What are the Student Settings Options?

IN THIS ARTICLE:
Learn about the various setup options in the SETTINGS>SETUP>"Student Settings" section and how they are used to configure various settings and features related to student profiles, grade options, and display options related to student age and enrollment statuses.

Student Custom Fields

Student Custom Fields are fields you create in the student account templates to store custom values. Custom fields can be made visible in the Customer Portal for editing and can also be included as variables in Email Blasts.

Grades and Grade Options

iClassPro's optional Grades feature refers to the student's academic grade (e.g., Pre K, Kindergarten, 1st, etc.). Once configured, Grades are auto-assigned to existing students in the system based on their age. Each year, on the selected "roll-over date," students will automatically roll into the next grade up.

Grades can be used as a requirement on classes for students to be automatically approved for an enrollment, overriding any age requirements.

Student Options

Student Options are miscellaneous settings that determine how the system handles various options related to student age display and when the New Enrollment icon will be displayed in the Staff Portal and on roll sheets.

  • Display Student Age In Years Only - if enabled, iClassPro will only display the student age in years (instead of years and months). Note that the displayed student age does not "round up" and students who are 5 years, 2 months and 5 years, 11 months will both display their age as "5 years." (Note that the system will always base class eligibility on the actual computed age and not whole years.)
  • Send Email for Consecutive Unexcused Absences - if enabled, iClassPro will automatically send an email whenever a student meets the number of consecutive unexcused absences in a specific class as defined by the "Send email after "X" consecutive unexcused absences" value below.
    • Send email after "X" consecutive unexcused absences - The system will use the value assigned to this setting at the time the consecutive absence emails are sent. Changing the value will affect when a student receives the email. For example, changing the value from 3 to 2 after attendance is recorded (but before the e-mails have been sent) means a student may not receive an email until the 4th absence has been recorded.
    • Send a copy to all email addresses associated with eligible Students - if enabled, the system will send the email to all email addresses associated with the student. If left disabled, the system will only send the email to the primary email address of their Primary Guardian.

If attendance was submitted more than 72 hours after the class ends, no email will be sent. Otherwise, consecutive absence emails will be sent based on the later of these two values:
      - 30 minutes after submitting attendance.
      - 4 hours after the class ends.

  • Show New Enrollment Icon in Office Portal - enables/disables showing the First Enrollment icons in various locations in the Office Portal.
  • Show New Enrollment Icon in Reports - enables/disables showing the First Enrollment icons for Roll Sheets.
  • Show New Enrollment Icon in Staff Portal - enables/disables showing the First Enrollment icons for Staff Portal.
    • Show First Time In Session Icon - if enabled, the system will display a "New Enrollment" icon the first time a student attends class during a new session. (This setting requires that at least one of the two previous options is enabled.)
    • Show New Enrollment Icon For First Time In Class/Camp - if enabled, the system will display a "New Enrollment" icon the first time a student attends the specific classor camp  for which they are enrolled. (This setting requires that at least one of the two previous options is enabled.)
    • Show New Enrollment Icon For First Enrollment Ever - if enabled, the system will display a "New Enrollment" icon if no previous enrollments exist in the database at all for the student. (This setting requires that at least one of the two previous options is enabled.)
    • Show New Enrollment Icon For First Enrollment At This Location - if enabled, the system will display a "New Enrollment" icon if no previous enrollments exist in the database connected to the selected Location. (This setting requires that at least one of the two previous options is enabled.)
    • Show New Enrollment Icon For First Enrollment At This Class Level - if enabled, the system will display a "New Enrollment" icon if no previous enrollments exist in the database connected to classes with the same Class Level. (This setting requires that at least one of the two previous options is enabled.)
  • Require Gender - determines whether a gender is required to be selected when creating a student profile via the Customer Portal/Mobile App.
    • If enabled, customers will be required to choose a gender for their student when creating the account.
    • If disabled, customers will be NOT required to choose a gender for their student when creating the account.
    • NOTE: Staff will always be able to leave the gender blank when creating a student profile via the Office Portal.
  • Display Custom Gender - if enabled, a text box will be displayed where staff members can define ONE custom gender option that can be selected when creating a student profile. This gender option will be displayed throughout the system.
    • Custom Gender Name - defines the name that will be displayed for the Custom Gender throughout the system. A maximum of 20 characters is allowed for this field.
      • Wherever gender is displayed as a single letter (such as M/F for Male/Female), the custom gender will always display as "X."
      • NOTE: If the name of the custom gender is changed later, iClassPro will not retain the previous custom gender name and the new gender name will be displayed throughout the system.
  • Limit Waitlist Enrollments - determines whether the system restricts students to a maximum number of Waitlist enrollments.
    • Don't Limit - there is no limit on the number of Waitlist enrollments for a student.
    • Across All Locations - enforces a limit on the maximum number of Waitlist enrollments for a student across all account Locations.
      • Maximum Waitlist Enrollments Per Student Across All Locations - defines the maximum number of Waitlist enrollments for each student across all account Locations.
    • Per Location - enforces a limit on the maximum number of Waitlist enrollments for each student, per account Location.
      • Maximum Waitlist Enrollments Per Student Per Location - defines the maximum number of Waitlist enrollments for each student, per account Location.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).