Electronic Storage of Textbook Information

In order to use the SAHS method of submitting missing textbooks, you need 4 custom fields in your gradebook. They should be the last four optional fields.

To put the titles at the top of the column:

• Change to the Student Tab and double-click on any Student Name
• Scroll down to the bottom of the Custom Labels
• Change the last 4 Custom Labels as listed below and shown at right.
  • Custom 9 -> Fine Slip
  • Custom 10 -> Book Number
  • Custom 11 -> Book Title
  • Custom 12 -> Book Price

To enter data for book names and prices, use fill down:

• Type in the book name in the top cell, press Enter, and then click on it to select it.
• Click on the Fill Down button as shown to the right.

To prepare your records for export:

• Enter a 'Y' or 'Yes' in the fine slip column to indicate that yes, you want a fine slip submitted. Lower case is ok.

To export data for the stockclerk:

• From the File menu, select Export
• Click on the Other Formats tab and select ExportBookNumbers. If it does not show up, contact your tech coordinator or check instructions for creating export format.
• Click Export / Export Records (Do not be alarmed when all of your students show up in the list. Only the ones with a 'Y' will receive a fine slip.)
• Type in an appropriate name (anything before a hyphen, underscore or space will be the teacher name, so something like 'TryonPeter_bookRecords12_18_2006')
• Turn in the file to the stockclerk, either by e-mail or saving in a dropbox.

If you use these last four columns, it is safe to import data from ASD Student Extracts on top of your data. Nothing will be lost. But if they are in custom fields 7 or smaller, the data will be overwritten.

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