Participants & Staff

Participants and staff are those involved in the day-to-day operations and activities of service programs. Participants are those who receive services, and staff are those who provide the services. For example, participants may be high school students receiving after school tutoring, children who attend day care, or adults who are taking courses to receive their G.E.D. Staff, then, are the tutors, day care providers, and teachers.

It is important to note that, whether a participant or staff member, these individuals must be entered into the database first before they are assigned to service programs and activities.

Participants & Staff Main Page

Click on the Participants & Staff tab on the Main Menu. This will bring you to the Participants & Staff Main Page, also known as the Persons Main Page. This is where you can create new individuals and view individuals previously entered in the database.

Creating an Individual

Remember, you must to create individuals first before you will be able to assign them to a program.

1. From the Participants & Staff Main Page, click on the Add Person tab at the top right hand corner of the page. This will bring you to the Add Person page.
2. Enter the First and Last Names of the person you want to input into the database.
3. Choose the Person Type: either Youth Participants, Adult Participants, Program Staff, or Volunteer. Use the arrow button next to the blank to reveal the pull-down menu to select the Person Type.
4. Click on Submit to continue. If you don't want to save the information you just entered, click on Cancel to start over.
5. Enter the required fields marked by red asterisks. These fields must be filled out for the individual to be entered into the database. You may then enter information that is not required in the subsequent form(s), or do this at a later time.
6. Click on Save to save this individual to the database.

NOTE: There are several forms that should be filled out for each individual. Make sure to click on Save after entering information on a form. You can jump to other forms for an individual by clicking on the yellow tabs (for example, Form 1, Form 2) at the top of the page.

Viewing Individuals

This section describes how you may pull up information on any individual from the Staff and Participants Main Page.

• Find By Name/Search: The most specific search, you can pull up an individual's information immediately by entering the person's First and Last Name and clicking on Find Person.

  NOTE: This portion of the database is case sensitive. For example, if the person is registered as Chris Smith and you type in "chris smith," the database will not find his records and instead will ask if you would like to add "chris smith" to the database
  
  NOTE: If you enter a last name or first name of an individual, and there are multiple individuals with that same name, the database will pull up a screen with all of those individuals' names listed - click the individual whose records you would like to view.

• View By Type: This provides a quick way to view all participants within a Person Type (ie. Youth or Adult Participant, Program Staff, and Volunteer). Click on View Youth Participants, View Program Staff, or View Volunteers to view a listing of all the registered people in that category.
• View by Last Name Initial: Click on a letter of the alphabet to view a list of persons whose last names begin with this letter. You can thereby view all persons, regardless of their Type.

Once you find the person(s) you are looking for through any of the above methods, click on the person's name to display their information page.

Editing an Individual's Information

To edit an individual's records:

1. Go to the Persons Main Page.
2. Enter the first name, last name, or first and last names of the individual for whom you are searching. Click Find Person. You can also find the person by any of the other methods as described in the Viewing Individuals section of this user guide.
3. If the individual already exists in the system, the next screen you see will for participants will be their Registration Information. For staff and volunteers, it will be their Contact Information screen. Once you have an individual's records on the screen, you may alter their records (including their name).
4. Be sure to save any information that you change by clicking Save.

Deleting an Individual

To delete an individual from the database:

1. At the Persons Main Page, enter the name of the person's first and last name under the Search section and click on Find Person.
2. Click on the name of the person.
3. Click on Delete at the top of the page.

CAUTION: We strongly recommend that you not delete any individuals (especially youth) due the possibility that they might rejoin the program at a later date. If an individual does rejoin the program at a later date, you will be able to locate their records and will not have to re-enter them.

Rather than deleting a participant, you can deactivate or "drop" him/her from a class:

1. Click on Services, and choose the class the participant is in click on the Enrollment button at the top of the screen.
2. Find the participant's name in the enrollment list, and click on Drop next to the participant's name.
3. The participant's name will fall to the bottom of the enrollment list and will be labeled "Dropped."
4. To reactivate an individual, repeat these steps but click on Add next to an inactive participant's name, and he/she will be relabeled as an active participant in the class.
   

Viewing Grades and Scores for Participants

To view Grades and Scores for participants:

1. Click on Participants & Staff from the Main Menu.
2. Enter the first and last name of the participant and click on Find Person.
3. Click on the name of the person for which you want to see the grades for.
4. Click on Grades/Scores at the top of the page. (To enter grades, please see the Entering Grades, Scores, and Achievements section of this user manual).