All Aspen Guides collected together


ASPEN
QUICK REFERENCE
GUIDES
01 System Fundamentals
03 Mass Updating and Modifying Lists
Mass Update 03
Modify List 04
06 The Reports Menu
Aspen System Reports 06
Create a Report Link 06
Using the Reports Menu 07
Create a Quick Chart 08
Troubleshoot a Report 15
16 Showing and Omitting a Record
Show Selected 16
Omit Selected 17
19 Quick Reports and Quick Print
Generate a Quick Print Using the Printer Icon 19
Generate a Quick Report Using the Reports Menu 20
31 Emailing from Aspen
Send Email 31
Send an Email to Group Members 32
35 Set Your Preferences
36 Overview of Student Tab
Managing Student Information 36
Finding and Selecting a Student by Name 36
Using the Student List Reports Menu 36
Maintaining Student Information 37
Student Alerts 38
Enter or View Student Contact Information 38
Enter or View Class or Daily Attendance on the Student Tab 40
Enter or View Conduct Incident for Specific Student 40
Official School Transcript 41
View a Student’s Current Location 42
View and Adjust a Student’s Grade Point Summary 43
View Graduation Requirement Status for a Student 44
Working with Student Enrollment Information 45
View a Student’s Fees and Payments 46
Run the Educational Plan Report 46
49 Managing Field Sets
Using the Field Set Menu 48
Create or Edit a Field Set 48
Copy a Field Set 50
Delete a Field Set 51
53 Sorting Information in Aspen
Sorting Data in Columns 53
Use the Quick Sort Option 53
Using the Sort Order Menu 54
Create or Edit a Sort Order 55
Copy a Sort Order 57
Delete a Sort Order 59
60 Understanding Queries, Snapshots and Filters
61 Simple Queries
Create Simple Mode Queries 61
Use, Copy, Edit and Delete Saved Queries 64
68 Snapshots
Using Snapshots to Create and Store Groups 68
71 Managing Filters
Using the Filter Menu 71
Add a Filter 71
Change the Order of Existing Filters 74
Edit a Filter You Own 77
Copy a Filter 80
87 Groups and Pages
Managing Groups and Pages 87
Use the Page Directory 88
Define the Details for Your Group or Page 90
Add Members 94
Widgets List for Page Administrators 98
Add a Widget to a Page 106
Create a Forum 109
Manage Group Resources 113
Add a Video to a Widget 120
122 Editing Widgets
Create or Edit an Announcement 122
Create or Edit a Blog 125
128 Forums
Create a Forum 128
Set Your Forum Preferences 132
Post to a Forum 133
137 Advanced Queries
Create Advanced Mode Queries 137
143 Entering Student Attendance from the Office
Entering Student Attendance by Homeroom or Classroom 143
Enter Attendance for Individual Students 145
Enter Attendance for Several Students at Once 148
View a Daily Absence Alert 151
152 Entering Class Attendance in the Office
Enter Class Attendance in the Office 152
Class Attendance Post Verification Report 152
154 Printing Student Attendance Reports
Daily Attendance Post Verification 154
Principal’s Attendance Report 154
Class Attendance Post Verification Report 157
158 Mobile for Administrators
165 Staff Attendance
Enter Daily Staff Attendance and Assign Substitutes 165
Enter and View Attendance for an Individual Staff Member 168
Use District Staff Attendance Groups to Enter Attendance 169
View Attendance History for all Staff in a District/School 170
172 Conduct Overview
Enter Conduct Incident From Your Home Page 172
Enter Several Conduct Incidents for Same Date 174
178 Entering Conduct Incidents
Enter Several Conduct Incidents for Same Date 178
Enter Conduct Incident Involving Multiple Students 180
Add Actions to Conduct Incident from Conduct Tab 182
185 Using the Conduct Referral Workflow
Enter Conduct Incident from Your Home Page 185
Add Actions to Conduct Incident from Conduct Tab 187
190 Adding Actions to Conduct Incidents
Add Actions to Conduct Incident from Conduct Tab 190
Add Actions to Conduct Incident Using the Conduct Workflow 192
196 Taking Detention Attendance
Taking Detention Attendance 196
View Details about Detentions Served 196
199 Conduct Reports
Conduct Actions Report 199
Conduct History Report 199
Conduct Totals Report 200
Suspension Notice Report 201
203 Walk-in Scheduling
Making Changes to a Student’s Current Schedule 203
Make Student Schedule Changes Using the Matrix 204
Drop Courses from a Student’s Schedule 207
Add Courses to a Student’s Schedule 208
Post a Student’s Schedule 209
Update Student’s Course Requests on Their Schedule Page 210
Reschedule Students Based on Course Requests 211
223 Registering Students
Register a Student 223
Re-register a Returning Student 227
Entering and Viewing Student Details 229
Enter or View Student Contact Information 231
233 Withdrawing and Transferring Students
Withdraw a Student 233
Transfer a Student 236
238 Managing Student Enrollment
Change a Student’s Enrollment Status 238
Promote or Demote a Student 238
Associate a Student to a School 239
View a Student’s Cross-Enrollment Status 241
Track a Student’s Programs 241
View and Manage a Student’s Groups 242
244 Managing End-of-Term Grades and Report Cards
Prepare Grade Input 244
Grade Input Sheet 246
Grade Post Verification Report 247
Enter Grades in the Office 248
Change a Posted Grade in the Office 250
Running Report Cards 252
255 Maintaining Student Transcripts
Entering and Viewing Transcript Information 255
View and Adjust a Student’s Credit Summary 258
Adjust Credits for Students 259
Official School Transcript 259
Grade Point Averages Report 260
Qualification List Report with Grades 262
265 Managing Medication Orders
277 Entering Student Health Visits and Administering Medications
286 Tracking Student Health History
300 Running Health Reports
306 Creating Health Queries and Filters
309 Student Portal Overview
Using the Family and Student Portals 309
Using Pages in the Family and Student Portals 309
Viewing Student Information 310
Email Notification 311
View Classes 313
View Assignments 313
View Class Attendance 314
Requests (Student Course Requests for Next Year) 314
Using the Calendar 318
Manage Your Assignments 319
Submit Assignments Online 360
Use My Resources 320
Add Folders 321
Add Files 323
Add Weblinks 326
Add Notes 326
Edit Resources 327
Keep Enough Free Space 329
332 Family Portal Overview
Using the Family and Student Portals 332
Viewing Student Information 332
Email Notifications 333
View Classes 334
View Assignments 335
View Class Attendance 336
Requests (Student Course Requests for Next Year) 336
Use the Help Menu 340
Email Notifications Quick Reference Card 341-342
Student and Family Calendar Quick Reference Card 343-347
View Grades in the Portal Quick Reference Card 348-351
Emailing Teachers Quick Reference Card 352-353
Portal Course Requests Quick Reference Card 354-357
358 Accessing and Submitting assignments in the Student Portal
Using the Calendar 358
Submit Assignments Online 360
Use My Resources 362
374 Using Quest
384 My Resources and Student Portfolios
394 Groups and Pages—Parents and Students
Home Page in the Portal 395
Create or Edit External Links (Websites) 395
Post to a Forum 396
Take a Survey 399
Use My Resources 399
Add Folders 400
Add Files 402
Add Weblinks 405
Add Notes 405
Edit Resources 406
Keep Enough Free Space 408
Create or Edit a Blog 410
413 Receiving Follett Notifications on Your Mobile Device
Download and Activate the Follett Notifications App 413
Configure Your Follett Notification Settings 416
Review Follett Notifications Received 417
421 Basic Navigation
Using the Settings Bar 421
Use Tabs, Side-Tabs, and Sub-Tabs 422
Using Menus 423
Use Breadcrumbs 423
425 Showing and Omitting a Record
Show Selected 425
Omit Selected 426
428 Finding a Record
Use Control + F 428
Use the Page Control 428
Browsing Through a List of Student Records 429
Using the Filter Menu 430
431 Reports
Using the Reports Menu 431
Enter Parameters When Running Reports 431
Using Quick Reports/Quick Print 432
434 Getting Help
Use the Help Menu 434
Recover Your Password 434
1
quick reference card
Version 5.2
Each view in Aspen has its own color scheme.
The School view is blue.
You might have access to more than one view.
breadcrumbs:
Click text in blue
to jump to that page
in Aspen.
tabs: Click to see a different
category of data.
System Fundamentals
SystemQuick
Fundamentals
Reference Card
Do not use your browser’s Back button to
navigate. This might cause errors.
Instead, use the tabs or the breadcrumbs.
record navigation bar:
Click to move to the first,
previous, next, or last
record in the list.
alert icons: Click to view
student-specific information.
sub-tabs: Click to select
a type of data related to
the side-tab.
side-tabs: Click to
drill deeper into the
category of data
selected in the tab.
Dates: There are four ways to enter dates in Aspen:
List pages
The following is true for all list pages in
Aspen, such as the Student List:
To do a quick search, press CTRL-F.
You can select students across many
pages by selecting their checkboxes.
Look at the record counter to see
your selection total.
Click the checkbox in the top left corner of the list to select all the records
on the page you’re looking at.
to set the record counter
Click
Click .
Type the date yourself. If you type 021613, the
system will format it as 2/16/13.
Type a lowercase t, and the system will enter
today’s date.
Type t + 30, and the system will enter today’s date plus 30 days (insert number of choice).
menu bar: Click the name or icon for page-specific options.
record counter
back to zero (deselect all records).
Aspen is marketed by X2 Development Corporation, a Follett School Solutions Company.
888.244.1366 781.903.1000 www.FollettSoftware.com/Aspen © 2014 Follett School Solutions, Inc..
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System Fundamentals
Version 5.2
System Fundamentals
Quick Reference Card
Aspen security
Don’t write your username and password on a sticky and put it under your keyboard!
If you are going to step away from your desk, log off the system by clicking Log Off.
Do not just close your browser to exit the system, as this leaves a security breach. Be sure to click Log Off or quit your browser.
This is the Aspen Home page.
When creating or
editing announcements, a built-in
spell checker will
alert you to any
words it doesn’t recognize.
A rich-text editor
makes it easy to
change the font
size, color, and
formatting.
Use this section of
the page to post
links to frequently
visited websites.
If there are certain
reports you use
frequently, put links
to them here for
one-click access.
settings bar: Click to change views or schools (if available), set preferences, and log off the system.
The quickest way
to find student
demographic information is by using
the Student Search
box.
To clear your
search results, click
Home .
Use the Tasks
area to manage
tasks assigned to
you or initiate a
new task (if you
have proper privileges). Click a
task name to
view its details.
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