Active, Inactive, Disabled etc.

Roles - the number of assigned roles to a user in Maestro; Ex. John Coffee is a Teacher and an Administrator. This number would be 2 for John in the Roles column.

Reset - sends the user's credentials.

Edit - redirects to the User Account Edit page for access to edit a user's information.

User Account Memberships - this displays additional information about user accounts and the accounts access areas.

account memberships.png

Cal - this displays the user's calendar schedule.

Mid - internal Maestro identification number.

Uid - the User identification number.

Name - the user's name as entered in their account information.

User Name - the user's login name that allows access to Maestro.

Status - the user's status in Maestro; Active, Inactive, Disabled etc.

Organization - the organizations a user has access to on your server. A user account with different levels of access at multiple organizations will display multiple times in the grid:

membership account image2.png

Level - indicates the level at which a user account exists in the Maestro hierarchy; Client, District, School etc.

Role - indicates the role the user has at the associated level.

Login - Clicking in this column allows the Administrator to login to Maestro as the user and view the users account.

Active - by clicking the in this column you can activate or deactivate the users account.

Edit - clicking in the Edit column brings redirects to the User Account Edit page for access to edit a user's information.

Reset - clicking in the Reset column sends the user's credentials.

User Account Membership Toolbar

user account page toolbar.png

19.2.1.1. Add User Account

To create a new user from the View Users page, click the Add icon to the lower right. All fields in yellow are mandatory. The new user has the ability to change the password and add security questions upon login.

19.2.1.2. Organization Role Association(s)

This section is where you assign the user to the Organization and assign the user's role in that organization. If you have multiple Organizations on your server, a user can be assigned different roles at the individual organizations. The following are examples of a simple Maestro hierarchy:

*Note: See the section on Organizations for a better understanding of Maestro hierarchy.

Screenshot 2023-08-18 at 11.57.45 AM.png

The box next to the highest level will be checked by default. If the user has access to the Client (top level), you will select the Role that corresponds with the user's access rights. To add the user to a School or entity at a sub level, you will check the box next to that entity under the Organization drop-down, then select the corresponding roles for that user's access level.

org drop-down.png

After you have completed the Organization Role Association(s), populate the mandatory fields in yellow as well as any additional information on the User Account page, then click Save.

19.2.2. Certifications

In this area you setup certification information, certificate of completion or awards to be assigned to faculty or students. Certifications earned outside of your institution are also setup and assigned in this area. Certification Setup is discussed in the Setup section of the guide.

To add a certification to a Faculty member or Student, click the to the lower right:

Screenshot 2023-08-18 at 3.16.01 PM.png

On the modal, enter the mandatory information as well as any additional information your institution may require. You may also upload an image of the actual certificate or documents and attach here.

Cert Entry Modal.png

These certification entries can be found listed here in Certifications or can be found attached to the Faculty member or Student account on their personal information page.

19.3. Messages Menu

19.3.1. Email Delivery

This grid displays a list of attempted email communications.

Message Screen.png

Grid Columns Defined

Id - system Id of communication attempt.

Date Created - the date the user initiated the communication. This column is can be search by date or date range entered into the spaces in the column header.

Email To - the person the email communication was sent to. This column can be searched by entering an email address into the space at the column header.

CC - the email address that was copied on the communication. Searchable by entering the email address into the space in the column header.

BCC - the email address that was blind copied on the communication. Searchable by entering the email address in the space on the column header.

From - currently, the email set in Maestro as the school systems email address. Searchable by entering the email address in the space on the column header.

Subject - the subject line of the communication attempt. Searchable by entering the subject line information in the space on the column header.

Last Attempt Date - the date the communication was last attempted. Searchable by entering the email address in the space on the column header. Searchable by entering a date or date range in the spaces on the column header.

Last Attempt Result - the result of the final attempt to send the communication. Searchable by entering the attempt result in the space on the column header.

Retry Count - amount of attempts the system attempted to send the communication.

Email Status - the status of the communication being sent. System statuses; Do Not Send, Not Sent, Pending, Sending, Sent.

*Note: The system will attempt to send an email up to three times before resolving it as a failed attempt and marking its status Not Sent.

Toolbar

Email Delivery Toolbar.png

Toolbar Defined

Process Enrollment Email - select to manually process enrollment emails.

Manual Email Enrollment - select to manually create enrollment emails.

Export to Excel - export data from grid to Excel.

Export to CSV - export data from grid to CSV.

Export Visible Columns - export visible data only from columns.

Filter Legend - displays modal with column filter definitions.

Personalize Columns - allows user to hide or display columns.

Restore Defaults - restores all columns adjustments to default system settings.

19.3.2. Message Templates

The Message Templates grid lists all templates available in the system and displays their contents. Both system-generated and user-generated templates are displayed. The list can be sorted or filtered by any attribute. Clicking on a template's Name will open the edit screen for that template.

The recipient checklist for each template appears under the Associated Recipients and Associated Organization Contacts heading and is customized by template. Depending on the template, the available recipients may include student, guardian, school, registrar, teacher, coach, and primary contact for the organization (listed on the organization home page). Use the checkboxes to select or deselect a recipient.

The user can insert into the message body any of the |MERGE FIELDS| listed. To view all available tags for that template, click the View or Hide link. In the case of the example above, the link shows as Click to View or Hide [Enrollment] Tags. (The link name will change based on the type of template). This will display a list of all available tags. They must be typed in precisely as they appear in the table. These fields will merge the appropriate data with the email body based on the particular user, sender, school, etc.

A list of all email templates are provided in the next section.

You may also create a new template in the "add template" section of Admin Messages. Fill out all required fields and click save.

* PLEASE NOTE *

If you are receiving unwanted emails you can remove yourself from the Message Template by locating it in the Message Template list and unchecking yourself from the Associated Recipients or Organization Contacts.

19.3.2.1. User Defined Message Templates

To create a user-defined message template, select the hamburger button on the row of the individual and then select send message from the hamburger menu. You may send individual messages in student grids but also in other grids like the faculty grid. For multiple recipients, select the checkbox next to each user and select the bulk action icon from the top grid menu.

CleanShot_2022-12-22_at_12.27.44.png

In this example, I will select all K-12 Private students, select the bulk action icon, and "Send Message".

Fill out the Mandatory Fields and Select the Add Icon to create a new message template.

Fill out the Name & Description of your Message Template and Select Add.

Check to see that the Message Template saved successfully. You can associate recipients (student’s guardian) or an Organization contact (student’s counselor) to the message and Send.

19.3.2.2 System Email Templates

System-generated Emails

Account Activation		Drop Course Notification
Account Credentials		Enrollment Report Card
Account Payment Made		Forgot Password
Account Payment Received		Midterm Report
Application Acceptance		Payment Code Creation
Application Rejected		Payment Code Distribution
Application Submittal		Request for Information Submittal
Application Submittal (Guardian)		Section Threshold Achieved
Asset Threshold Achieved		Student Discipline Action
Coach Association to Student		Student Enrollment
Course Drop Request		Student Enrollment (Teacher)
Course Drop Request Denied		Teacher Assignment to Section
Course Request Approval		Teacher Threshold Achieved
Course Request Creation		Welcome
Course Request Denied		Workflow Registration
Document Submittal

Sample User-Generated Emails

Users can select one of these templates from drop-down menus that display in various Maestro screens. These are the default versions and their wording may differ from that seen in your templates, depending on your Maestro configuration. Your program administrator can edit these templates at any time.

The |FORM_FIELDS| will be filled automatically when the email is sent. Maestro will plug in the appropriate data items for each student and will insert the sender's name in the |EMAIL_SIGNATURE| field.

End Date Reminder

Dear |NAME|,

This letter should act as a reminder regarding your end date in your |COURSE_NAME| course.

If you have any questions concerning what submissions or supplemental materials are due, please contact your instructor for the course.

|EMAIL_SIGNATURE|

Periodic Grade Report

Dear Student and Guardian,

The following is a periodic Grade Report for |STUDENT_NAME| on his/her |COURSE_NAME|course, based on current average grades.

Course : |COURSE_NAME|

Grade: |CURRENT_GRADE|

For questions regarding your child's grade report, please contact the course instructor directly.

|EMAIL_SIGNATURE|

Pace Recovery

Dear |NAME|,

As a student, your success is important to us. Therefore, our goal is for you to do well and earn ALL of your points within the necessary time period. A pace analysis has been completed for your |COURSE_NAME| course which shows you to be |DAYS_BEHIND| days behind and |ASSIGNMENTS_BEHIND| submissions behind where you should be at this time. Since this is generated by a computer, there may be legitimate reasons that this has occurred.

If you have questions about your pacing schedule, please contact your teacher |TEACHER|.

In order to complete this course on time, you must complete |PACE|.

|EMAIL_SIGNATURE|

Positive Feedback

Dear |NAME|,

Please remember to continue weekly contact with you instructor. This will ensure your success in the online classroom. Do not hesitate to contact us with any questions or concerns.

|EMAIL_SIGNATURE|

19.4. Tools Menus

19.4.1. Bulk Import

This is the one-stop area for bulk imports of any kind.

Start by choosing a data type in the Select Type drop-down menu at the top of the page. This will populate the correct template file as well as history and scheduled tasks for this type. Once the type has been chosen, click the Template Excel button to download the template as an excel file.

Once the template is filled with the required information, click the Select File button to open the file picker. Once the file is selected, check that the "Verify File" radio button is selected above and click the Verify button. To ensure a successful import, it is important to verify the file first. Verification will provide feedback to the user and point out any errors that should be fixed before importing (see image below). To view the errors found during verification, select the View Results button. Update the spreadsheet data according to system error feedback & verify again.

If Verification is successful, select the Import radio button and the Import button below. The import process may take several minutes depending on the number of records being imported. A status bar will display to show the progress of the import. The user can continue using Maestro while the data is imported simultaneously.

Once the bulk import is completed successfully, the system will display feedback with a detailed statistic & performance report.

Upon scheduling an import, you will see the record in the Scheduled Tasks grid. Once the import has been completed, the record will now appear in the Bulk Import History grid.

19.4.2. Lottery

We have lottery system functionality for course registration and enrollment. This is a licensed feature. Please reach out to Bocavox if you are interested as we will need to collect some requirements.

A lottery system grants each student an equal chance to join limited-capacity courses. Capacity is determined by the total seats available for that course & session (time of day), minus seats already claimed by enrolled students. The lottery runs separately for each course / session combination (which may be comprised of only one section, or perhaps several sections) & is based on the applicant/student’s first priority course + session requests. The number of lottery winners will equal the total number of available seats for each course/session combination.

Waiting list: Courses that have more interest than available spots can have an associated waiting list.
Automated Notifications: Email or text students with lottery results including an indication of admission or their waiting list position.
Reporting: Generate reports to review detailed lottery results for all courses.

19.4.3. Merge Data

19.4.3.1. Merge Rules

Merge functionality can only be accessed by system administrator and developer roles.
The merging process will set the FROM Student status to 'Merged'
Once a user account is merged, the account cannot be merged again
- The student will not be displayed as an option. If it is necessary to merge again, you need to change the student status from MERGED to anything else.
The button Merge will be hidden, unless you do a New Merge and select two students and the down arrow icon
The guardians and contacts, address and phones will be merged respecting the ordinals
The emails will be merged respecting their type
There shall be no duplicated ordinals for guardians, contacts, addresses and phones
The guardians and contacts will be disassociated from the FROM students because now they are associated to the TO Student(s)
There will be no options to merge a single guardian. All of them will be merged

19.4.3.2. Merge User Account

Select a student from the left grid (merging FROM) and select a student from the right grid (merging TO).

A screenshot of a computer

Description automatically generated

After selecting a student from the left grid and selecting a different student from the right grid, click the Down Arrow icon between the grids to present the items that can be merged. After the Down Arrow icon is clicked, the available data to be merged is presented. You can select each item individually, by group or by all groups.

Records that can be merged:

Demographics
Guardians and Contacts
Course Suggestions
Course Requests
Enrollment/Attendance
External Enrollment
External Test Score

Records that cannot be merged:

Extensions fields
Forms & Documents
Calendar events
Discipline actions
Communications
Ledger
Locker
Messages
Report Cards
Transcripts
Student history

19.4.4. State Reports Setup

This page is used to test state reporting.

19.5. Ledger Menu

See Section 20. Ledger for the full ledger user guide.

19.5.1. Account Banks

The Account Banks grid displays a list of all organization and user account banks. Account Banks are automatically created. Select the link in the ID column to open the 'Edit Account Bank' modal. This window allows you to edit account permissions, payment types, etc. Select the link in the UID column to open the user account ledger page in a pop-up modal.

19.5.1.1. Payment Types

On the Edit Account Bank modal, you can set the payment types available to the selected user/organization by setting the appropriate value for the following fields:

Can Pay Cash
Can Pay Check
Can Pay Money Order

19.5.2. Fee Schedule Types

The Fee Schedule Types page allows the user to create common types of fees to be used by your organization (Administration Module > Ledger left menu > Fee Schedule Types). Some common fee types include tuition, course fees, course drop/request fees, enrollment fees, processing fees, late fees, and application fees. Fees can be set globally for the entire organization or set to only display to specified schools. Users can organize fees into categories as well (application fees, tuition fees, cafeteria fees, miscellaneous fees, etc.)

To create a new fee schedule, click the plus icon below the grid. Enter the information into the Add Fee Schedule Type form, and click Save.

19.5.3. Payment Plans

The Payment Plans grid displays a list of all payment plans used by your organization. Grid columns display the name of the Payment Plan, ID number, Code, Active Date, and Inactive Date. To create a new payment plan, click the Add icon below the grid. Designate down payment requirements, number of monthly installments, monthly payment due date, and Save. Payment Plans are associated with Purchase Orders. Invoices will be created automatically based on the payment plan selected on the PO.

19.6. Forms Menu

Maestro Forms is a powerful tool for schools to dynamically define online documents that can be used for anything from surveys and questionnaires to records, requests, IEP forms, etc.

Forms can either be created by an administrative user or by a BocaVox specialist. To create a form, a general understanding of HTML and CSS is required.

19.6.1. Forms Setup

After clicking the Forms Setup link, you should see a data grid similar to the image below.

Forms Setup Screen Image.png

Columns defined:

Id - Identification number assigned to the form by Maestro.
Name - a name your organization assigns to the form that appears throughout Maestro.
Code - a code your organization assigns to the form that appears throughout Maestro.
Parent Form - a form or form group that this forms belong.
Organization - displays the Organization name the which the form is assigned.
Description - a detailed description your Organization gives to the form.
Category - the category to which the form is assigned.
Active - indicated by True or False, whether the form is active in the system.
Doc - indicated by True or False, whether the form is a document or input form.
Expiration - used to set an expiration date for the form.
Att - displays the total number of attachments to a form.
View - click the icon in the column to view the form.
Get - downloads the form.
- Use the Get icon within the Forms grid to download the HTML source file for any previously uploaded form. In this way, you can use the same style (CSS) and most of the HTML and just modify the input and tags.
Copy - click the icon in the column to duplicate this form.
Del - click the icon in this column to delete the form.

Toolbar Explained:

Screenshot 2023-09-13 at 4.19.20 PM.png

19.6.2. Add a Form

To add a new form, click the plus icon below the Forms grid.

add form modal44.png

Click 'Instructions' on the Add Form modal to display instructions on how to create forms in Maestro. You should see instructions similar to the list below.

Instructions For Creating Html Templates

HTML Input Controls:
The following HTML input controls can be used.
Note: Each HTML input control has to have its unique name that cannot start with numbers and cannot contain spaces.
Example that will crash your HTML form: name="First Name" or name="123":
Auto Fill:
If you need to create HTML input control with auto-fill capability, you need to add the following on the HTML input control:
Validations:
If you need to validate the HTML input control, you need to add one of the 3 validations functions on the HTML input control:

script="validateLength(value, minLength, maximumLength)"
script="valididateNumber(value, isRequired, isInteger, minValue, maxValue)"
script="validateDate(value, isRequired, minDate, maxDate)"

- - Example:

input class="className" id="ACCOUNT_FIRSTNAME" name="ACCOUNT_FIRSTNAME" type="text" size="100" invalidMessage="First name cannot be blank" script="validateLength(value, 1, 30)" default="|ACCOUNT_FIRSTNAME|"

To add a new form, you must fill out the Information tab. Fields in yellow are required fields and must be populated to save the entry.

info add form.png

Forms can be defined per organization and are auto-associated to the particular object
selected through the category field: applications, coaches, courses, enrollments, guardians, leads, organizations, sections, students and teachers.
Forms can be defined as document requirements to be completed by students and guardians on the front-end. If the 'Is Document Requirement' checkbox is not checked, then this form will not be viewable by front-end users. This option comes in handy for forms that are filled out by a back-end user and will be kept private from the student.
Use merge tags to auto-populate input fields with the corresponding data fields already recorded in Maestro. For example, the merge tag |STUDENT_PHONE| will pull the phone number defined on the student record. Forms are automatically updated in sync with any changes made to the corresponding data fields in Maestro. Each time a form is saved, a new version is created. All changes are auditable. Tags also associate the form with the database, allowing custom reports to be generated from collected data.
An administrator can make a form inactive, set an expiration date, and define permissions/access per role (see permissions tab).

Attachments

A form can be set as an attachment to another form and can be defined as document requirements to be completed by students and guardians on the front-end.

Status and Transitions

Transitional statuses can be associated to a form and a workflow can be defined as well. For example, the following statuses can be associated to a form: SUBMITTED, REVIEWED, APPROVED. With a workflow that assures that in order for the form to be APPROVED, it must be in REVIEWED status. This area allows you to set a status to track progress of a form and set transitions to help define the progress.

Permissions

An administrator can further control form usage by allowing each role to view only the completed forms, fill, edit or delete an instance of a form.

When the permissions are set, click Save.

Assign to Students or Teams

If the form is in the Student category, it can be directly assigned to a student, multiple students or a student group.

19.6.3. Forms IEP Categories

This are of Maestro displays a grid list of IEP Categories your organization uses. You should see an image similar to the one below.

IEP Cat Image.png

To add a new category, click the icon on the toll bar to the lower right. You will see an entry form modal similar to the image below.

IEP Entry Form.png

Populate the fields with your desired information and click Save. Fields in yellow are required fields and must be populated to Save the entry.

19.6.4. Forms Delivery Methods

This area of Maestro display a grid list of IEP Delivery Methods. Clicking the link should result in a screen similar to the image below.

Delivery Methods image.png

To add a new Delivery Method, click the icon on the toolbar to the lower right. You will see an entry form modal similar to the image below.

Screenshot 2023-09-20 at 3.27.01 PM.png

Populate the fields with your desired information and click Save. Fields in yellow are mandatory fields and must be populated to Save the entry.

19.6.5. Generate Form to PDF

Administrative users can export submitted forms to PDF in bulk by selecting the students / applications on the grid (using the checkbox) and clicking on the Print icon above the grid.

On the pop-up modal, select the Form Name using the checkbox and select the 'Generate PDF' button.

Maestro will send a notification when the folder of PDF files is ready in your user’s Documents folder.

19.7. Setup Menu

19.7.1. Assignment Types

To create a new assignment type, click the Add icon beneath the grid. Assignment types created here will populate the Type drop-down list that appears on the form used to create an assignment for a section. Type is an optional feature when creating an assignment. To edit an assignment type, click on its Name in the grid.

19.7.2. Financial Aid

If your organization has purchased the Financial Aid module this link should be active and should display a screen similar to the image below.

Fin Aid Image.png

FAR Grant Type displays a grid list of grant types setup by your organization in Maestro. Click the on the toolbar to add a new FAR Grant Type. You should see a screen similar to the image below.

Adding FAR Grany Type Modal Image.png

Name - the name of the Grant used by the entity awarding the grant.

Code - the code used by the entity awarding the grant.

Client Code - the code used by your organization for the awarded grant.

Tooltip - the information that is displayed when a user mouses over this field.

Description - area used to describe the grant throughout Maestro.

Is System - toggle used to make the grant part of the system and cannot be removed or deleted.

Is Notification Only - using this toggle will set the disbursement to show as a notification in the student history and not post to the student ledger.

Is Default - use this toggle to set this grant as the default grant in Maestro.

Fa Icon - used to select an icon that will represent the grant throughout Maestro.

*Note - Fields marked with a asterisk are mandatory fields and must be populated to save the record.

FAR Status displays a grid list of statuses setup by your organization in Maestro. Click the on the toolbar to add a new FAR Grant Type. You should see a screen similar to the image below.

Far Status.png

Name - the name of the status used by the entity awarding financial aid.

Code - the code used by the entity for financial aid status.

Client Code - the code used by your organization for the awarded grant.

Tooltip - the information that is displayed when a user mouses over this field.

Description - area used to describe the financial aid status throughout Maestro.

Is System - toggle used to make the financial aid status part of the system and cannot be removed or deleted.

Is Default - use this toggle to set this grant as the default grant in Maestro.

Is Active - the status created is active in Maestro.

Fa Icon - used to select an icon that will represent the grant throughout Maestro.

*Note - Fields marked with a asterisk are mandatory fields and must be populated to save the record.

FAR ISIR Validation Type displays a grid list of ISIR types setup by your organization in Maestro. Click the on the toolbar to add a new FAR ISIR Validation Type. You should see a screen similar to the image below.

Name - the name of the ISIR Validation Type used by the entity awarding financial aid.

Code - the code used by the entity for ISIR Validation Type.

Client Code - the code used by your organization for the ISIR Validation Type.

Tooltip - the information that is displayed when a user mouses over this field.

Description - area used to describe the ISIR Validation Type throughout Maestro.

Is System - toggle used to make the ISIR Validation Type part of the system and cannot be removed or deleted.

Is Default - use this toggle to set this grant as the default ISIR Validation Type in Maestro.

Is Active - the status created is active in Maestro.

Fa Icon - used to select an icon that will represent the ISIR Validation Type throughout Maestro.

*Note - Fields marked with a asterisk are mandatory fields and must be populated to save the record.

FAR Location Name displays a grid list of FAR Location Names setup by your organization in Maestro. Click the on the toolbar to add a new FAR Location Names. You should see a screen similar to the image below.

FAR Location.png

Name - the name of the FAR Location Name used by the entity awarding financial aid.

Code - the code used by the entity for FAR Location Name.

Client Code - the code used by your organization for the FAR Location Name.

Tooltip - the information that is displayed when a user mouses over this field.

Description - area used to describe the FAR Location Name throughout Maestro.

Is System - toggle used to make the FAR Location Name part of the system and cannot be removed or deleted.

Is Default - use this toggle to set this FAR Location Name as the default grant in Maestro.

Is Active - the status created is active in Maestro.

Fa Icon - used to select an icon that will represent the FAR Location Name throughout Maestro.

*Note - Fields marked with a asterisk are mandatory fields and must be populated to save the record.

FAR SAP Status - displays a grid list of FAR SAP Statuses by your organization in Maestro. Click the on the toolbar to add a new FAR SAP Status. You should see a screen similar to the image below.

FAR SAP.png

Name - the name of the FAR SAP Status used by the entity awarding financial aid.

Code - the code used by the entity for FAR SAP Status.

Client Code - the code used by your organization for the FAR SAP Status.

Tooltip - the information that is displayed when a user mouses over this field.

Description - area used to describe the FAR SAP Status throughout Maestro.

Is System - toggle used to make the FAR SAP Status part of the system and cannot be removed or deleted.

Is Default - use this toggle to set this FAR SAP Status as the default grant in Maestro.

Is Active - the status created is active in Maestro.

Fa Icon - used to select an icon that will represent the FAR SAP Status throughout Maestro.

*Note - Fields marked with a asterisk are mandatory fields and must be populated to save the record.

FAR Student Program Status - displays a grid list of FAR Student Program Statuses setup by your organization in Maestro. Click the on the toolbar to add a new FAR Student Program Status. You should see a screen similar to the image below.

FAR Student Program Status.png

Name - the name of the FAR Student Program Status used by the entity awarding financial aid.

Code - the code used by the entity for FAR Student Program Status.

Client Code - the code used by your organization for the FAR Student Program Status.

Tooltip - the information that is displayed when a user mouses over this field.

Description - area used to describe the FAR Student Program Status throughout Maestro.

Is System - toggle used to make the FAR Student Program Status part of the system and cannot be removed or deleted.

Is Default - use this toggle to set this FAR Student Program Status as the default grant in Maestro.

Is Active - the status created is active in Maestro.

Fa Icon - used to select an icon that will represent the FAR Student Program Status throughout Maestro.

*Note - Fields marked with a asterisk are mandatory fields and must be populated to save the record.

FAR Student Withdraw Type - displays a grid list of FAR Student Withdraw Type setup by your organization in Maestro. Click the on the toolbar to add a new FAR Student Program Status. You should see a screen similar to the image below.

Name - the name of the FAR Student Withdraw Type used by the entity awarding financial aid.

Code - the code used by the entity for FAR Student Withdraw Type.

Client Code - the code used by your organization for the FAR Student Withdraw Type.

Tooltip - the information that is displayed when a user mouses over this field.

Description - area used to describe the FAR Student Withdraw Type throughout Maestro.

Is System - toggle used to make the FAR Student Withdraw Type part of the system and cannot be removed or deleted.

Is Default - use this toggle to set this FAR Student Withdraw Type as the default grant in Maestro.

Is Active - the status created is active in Maestro.

Fa Icon - used to select an icon that will represent the FAR Student Withdraw Type throughout Maestro.

*Note - Fields marked with a asterisk are mandatory fields and must be populated to save the record.

FAR Proof of Graduation Type - displays a grid list of FAR Proof of Graduation Type setup by your organization in Maestro. Click the on the toolbar to add a new FAR Student Program Status. You should see a screen similar to the image below.

Proof of Grad Type.png

Name - the name of the FAR Proof of Graduation Type used by the entity awarding financial aid.

Code - the code used by the entity for FAR Proof of Graduation Type.

Client Code - the code used by your organization for the FAR Proof of Graduation Type.

Tooltip - the information that is displayed when a user mouses over this field.

Description - area used to describe the FAR Proof of Graduation Type throughout Maestro.

Is System - toggle used to make the FAR Proof of Graduation Type part of the system and cannot be removed or deleted.

Is Default - use this toggle to set this FAR Proof of Graduation Type as the default grant in Maestro.

Is Active - the status created is active in Maestro.

Fa Icon - used to select an icon that will represent the FAR Proof of Graduation Type throughout Maestro.

*Note - Fields marked with a asterisk are mandatory fields and must be populated to save the record.

19.7.3. Bell Ring/Periods

This area of Maestro is where you may setup a Bell Schedule and Periods. You will see a grid display similar to the image below.

19.7.3.1. Bell Rings

Bell Rings Image.png

Columns Defined:

BrId - displays the Bell Rings (bell schedule) system identification number.

Name - displays the name you give bell schedule.

Code - displays the code you give to your bell schedule.

Organization - displays the name of the oOrganization you setup in Maestro that the bell schedule is assigned to.

Term - displays the term setup in Maestro that the bell schedule is assigned to.

Comments - displays any comments that have been added to explain or define the bell schedule.

Del - displays a trash can.png icon to delete the bell schedule.

Toolbar Defined

Screenshot 2023-09-13 at 4.19.20 PM.png

19.7.3.2. Periods

This area of Maestro is where you may setup a Periods in Maestro. You will see a grid display similar to the image below.

Periods Image.png

Columns Defined:

Id - system identification number for the entry.

Name - the name given to the period by the Organization.

Code - the code given to the period by the Organization.

On - days the Period meets.

From - the time the period starts.

To - the time the period ends.

Bell Ring - the bell schedule assigned to the period.

19.7.4. Cases

Maestro’s Case Management feature was built to track and manage student referrals and requests in the process of connecting them to the support services and resources they need. The Case Management module centralizes case data for all students and allows secure collaboration for processing, monitoring, and assisting students as needed. The Cases area can be molded to fit your institution's needs.

*Note: This area of Maestro is customizable to fit your school's needs.

Cases Setup

There are currently ten areas of Case Setup in Maestro:

Case Setup Image.png

Types

Click on the Types tab to enter new case types. In this area, you will find a grid for data entry. As you fill the rows, Maestro will automatically add additional blank rows, if needed. See the image below for reference & some possible examples.

Case Type Pic.png

Columns Defined:

Sel - click here to associate a group and the access permission for the group.

ID - Maestro assigned ID for the line item.

Name - enter a name for the type.

Code - enter a code associated with the entry type as defined by an outside agencies or entity.

Client Code - enter a code associated with the entry type as defined by your institution.

Description - a detailed description of the entry type.

Tooltip - a short description that appears when the end user mouses over the field, usually used to give a usage hint.

System - checking this column make the entry type a system setting and limits capability to delete the type.

Active - makes the entry type active in the system. If set to active only, this type can be deleted.

fi - image chosen to represent the entry type in the system.

Icon - the name of the icon chosen to represent the entry type in the system.

Del - click the icon in this column will delete the entry type unless the type is set to system.

*Note: When done adding your Types, remember to click Save.

Priorities

Click on the Priorities tab to enter case priority statuses as designated by your institution. In this area, you will find a grid for data entry. As you fill the rows, Maestro will automatically add additional blank rows, if needed. See the image below for reference & some possible examples.

*Note: When done adding your Types, remember to click Save.

Resources

Click on the Resources tab to enter new resources to associate with case requests. In this area, you will find a grid for data entry. As you fill the rows, Maestro will automatically add additional blank rows, if needed. See the image below for reference & some possible examples.

Resources image.png

*Note: When done adding your Types, remember to click Save.

Reasons

Click on the Reasons tab to enter new reasons for a case request. In this area, you will find a grid for data entry. As you fill the rows, Maestro will automatically add additional blank rows, if needed. See the image below for reference & some possible examples.

*Note: When done adding your Types, remember to click Save.

Issues

Click on the Issues tab to enter new issues to associate to case requests. In this area, you will find a grid for data entry. As you fill the rows, Maestro will automatically add additional blank rows, if needed. See the image below for reference & some possible examples.

*Note: When done adding your Types, remember to click Save.

Actions

Click on the Actions tab to enter new actions to associate to case requests. In this area, you will find a grid for data entry. As you fill the rows, Maestro will automatically add additional blank rows, if needed. See the image below for reference & some possible examples.

Status

Click on the Status tab to enter new case statuses. In this area, you will find a grid for data entry. As you fill the rows, Maestro will automatically add additional blank rows, if needed. See the image below for reference & some possible examples.

Status Transitions

Click on the Status Transitions tab to enter new status transitions for a case request. In this area, you will find a grid for data entry. As you fill the rows, Maestro will automatically add additional blank rows, if needed. See the image below for reference & some possible examples. Case Statuses are pulled from what was entered on the Status tab.

Image ST-1

Status Transitions.png

Transitions are setup here by clicking the next to Add Transition. In the From Status: drop-down select a status from the status entries, then select a To Status from the drop-down and give a detail description of your transition. Then click Ok.

Add Trans Image.png

Status Transitions can have multiple transitions. In image ST-1, notice 1-4 have the same FrS (1002) number and the associated ToS column numbers are different.

A use case scenario could be that the case requires 4 phases, Complete-01, Complete-02, Evaluation and Case Closed. The student returned documentation (Complete-01), the student complete tutoring requirements (Complete-02), the student is in an evaluation period (Evaluation), all requirements completed (Case Closed).

Available Icons

When setting up your entries in the above-mentioned areas, you have the ability to assign an icon to represent your entry in the system. To do so, enter the icon name in the icon column of your entry. after clicking Save, you should see the icon appear in the fi column for your entry.

Available Colors

When setting up your entries in the above mentioned areas, you have the ability to assign a color to your icon. To do so, enter the color name preceded by a tilde in the icon column of your entry (ex. beer fa-lg ~red). Then click Save, you should see the icon appear in the designated color in the fi column for your entry.

19.7.5. Certifications Setup

From this screen the user can create academic degrees, certificates and majors that faculty members can claim as credentials. To create a certification, click the Add icon . Once the template Add Certificate Degree template opens, fill out the required fields marked in yellow, add a Client Code and Description if desired, and click Save. The degrees and majors created here will populate drop-down lists on the certification form to associate these certifications with faculty in your organization.

To edit or delete an existing certification, click the link in the Name column.

19.7.6. Client Tables

This page allows users to edit a table that is a data source for an extension field. To edit an existing client table, click on the id of the table of interest. You may edit that table's name or any of the row data including its value, code and description. You may also add to the table by clicking the "add rows" drop-down field and selecting the number of new rows you'd like to add. When done, click "save."

If you have been trained to add extension fields, you may want to add a new data source in the form of a client table. To do so, click on the plus icon below the grid. Fill out the table name, add the desired amount of rows and click save.

19.7.7. Course Types

This page allows users to create course types for more precise filtering of courses. To create a new course type, click the Add icon below the grid. Enter the information into the Add Course Type form, and click Save. The newly created course type will be saved in the grid, as well as populate a drop-down menu on the Add Course form.

19.7.8. Departments

The Departments grid lists the curricular departments- usually based on educational subject area- that have been set up for your organization. A department may be set to Active or Inactive, and optionally can have a Department Head. Clicking on a Department Name opens its edit template. Create a new department by clicking the Add icon in the icon cluster. A department head may be added once the basic template has been saved. Once saved, click on the name of the department to view the ability to add a Department Head. Additionally, you will be able to associate teachers to a department.

A course can be associated to a department; this is done from the Edit Course screen at Course Home. A Plan of Study Group can also be associated to a Department.

Your Reports Module includes the standard reports: Enrollments by Department and Enrollments by Department and Teachers. These reports categorize your data for analysis by department.

19.7.9. Document Requirements

The Document Requirements setup is used to configure requirements for documents that must be completed by a particular set of users, for example; documents that must be completed by applicants before enrollment. From here, the user can establish requirements for any organization at any level – individual school, district-wide, or system-wide. Two kinds of document requirements can be created: forms that originate in Maestro; which applicants can download, complete, and then upload to Maestro and documents that originate elsewhere; which applicants must obtain and then upload to Maestro.

The requirements established from the setup screens will appear in the Required Documents grid on student application pages:

The Uploadicon indicates that a document will need to be uploaded by front-end users. The Document View icon indicates a form that was created within Maestro that can be filled out by a front-end user.

19.7.9.1. Add a Document Requirement

From the Document Requirements screen, click the Add icon located just beneath the grid. When the Add Document Requirement Template opens, select the Document Requirement Type from the drop-down menu and enter a name for the requirement. The Organization will default to the highest level to which the user has access – in this example, a state-level program. To associate the new requirement with a lower organization level, click the Organization drop-down:

Selecting an organization from the drop-down will cause that organization's file folders to display in the panel below.

If this requirement will have no associated file for users to download: click Save to create the requirement without an associated file.

If this requirement will have an associated file and the file has already been uploaded to the organization's document server, find that document in the Select File grid and check the box under the Sel column corresponding to that file.

If this requirement will have an associated file, but the file has not been uploaded to the organization's document server: click Upload File to open the Upload File pop-up. Choose the file by clicking the Choose File button. Once the file has been uploaded, find that document in the Select File grid and check the box under the Sel column next to the file you uploaded.

Once the file has been associated enter a description if desired, and click Save to create the document requirement.

To edit an existing document requirement, click the name of document to open the Edit Document Requirement form.

19.7.10. Employment

The Employment area of Maestro can be used to track student employments and associated information to assist with Work Study Programs, Internships, Work Release Programs, Post Graduate or any other work related program. The following image shows the setup areas of the Employment module.

Job Industry Types - displays a grid list of current Job Industry Types defined by your organization. As you fill the rows, upon clicking Save, Maestro will automatically add new rows to the bottom of the grid. The following image contains examples of possible settings.

Job Indust Type image.png

Columns defined:

Name - the name you give the industry type.

Code - the code defined by external standards for the industry type.

Client Code - the code defined by your school or program director.

Description - detailed description of the Job Type Industry.

Tool tip - brief description assign by you that appears when this filed is moused over, provides a hint of what the entry needs to be.

System - checking this box will make the option part of the system settings and removed the ability to delete. Only Maestro Developers can check this box.

Active - makes the entry appear in associated areas for use within Maestro.

fi - displays the icon you selected to represent this item within Maestro. You may assign a color by adding a space after the name followed by a tilde then the color name. Example: cc-visa ~blue

Icon - enter the icon name here that you wish to use. You'll find a list of icons under the Available Icons drop-down.

Job Profession Types - displays a grid with possible Job Profession Types define by your organization. As you fill the rows, upon clicking Save, Maestro will automatically add new rows to the bottom of the grid. The following image contains examples of possible settings.

Job Profession Types.png

Job Challenge Types - displays a grid list of entries defined by your organization for Job Challenges. As you fill the rows, upon clicking Save, Maestro will automatically add new rows to the bottom of the grid. The following image contains examples of possible settings.

Screenshot 2023-09-01 at 1.41.22 PM.png

Job Situation Types - displays a grid list of entries defined by your organization for Job Situations. As you fill the rows, upon clicking Save, Maestro will automatically add new rows to the bottom of the grid. The following image contains examples of possible settings.

Job Situation Types Image.png

Job Event Types - displays a grid list of entries defined by your organization for Job Events. As you fill the rows, upon clicking Save, Maestro will automatically add new rows to the bottom of the grid. The following image contains examples of possible settings.

Job Events image.png

Job Salary Intervals - displays a grid list of entries based on possible pay schedules of employers. As you fill the rows, upon clicking Save, Maestro will automatically add new rows to the bottom of the grid. The following image contains examples of possible settings.

Salary Intevals image.png

Job Statuses - displays a grid list of entries defined by your organization for Job Statuses. As you fill the rows, upon clicking Save, Maestro will automatically add new rows to the bottom of the grid. The following image contains examples of possible settings.

Job Status image.png

Available Icons - a grid list of Maestro icons you may use to represent an entry. Copy and paste or type name in the icon name column to assign.

Color Names - a list of colors that can be applied to the assigned icon. To set a color for your icon, enter a space after the name followed by a tilde, then the color name. Ex: address-book-o ~yellow

19.7.11. Enrollment Certificates

To create an enrollment certificate, click the Add icon below the grid. Once the Add Certificate form appears, enter the certificate name, select the organization from the cascading organizational drop-down and click the Upload File button to launch the Upload File pop-up. Click the Choose File button, find the certificate file, and select to attach the certificate. Once uploaded, select the file in the Select File grid by clicking the corresponding check box, add comments if desired, and click Save . You will now see this certificate in the Enrollment Certificates grid and within the Certificates drop-down menu when creating a section.

19.7.12. External Links

This screen enables back-end admin users to set up & control the display of external links for all users. Links can be set up per role, in addition to Organization. To add a new external link, click the Add icon below the grid.

External links display below the left menu pane on the UI.

19.7.13. External Tests

The Top grid holds the specific tests and the bottom grid displays the test categories. To add either a type or a category, click the Add icon below either grid and the add template will appear. Enter the required information and, if desired, a description, and click the Save button.

Once an external test type is set up from this screen, scores from a test instance can be recorded for a student record, working from the External Tests page within the Academic menu of a Student's Home page (Students Module > Select Student > Academic left menu > External Tests).

Users can create categories for individual components, or sub-tests, under the main test type. When adding an External Test Category, there is a drop-down to select the test type to associate. Please note that a score can be entered for the main External Test Type and each of its categories on the student record.

19.7.14. Grade Level

This page gives users the ability to create grade levels to match organizational rules and associate students and courses to a grade level. To create a grade level, select the Add icon below the grid. Enter the information, and click the Save button.

19.7.15. Grading Scale

This page houses all grading scale information for your organization. The top grid shows all of the current grading scales and the bottom grid shows all of the grade scale levels. Users have the flexibility to create any variety of grading scale with options for naming your grade, setting a numerical range for each grade, assigning GPA values, etc.

To create pass or fail grade scale, click the Add icon below the Grading Scales grid. Set the name of the grading scale (ex: pass/fail) and Save button.

To create a grading scale level within any Grading Scale category, click the Add icon below the Grading Scale Levels grid (bottom grid). Enter the desired information in the Add Grading Scale form, and click the Save button.

For example, in a pass/fail grading scale scenario, you will need to create two grade categories: pass and fail. Set the Section Grading Scale to Pass/Fail, Name to Pass, Code to Pass, Low to the lowest grade the student can score to receive this grade (60.0), High to the highest grade the student can score to receive this grade (100.0). Users can set the grade points that students will receive with each category using the GPA fields. There are unweighted and weighted options.

To create a section where the final grade is Pass or Fail, using the new grading scale, go to the Section module, click the Add icon and set Final Grade Type to Pass-Fail and Grading Scale to Pass/Fail.

19.7.16. Group Associations

This page allows users to associate two groups of users to each other. For example, all ninth grade students can be associated to a group of coaches or counselors instead of assigning individually. The Groups are created in their respective areas via their link. Example: Student Groups are created by clicking the Students link and using the toolbar to create a group.

To create a group association, click the Add icon below the grid. You should see a screen similar to the image below.

Group Assoc Expl image.png

In the Add Group Association form you will see two groups of identical menus. The top two menus correspond to the first group, and the second two menus, a second group. Choose a Group Type for each, and depending on the type selected, choose from the Group menus. Enter a description if desired, and click the Save button.

To delete an established association, click the link in the Id number in the Id column, on the pop-up modal, click Delete. You should see a screen similar to the image below.

Id Modal to Delete.png

Uses for Group Associations:

Assigning a large group of student to several Counselor instead of assigning each student to 3 counselors one at a time.
Assigning a sports team to a group of coaches.
Assigning a group of Coach/Mentors to groups of students.
A tutor or group of tutors to a section or multiple sections.

Group Associations is an additional and flexible way to organize groups.

19.7.17. Help Videos

This page gives users the ability to add or edit video names, source URL, description, and user role permissions for the instructional videos found in the Home module.

To add a new help video, click the Add icon below the grid. In the Add Maestro Video form, enter name, code, and URL information, add a description if desired, and click the Save button. To setup user role permissions, once the video has been added to the system, click the link under the Name column in the video record to launch the Edit Maestro Video template. Use the checkboxes on the bottom of the form to select or deselect user roles. Setting this will determine which role will be able to view that particular help video.

19.7.18. Health

This link is where the Health Settings that appear throughout Maestro are configured. There are currently ten configuration areas: Condition Types, Conditions, Medication Types, Medications, Procedure Types, Procedures, Office Visit Types, Visit Outcome Types, Screening Types and Screening Outcome Types. After clicking the link you should see the Health Settings page, similar to the image below. The data grid columns displayed will correspond to the selected tab and the associated options.

Health Settings Page Image.png

Toolbar Defined

Condition Types

Condition Types - Click this tab to create the Conditions Types such as Allergies, Cancer, Oral, Mental etc. The image below shows a Condition Type entry form.

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Is System - checking this box will make this entry a System entry and cannot be deleted from in grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Condition Type.

Code - enter the code used by medical institutions to identify the Condition Type.

Client Code - enter a code used by your organization to identify the Condition Type.

Icon - select an icon to represent the Condition Type throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Condition Type is displayed for reference.

Description - enter a detailed description of the Condition Type.

Conditions

Conditions - click this tab to define specific Conditions. The image below shows a Conditions entry form. In the first area you will start by selecting an associated Condition Type, then proceed with filling the form with the specific condition details.

Create Conditions.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Condition Type - click the link to select an associated Condition Type category.

Is System - checking this box will make this entry a System entry and cannot be deleted from the grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Conditions.

Code - enter the code used by medical institutions to identify the Conditions.

Client Code - enter a code used by your organization to identify the Conditions.

Icon - select an icon to represent the Condition throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Condition is displayed for reference.

Description - enter a detailed description of the Condition.

Medication Types

Medication Types - click this tab to define specific Medication Types. The image below shows a Medication Types entry form. Click the Add icon to create a new Medication Type, then proceed with filling the form with the specific Medication Type detail.

Medication Type Image.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Is System - checking this box will make this entry a System entry and cannot be deleted from the grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Medication Type.

Code - enter the code used by medical institutions to identify the Medication Type.

Client Code - enter a code used by your organization to identify the Medication Type.

Icon - select an icon to represent the Medication Types throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Medication Type is displayed for reference.

Description - enter a detailed description of the Medication Type.

Medications

Medications - click this tab to define specific Medications. Click the Add icon to create a new Medication Type, then proceed with filling the form with the specific Medication Type detail. The image below shows a Medication entry form.

Medication Enrty Form Image.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Medication Type - click the link to select an associated Medication Type category.

Is System - checking this box will make this entry a System entry and cannot be deleted from the grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Medication.

Code - enter the code used by medical institutions to identify the Medication.

Client Code - enter a code used by your organization to identify the Medication.

Icon - select an icon to represent the Medication throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Medication is displayed for reference.

Description - enter a detailed description of the Medication.

Procedure Type

Procedure Type - click this tab to define specific Procedure Type. Click the Add icon to create a new Procedure Type, then proceed with filling the form with the specific Procedure Type detail. The image below shows a Procedure Type entry form.

Procedure Type.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Is System - checking this box will make this entry a System entry and cannot be deleted from the grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Procedure Type.

Code - enter the code used by medical institutions to identify the Procedure Type.

Client Code - enter a code used by your organization to identify the Procedure Type.

Icon - select an icon to represent the Procedure Type throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Procedure Type is displayed for reference.

Description - enter a detailed description of the Procedure Type.

Procedures

Procedures - click this tab to define specific Procedures. Click the Add icon to create a new Procedures, then proceed with filling the form with the specific Procedures detail. The image below shows a Procedures entry form.

Procedure ENtry Form Image.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Procedures Type - click the link to select an associated Procedure category.

Is System - checking this box will make this entry a System entry and cannot be deleted from the grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Procedure.

Code - enter the code used by medical institutions to identify the Procedure.

Client Code - enter a code used by your organization to identify the Procedure.

Icon - select an icon to represent the Procedure throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Procedure is displayed for reference.

Description - enter a detailed description of the Procedure.

Office Visit Types

Office Visit Types - click this tab to define specific Office Visit Types. Click the Add icon to create a new Office Visit Types, then proceed with filling the form with the specific Office Visit Types detail. The image below shows a Office Visit Types entry form.

Office Visit Types Image.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Is System - checking this box will make this entry a System entry and cannot be deleted from the grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Office Visit Type.

Code - enter the code used by medical institutions to identify the Office Visit Type.

Client Code - enter a code used by your organization to identify the Office Visit Type.

Icon - select an icon to represent the Office Visit Type throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Office Visit Type is displayed for reference.

Description - enter a detailed description of the Office Visit Type.

Visit Outcome Types

Visit Outcome Types - click this tab to define specific Office Visit Types. Click the Add icon to create a new Visit Outcome Types, then proceed with filling the form with the specific Visit Outcome Types detail. The image below shows a Visit Outcome Types entry form.

Office Outcome Type.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Name - the name your organization will give the Visit Outcome Types.

Code - enter the code used by medical institutions to identify the Visit Outcome Types.

Client Code - enter a code used by your organization to identify the Visit Outcome Types.

Icon - select an icon to represent the Visit Outcome Types throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Visit Outcome Types is displayed for reference.

Description - enter a detailed description of the Visit Outcome Types.

Screening Types

Screening Types - click this tab to define specific Screening Types. Click the Add icon to create a new Screening Types, then proceed with filling the form with the specific Screening Types detail. The image below shows a Screening Types entry form.

Screening Type Entry Form Image.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Is System - checking this box will make this entry a System entry and cannot be deleted from the grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Screening Type.

Code - enter the code used by medical institutions to identify the Screening Type.

Client Code - enter a code used by your organization to identify the Screening Type.

Icon - select an icon to represent the Screening Type throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Screening Type is displayed for reference.

Description - enter a detailed description of the Screening Type.

Screening Outcome Type

Screening Outcome - click this tab to define specific Screening Outcome. Click the Add icon to create a new Screening Outcome, then proceed with filling the form with the specific Screening Outcome detail. The image below shows a Screening Outcome entry form.

Screening Outcome Type.png

Note: fields with an asterisk* denotes mandatory fields and must be populated to create the entry.

Is System - checking this box will make this entry a System entry and cannot be deleted from the grid display.

Is Active - checking this box make the entry active in Maestro.

Name - the name your organization will give the Screening Outcome.

Code - enter the code used by medical institutions to identify the Screening Outcome.

Client Code - enter a code used by your organization to identify the Screening Outcome.

Icon - select an icon to represent the Screening Outcome throughout Maestro.

Tooltip - enter a short description that display to end users when mouse over this field.

Url - enter a URL where information about this Screening Outcome is displayed for reference.

Description - enter a detailed description of the Screening Outcome.

19.7.19. Ledger Items

This grid contains default automated ledger items that automatically generate an invoice upon a user's action. To edit the fee amount, click the fee name link under the Name column. Edit the current amount and click the Save button.

19.7.20. LMS

This page is used to set up and view the name of each LMS used by your organization. The configuration settings for the LMS/SIS interface, however, are not found here, but in the LMS Vendor page and in pages visible only to BocaVox developers.

To add an LMS, click the Add icon , enter the name, code, and description if desired, and click Save.

19.7.21. LMS Vendor

The Vendors grid displays the import and export settings for each LMS vendor your program uses to deliver content (where applicable). These settings should only be edited by BocaVox.

19.7.22. Organization Table Types

Administrators can associate or disassociate table types per organization by accessing the Administration module and selecting the Organization Table Type option from the Setup menu. If you wish to have any of these table types to be per organization, please let us know in advance so that our team can flag those tables specifically for editing abilities. Additional training on this subject is highly recommended.

Below is a list of table types that are available to include/exclude from organizations:

Student Status
Student Type
Certification degrees
Certification Majors
External Links
External Test Types
External Test Category
EP Event Type
IEP Condition
Marking Periods

19.7.23. Parameters

The Parameters grid displays Maestro's parameters, current settings, and a description of each. This is the heart of the Maestro configuration for your organization. Many parameters are simple toggle switches that turn a function On or Off. These will be set to TRUE or FALSE (or, 1 or 0). Various other parameters are used to establish thresholds; trigger emails; store an email address, URL, or authorization code; and so on. In most cases, users will want to contact BocaVox if changes to a parameter are needed.

When contemplating changes, remember that your BocaVox representative is always available to help you with configuration. A user who is familiar with the parameters will have a better sense of the possibilities for fine-tuning Maestro's configuration to your operation.

The format for parameter names has an underscore between each word; for example, SHOW_COURSEREQUEST_REASON. Because parameter names display with an underline, the underscores are hidden when viewing the grid, where this parameter appears as SHOW_COURSEREQUEST_REASON. If you wish to filter by Name using a multiword parameter name, you will need to type an underscore between each word in your search string.

19.7.24. Programs

The Programs feature is used to define educational programs by academic level, audience, jurisdiction, or other criterion; and segregate students and course sections by program.

For example, an organization operating a K-12 school or schools could have one program for K-8 and another for 9-12. Other examples include State Agency, Professional Development, Undergraduate, and Graduate. The programs created in Maestro are completely customizable for each BocaVox client.

Once programs are established, each student and each course section can be associated to a program. Maestro uses this dual association to validate enrollment attempts – ensuring that an elementary student cannot be enrolled in a high school course, for example. (A full list of enrollment validation criteria can be seen in Appendix C).

A new program can be created by clicking the Add icon above the grid. Define the program name and status, complete the additional fields if desired, and click the Save button. To edit an existing program, click the link under the Name column.

19.7.25. School Year/Term/Marking Period

19.7.25.1. School Year

This feature enables users to define one or more school years. To create a new school year, click the Add icon . In the Add School Year pop-up form, define the school year name, select an organization from the cascading organization drop-down menu, select start and end dates, enter Code, Target Attendance Hours, and Description if desired, and click the Save button.

Existing School Years and Marking Periods will display in a grid. Click the link in the School Year column to edit the School Year or Marking Period.

19.7.25.2. Terms

Here users can set up terms and edit existing ones. The Terms feature is very flexible and will accommodate traditional semesters, quarters, trimesters, or other preferred interval. Rolling Enrollment terms for online schools are also supported. This accommodates sections that have a rolling start date and a duration determined by the day's value set from the Section Home page.

Click on a term's Name to open its edit template. To create a new term, click the Add icon below the grid. These templates have fields additional to those appearing in the grid, that enable the user to set a registration window as well as an enrollment window for the term. These are optional fields.

On the Edit Term template, each field displays the Audit icon , which can be clicked to open the Audit History for that item. The Audit History lists all changes made to the field, the type of change, and the User ID of the person who made the change.

19.7.25.3. Marking Periods

This feature enables users to define Marking Periods within each School Year. To create a new marking period, click the Add icon . In the Add Marking Period pop-up form, define the school year, marking period name, start and end dates, enter a description if desired, and click the Save button. If the desired school year is not available, navigate to the School Year page.

Existing School Years and Marking Periods will display in a grid. Click the link in the Marking Period column to edit the School Year or Marking Period.

19.7.26. Security Questions

Security questions to display on the front-end 'Create Account' page can be added here. We've added a couple for you as a default, but don't forget to add your own! To create a new security questions, click the Add icon below the grid.

19.8. Scheduling Menu

19.8.1. Classroom Scheduling

This feature enables site-based schools to schedule class events into particular facilities on a one-time or recurring basis.

*See the video Classroom Scheduling for complete walk through.

19.9. LMS Integration Menu

Each sub-menu item within the LMS Integration menu provides specific information regarding your LMS integration. All five pages contain grids that display statistics used to troubleshoot or audit LMS data exchange between Maestro and your LMS. This menu includes 4 export tables (Users, Sections, Enrollments, Courses) and Data Import.

Depending on the LMS, Maestro can export courses, sections, users (students and faculty), and enrollments. Maestro can import assignments, grades, and time spent in LMS (in minutes).

19.10. Lockers Menu

The Lockers menu is used to create new locks, lockers and locker locations in the system; to assign locks to lockers; and assign lockers to students.

19.10.1. Lock List

This grid displays all locks that have been distributed. To open the template for adding a new item, click the Add icon below the grid. Enter the required information, including organization, and any other desired information, then click the Save button.

If using a combination lock, up to five combinations can be entered, and any one of these can be set as the active combination.

The Serial field becomes the unique lock ID that can be associated to a locker. (This is done in the Add/Edit Locker template, where the lock choices appear as Id numbers in the Lock drop-down list).

Adding a locker, or locker location, is done by completing a similar template form.

19.10.2. Locker List

This page displays a grid containing all lockers that have been previously created in the system. Both assigned and unassigned lockers will be displayed. The number in the Assigned To column is the number of students assigned to that locker. Sorting by Assigned To will quickly bring all the unassigned lockers to the top of the list. These will display a zero in that column, with Locker Status 'Available.'

To add a new locker to the system, click the Add icon below the grid. In the Add Locker template, enter the required information including locker number, organization association, etc. Enter any desired non-required information and click the Save button.

19.10.3. Locker Location List

The Locker Locations grid contains a list of all previously created areas that contain lockers on your campus. By creating a locker location, you can associate lockers to these locations when creating lockers on the Locker List page.

To create a new location, click the Add icon below the grid. Fill out the Add Locker Location pop-up form and click the Save button.

19.10.4. Associations

Clicking on Associations in the left menu opens the utility for assigning lockers to students. On this page, the left grid lists students while the right grid lists available lockers. (Maestro allows more than one student to be assigned to the same locker, and allows a student to have more than one locker assigned).

To assign a locker to a user:

Select a Start Date for the assignment from the drop-down above the grids
Select an End Date. This is optional; however, if left blank it cannot be added later. The assignment would need to be deleted and re-entered.
In the grid on the left, select one or more students using the checkboxes
In the grid on the right, select one or more lockers using the checkboxes
To assign the selected students to the selected lockers in matching order, click the Assign icon
To assign the selected students to the selected lockers in random order (shuffle), click the Assign Random icon

When lockers are assigned, the user will see a confirmation message, and each student's Home page will now display the locker number as a link.

The List tab displays a grid with a list of all active locker associations. Click on a locker's number to open the Add/Edit template. This screen has three sections:

The top section displays the locker's properties (such as Locker Type) and its associations (such as Organization and Lock). These can be edited from this screen.

In the middle of the page is the Assign Locker section, where the user can select any student and assign this locker to him/her.

At the lower portion of the screen is a grid that lists all students currently assigned to this locker. In the list, the student name is a link to that student's Home page. Clicking the Delete icon will un-assign the student from this locker. If a student is unassigned from a locker and no other students are currently assigned to it, its status will automatically change to 'Available.'

Students cannot be transferred from one locker to another. To change a locker assignment, the student's current assignment must be deleted from this screen. Then, go to the Add/Edit Template of the desired new locker, or work from the Associations screen, to create a new assignment.

19.11. Discipline Menu

The Discipline area has two artifacts areas to setup, Outcome and Offense. For a guide on how to use the Discipline feature, see Discipline in the Student guide.

19.11.1. Outcome List

This page displays a grid containing the list of possible outcomes for a disciplinary offense. To create a new outcome, click the Add icon below the grid. In the Add Discipline Outcome pop-up form, enter the required information including the organization, add a description if desired, and click the Save button.

19.11.2. Offense List

This page displays a grid containing the list of disciplinary offenses. To create a new offense, click the Add icon below the grid. In the Add Discipline Offense pop-up form, enter the required information including the organization, add a description if desired, and click the Save button.

19.12. Plan of Study

19.12.1. List

A Plan of Study (POS) is a complete set of graduation requirements. The POS defines which academic study areas are needed to graduate, and the number of credit hours that must be earned in each area.

In Maestro, the POS feature can be used to create, store and display multiple sets of graduation requirements. There are a number of different scenarios where this would be needed:

Organizations whose students study along different tracks leading to a specialized credential or exit status. (Examples at the secondary level could include standard diploma, college prep, career track, adult/GED).
Organizations whose participating schools/districts have differing requirements
Organizations offering some combination of programs at elementary, secondary and/or higher education levels.

To create a new POS, click the Add icon below the grid to open the Add Plan of Study form. Choose the organizational association using the cascading organization drop-down, enter the name, select whether the POS will be active in the system, add a description if desired, and click the Save button.

Your new POS has been created and will appear in the list. To edit an existing POS, click a link under the Name column. The Edit Template allows you to immediately add POS groups to your new POS, or add courses to your new POS Group. We will discuss POS groups in the next section.

Once a POS is created it can be associated with a student as long as the student is within the same organization chain as the POS. To associate a POS with an Organization, click the name of the POS in the grid, and click on the "Create Associated Plan of Studies for Organizations" tab. Select the organization you was to associate to this POS and click the arrow to move it over to the right grid.

As you can see, the POS was automatically associated to the top level organization because that is where it was created. Now, the POS is associated with Maestro Academy as well and those students will be listed under the "Associate Students to Plan of Study" tab. Student POS associations can also be created in the Plans of Study page under the Academic menu on a Student's Home.

Note that Maestro does not recognize course sequencing requirements. For example: if a school's Plan of Study has a requirement for three years of foreign language study, but the rules stipulate that at least two years must consist of a consecutive sequence in the same language, this cannot be evaluated or enforced by Maestro. However Maestro does provide notes, description fields, and course descriptions that can be used to communicate such rules to users.

19.12.2. Plan of Study Groups

Each Plan of Study (POS) is composed of one or more course clusters, called Plan of Study Groups. Each group represents one academic area such as Mathematics or Electives. Each POS Group will include every course that can be applied toward earning the total number of credit hours required for that area of study.

To create a POS group, click the Add icon below the grid. In the Add Plan of Study Group template, give the POS Group a name, define the required amount of credit hours needed, enter a description if desired, and click the Save button.

To associate courses to a POS group, or to edit an existing POS group; click the links under the Name column. New course associations can be created by clicking the Add icon below the grid. In the pop-up form, either select a course from the Associate to a Course drop-down menu to choose a single course, or from the Associate to all Courses of a Selected Department drop-down menu to choose an entire departments worth of courses at once. When complete, click the Save button.

19.12.2.1. Transfer Credits from on POS Group to Another

If you want to transfer the credits of a completed enrollment from one Plan of Study (POS) group to another (example: Physical Education to Elective) follow the steps below.

1. Go to the Student’s Plans of Study (POS) page, click on the student’s associated POS, and click the icon to individualize this POS for this student.

The student’s POS gets individualized.

2. To transfer the completed enrollment “00783: Hockey Club” from POS Group Physical Education to POS Group Electives, click on the Transfer icon of the current POS group (in this case, Physical Education).

3. In the Transfer modal, select the enrollment on the left and select the new POS group that the enrollment is being transferred to on the right, and click the arrow to make the association.

After the Transfer modal is closed, you will see that the enrollment and its credits are transferred to the Electives group.

19.13. Competency

Competency is a licensed feature. Contact BocaVox for more information!

If your organization is licensed for Competency, see the Competency User Guide.

Maestro’s Competency feature allows educators to:

Import standards and define the desired level of competency using an outcome
grading scale
Associate assignments to rubrics, with specific outcomes and objectives
View student advancement toward mastery in real time
Improve student engagement with relevant material and particular career paths
Assign grades based on mastery level
Automatically assess rubric mastery based on section assignment grades. The
mastery is correlated to the grades based on the rubric grading scale
Automatically generate lesson plans for a section based on the outcomes and
rubrics associated to it.

20 - Ledger

20.1. Ledger Overview

Maestro provides a robust accounting ledger to generate invoices per organization or user type, securely process payments, track payment history, and create financial reports. Payment processing can be supported by integration with a third–party payment gateway so users can make payments without ever leaving the system.

NOTE: Ledger exists on both the back-end admin portal (organization, student, application, & administration modules) & the front-end portal (student, applicant, and guardian).

20.1.1. Roles & Access Levels

Top-level Admin users see all ledger data for their entire organization including: receivables, payables, invoices, purchase orders, purchase order requests, payments made, payments received and totals.
School-level users who have been granted ledger permissions will only see ledger items for their specific school.
Students will see only their own financial information through the student portal. They will be able to see information such as course requests, course request approvals, payment statuses and payment history; as well as any due date information and delinquent/service fees.
Guardians can see financial information for all of their children through the Guardian portal.

20.1.2. Organizational Ledger

The top-level organization manages a consolidated ledger across all organizations to keep track of all charges, credits, and payments created within the organizational hierarchy. To access the top-level organization ledger, go to the Organization Home page & select Ledger from the left menu.

Use the tabs to toggle between Ledger, Receivables, Payables, Payments Made, Payments Received, Purchase Orders Received, and Purchase Orders Requested; showing only one type of record at a time. The current ledger balance is displayed above the grid. See Section 20.3. for Ledger Tab Overview.

20.2. Administration Portal Ledger Functionality

20.2.1. Account Banks

20.2.1.1. Payment Types

On the Edit Account Bank modal, you can set the payment types available to the selected user/organization by setting the appropriate value for the following fields:

Can Pay Cash
Can Pay Check
Can Pay Money Order

20.2.2. Fee Schedule Types

To create a new fee schedule, click the plus icon below the grid. Enter the information into the Add Fee Schedule Type form, and click Save.

20.2.2.1. Application Fees

To apply an application fee to a specific organization, first you need to create the application fee schedule type. Then go to the Organization home page > Fee Schedule. Select the plus icon below the grid. Select the Application Fee Schedule Type, select an Organization to apply the fee to, enter the dollar amount & all other required fields, then Save.

Make sure the organization selected can accept applications and that it doesn't pay for students. Now when an application is submitted to this organization, the application ledger will automatically generate an invoice for the application fee.

20.2.2.2. Late Payment Fees

You can define a fixed amount (V) or a percentage (P) to be charged as a late fee associated with each invoice. The charge can incur one time (1), daily (D), weekly(W), Monthly(M) or Yearly(Y), starting a number of days past either CREATED, DUE or DELINQUENT dates. In this example: V25:W:DELIQUENT+0|V100:0:DELIQUENT+100|P0.05:M:DUE+30 there are 3 cumulative late fee charges: The first block represents a fixed late fee of $25 charged weekly after the delinquent date for each invoice that is delinquent. The second block corresponds to a single late charge payment of $100 to be paid 100 days after delinquent date. The third block corresponds to a late fee charged as a percentage (5% which is displayed as "0.05" of the invoice charged monthly starting on the invoice due date plus 30 days. An admin has access to this param in Administration module => Parameters => LATE_PAYMENT_FEE name.

20.2.3. Payment Plans

20.2.4. Discounts

To add a discount to an invoice, select the "Receivables" tab on the Organization Ledger grid. Select the invoice number to edit. Select the Plus icon to add an invoice item. In the 'Item Price' field enter the discount amount following a minus or negative sign (ex: to apply a $10 discount, input the value -10.00) and click Save.

20.3. Ledger Tab Overview

20.3.1. Ledger Tab

The Ledger tab displays all transactions (debit and credit) performed within the selected organization or user account. Each charge or credit is a record in the list; click the record to view or edit the full ledger entry for that transaction. Grid records are ordered chronologically & ledger data can be sorted or filtered by any criteria.

20.3.2. Receivables Tab

The Receivables tab displays all invoices that have been issued by the Organization. Using the "Displaying" dropdown above the grid, users can view charges in different statuses. For example, all charges that are due now or in the future, all charges that are paid, all charges that are voided, etc.

20.3.3. Payables Tab

The Payables tab displays all invoices that are to be paid by the selected Organization or Student. Using the "Displaying" dropdown above the grid, users can view charges in different statuses. For example, all charges that are due now or in the future, all charges that are paid, all charges that are voided, etc.

20.3.4. Paid Tab

The Paid tab displays all payments that have been made by the selected Organization or Student.

20.3.5. Received Tab

The Received tab displays all payments that have been received by the selected Organization or Student.

20.3.6. PO Received Tab

The PO Received tab displays all purchase orders that have been received by the selected Organization or Student but have not yet been invoiced. Purchase orders are created in "pending" status by default. Once the PO is invoiced, the status will be set to "invoiced" and the invoices will be created & accessed via the Receivables tab.

20.3.7. PO Requested Tab

The PO Requested tab displays all purchase orders that have been requested by the selected Organization or Student but have not yet been invoiced.

20.4. Ledger Buttons

20.4.1. Invoice

To create a new invoice, select the Invoice button above the ledger grid. On the 'Add Account Invoice' pop-up modal, select a Payer. Payer can be an individual user account, a single organization, or you can bulk invoice several users that belong to a certain group or section. Enter the required values such as Charge Date & Due Date (marked by an asterisk) and add invoice items by clicking the plus icon above the grid.

On the 'Add Account Invoice Item' pop-up modal, enter the required values such as Item Price, Quantity, and Memo & click the Save button. If you select a specific item type, the display will differ depending on the item type selected.

20.4.1.1. Invoice Item Type Overview

The following Invoice Item Types are available to select: Asset Item, Course, Course Drop Request, Course Request, Enrollment, Fee Schedule, Section.

When an Invoice Item Type is selected, the appropriate button will display to select a record from the system.

Once a record is selected, the Item Price field will be auto-populated with the value of the selected item. The Memo field will auto-populate as well, if applicable.

20.4.2. Transfer

To transfer funds, select the Transfer button above the ledger grid. On the 'Transfer' pop-up modal, select a payee (organization or user account) to receive the transferred credit. Select an amount to transfer and click Save.

20.4.3. Deposit

To deposit funds, select the Deposit button above the organization/student ledger grid. On the 'Deposit' pop-up modal, select the source of funds from the 'Payment Type' drop-down, enter a dollar amount, and Save.

NOTE: If the deposit button is not visible, you will need to update the organization or student's Account Bank to allow Deposits (see section XXX Administration module > Account banks).

20.4.4. Draft

The Draft button allows Admin users to withdraw funds from the organization/student ledger on the backend. You cannot withdraw more than the available balance on the account.

To withdraw funds, select the Draft button above the organization/student ledger grid. On the 'Withdraw' pop-up modal, select an amount to withdraw and click Save.

20.4.5. Refund

The Refund button allows Admin users to record a refund that was processed outside of Maestro. To enter a refund, select the Refund button above the organization/student ledger grid. On the 'External refund' pop-up modal, select the Payee & enter a dollar amount & Save. The amount will be credited to the Payee's account and immediately debited from it. A corresponding amount is debited from the Payer's account.

20.4.6. Redeem

The Redeem button allows Admin users to redeem account credit for an external payment that was processed outside of Maestro. To redeem account credit, select the Redeem button above the organization/student ledger grid. On the 'Redeem account credit' modal, select the redeeming user account, enter a dollar amount, and Save. Since an external payment was made, the amount will be debited from the redeeming account. The same amount is transferred to the current account and immediately debited.

20.4.7. PO

To create a new Purchase Order, select the PO button above the ledger grid. On the 'Add Account Purchase Order' pop-up modal, select a Customer. Customer can be an individual user account, a single organization, or you can create PO's in bulk for several users that belong to a certain group or section. The 'Payment Plan' drop-down field is used to associate a payment plan to the PO. Add purchase order items by clicking the plus icon above the grid.

On the 'Add Account Purchase Order Item' pop-up modal, enter the required values such as Item Price, Quantity, and Memo & click the Save button. If you select a specific item type, the display will differ depending on the item type selected. See Section 20.3.1.1. Invoice Item Type Overview.

*NOTE: Purchase orders are created in "pending" status by default. The 'PO Received' tab displays all purchase orders that have been received by the selected Organization or Student but have not yet been invoiced.

To invoice a PO, go to the 'PO Received' tab & select the Purchase Order to Edit. On the 'Edit Purchase Order' pop-up modal, verify all information is correct, and select the 'Create Invoice' button.

To Invoice several PO's in bulk, go to the 'PO Received' tab & select several PO's using the checkbox in the grid. Select the 'Invoice PO' button above the grid and adjust the Charge Date, Due Date, Delinquent Date fields then "Invoice" button.

Once the PO(s) is invoiced, the status will be set to "invoiced" and the invoices will be created & accessed via the Receivables tab.

20.4.8. Summary

The Summary button opens a pop-up modal with the ledger account summary.

20.4.9. Pay Invoices

The 'Pay Invoices' button allows you to pay all of the invoices on the Payables grid without the need to open each invoice individually to pay. You also have the option to pay some invoices instead of all, using the checkbox to select.

pay invoices.png

20.4.10. Partial Payment

To apply a partial payment to an invoice, go to the organization/user account ledger then go to the Receivables/Payables tab. Click on the invoice number to edit. On the 'Edit Invoice' pop-up modal, select the 'Pay Invoice' button.

On the ‘Pay Invoice’ modal, you can pay a partial amount by editing the number in the ‘Assignment Amount’ column directly on the grid. This will apply a partial payment to the invoice for the value defined. Select a Payment Type and Save.

20.4.11. Void Invoice

Invoices can be voided even if the payment was already made, and the funds will go back to the Payer's account balance. To void an invoice, go to the Receivables tab on the organizational ledger & select "all charges that are paid" on the Displaying dropdown. Click on the invoice number you want to void and hit the respective button. The amount will be immediately debited from the organization ledger & credited to the Payer's ledger. The Payer's account balance will be updated as well.

20.5. Student Portal Ledger Functionality

On the front-end Student Portal, students will see only their own financial information such as total amount due, payment history, due date information, and delinquent/service fees. Guardians will see financial information for all of their children in the Guardian Portal.

20.5.1. Course Requests

If a student requests a course with a fee associated, an invoice will be auto-generated upon approval of the course request.

20.5.2. Payment Processing

Process payments using cash, check, money order, and credit card. Maestro SIS integrates with most third-party payment gateways to accept secure, online credit card payments without ever leaving the system. In compliance with Payment Card Industry regulations, Maestro does not store credit card information to ensure all financial data remains secure. Active payment gateway integrations include: ACH, Authorize.net, Stripe, PayPal, & Elavon.

20.5.3. Dashboard Ledger Card

On the front-end Dashboard page, students will see a ledger card if there are pending charges on their account. Guardians will see a ledger card for each of their students / children (see image below).

20.5.3.1. Pay Button

The "Pay" button on the ledger card will open a pop-up modal to pay the outstanding charges.

20.5.3.2. Ledger Button

The "Ledger" button will open a pop-up modal displaying the Student account ledger.

20.5.4. Student Portal Ledger

The Student Portal Ledger page displays all invoices that are to be paid by the student. The total amount due will display above the ledger grid. Using the "Displaying" dropdown above the grid, students can view charges in different statuses. For example, all charges that are due now or in the future, all charges that are paid, etc.

20.5.4.1. Make a Payment

To make a payment, select the Invoice number on the ledger grid. On the pop-up modal, select the "Pay Invoice" button.

Pay invoice.png

On the 'Pay Invoice' modal, select the Payment Type from the drop-down and Select the Pay button.

NOTE: To allow additional payment types for the student on the front-end portal see Section 20.2.1.1. Payment Types

20.5.4.2. Coupons

Users can apply coupons to invoices using the Coupon button on the Invoice modal on the front-end and back-end portals. Entering an active coupon code will apply the appropriate discount & a memo will be added to the invoice. For more information on creating coupon codes for your organization. See Section 18. Payment Codes.

Table of Contents

1 - Introduction

Table of Contents

1.1. System Overview

1.2. Audience

1.3. User Accounts and Roles

1.4. Roles & Access Levels

1.5. About this Guide

1.5.1. Resolving Vantage Point Issues

1.5.2. Document Structure, Topic Order and Narrative Flow

Module Landing Page

Home Page (where applicable)

1.5.3. Links and Tooltips

1.5.4. Tips, Tricks and Caveats

1.6. Contacting Technical Support

1.7. Glossary of Terms

2 - User Interface

Table of Contents

2.1. Screen Layout

Header Icons

2.2. Modules

2.3. Grids, Lists & Records

2.3.1. Grid Layout

2.3.2. Grid Functional Elements

2.3.3. Hyperlinks in Lists

2.3.4. Functionality within Records

2.3.5. Icon Toolbar

2.3.5.1. Data Filtering on Grids

2.3.5.2. Exporting a List

2.3.5.3. Bulk Update

2.3.5.4. Groups

Group Icons

2.3.6. Grid Personalization

2.4. Dropdowns & Date Fields

2.4.1. Dropdowns

2.4.2. Date Fields

2.5. Home Page

2.5.1. Purpose and Definition

2.5.2. Layout and Navigation

2.6. Left Menu Pane

3 - Staff Portal OPUS

Table of Contents

3.1. Overview

3.2. Dashboard

3.3. Announcements

3.3.1. Post an Announcement

3.3.1.1. Select a Target Audience

Narrow the Target Audience by Role

Select User, Section or Group as Target

3.3.1.2. Select Dates, Announcement Type and Header Display

3.3.1.3. Enter and Format the Announcement Contents

Using the Rich Text Editor

Hyperlinks

3.3.2. Post the Announcement and Edit a Posted Announcement

3.3.3. Remove a Posted Announcement

3.3.4. Preserving an Expired announcement

3.4. Calendar

3.5. Contact Support

3.6. Certifications

3.7. My Documents

3.7.1. Files and Folders

3.7.2. Uploading and Downloading Files

3.7.3. Creating Your Folder Directory

3.8. Help Videos

3.9. My Account

3.10. Personal Settings

3.10.1. Setting Up Dashboard Widgets

3.11. Message Center

3.11.1. Inbox

3.11.2. Compose a New Message

3.11.3. Message Management Options

3.11.4. Message Recipient Options

3.11.5. Message Editing

3.11.6. Manage Mail Groups

3.11.7. Sent Items

3.12. External Links

3.13. Global Search

3.13.1. Search String Rules

4 - Leads

Table of Contents