Hours Tab

Views

There is one available view on the View dropdown list in the hours header:

•      Hours/Attendance

Click on the down arrow in the dropdown menu to display and select one of the available views.  The selected view will remain in place when using the record indicator at the top right to move forward or back to records within the Enrollments tab.

The hours view contains the following fields:

Expand All/Collapse All

Expanding and collapsing may be used after a column heading has been dragged to the top row header to group.  Once a column is grouped, the information can be collapsed to display only the information for that column. 

To see how this works:

1.     Drag the column Hours Present to the top row header.  This will group together the records with the same number of hours present.

2.     Now click Collapse All.  This will reduce the number of records that display so only one record displays for each grouping.

3.     Each row has an arrow at the beginning of the row.  Click one of the arrows to expand that particular group.

4.     Click Expand All to expand the grouping.

Date Range

Hours in the student record may be searched by a specific fiscal year, or fiscal year and quarter by clicking the down arrow on the Date Range dropdown list.  Once a selection has been made, the dates will display in the date fields.  

For example, selecting the fiscal year 2015-2016 will automatically display the date range 7/1/2015 – 6/30/2016 (start and end dates of the 2015-2016 fiscal year).  Click Apply to search the hours records.

Even after a selection has been made from the list, a custom date range may be entered and applied.  The date range will overwrite the previous selection.

The last selection will remain in effect until Cancel is selected on the dropdown list.

The Hours header contains the following fields:

Add Hours

The types of hours on the dropdown lists may be different, depending on the type of enrollment and how your choice lists are configured.

•      Class, group, and unlinked hours share the same hours type list. 

•      Pair hours types are shared between student and tutor and use a different list.

•      Workshop hours do not count as instructional hours, so the only hours type available is ‘Workshop.’ 

To add hours:

1.     Open the student record and click the Hours tab.

2.     Click the Add Hours dropdown.

3.     Select the enrollment type for hours.

4.     On the Add Hours data chooser, select the hours date or dates. 

5.     The enrollment in that date range will display.

6.     Select the enrollment type.

7.     Enter the number of instructional hours.

8.     To add additional hours types, click Add Hours Types and select the type from the dropdown list.

9.     Enter the number of additional hours.

10.  Click Add.

11.  Notice that each hours record is automatically selected.  If you do not wish to add hours for a particular date, you may uncheck the record prior to saving.

12.  Date, Hours Type, Hours Present, Hours Absent, and Late may be edited individually on each record, if necessary, prior to saving. 

13.  When Hours Absent is entered, the number of Hours Present will update.  For example, if hours present displays 6 and you enter 2 Hours Absent, the number of Hours Present will update to 4.

14.  Click Save.

Hours Calendar

The ‘Add Hours’ window at each area has a calendar for selecting the hours dates.  The current month will display on the calendar but a date is not automatically selected.   Multiple dates may be selected on the calendar.  You may also enter a single date in the date field, or use a combination of both.  Selected dates may be cleared at any time by clicking the ‘Clear Dates’ button.   Future dates are not allowed.

Selecting on the calendar

 Select the dates on the calendar by clicking the dates.  You can use the back and forward arrows on the calendar to move to a different month.  Selected dates will be highlighted.

To unselect a date, click the date again, or click the Clear Dates button.

Using the date field

Enter the date, or choose a date from the calendar dropdown in the field. The entered date will be selected on the calendar.

The date field only stores one date at a time.  If the date is deleted from the field, the date will be removed from the calendar.  If the ‘Clear Dates’ button is clicked, the date will be removed from the date field as well as the calendar.  If you select the date in the field and enter a new date, the previous date will be removed from the calendar. 

Selecting on the calendar and using the date field

Multiple dates may be selected on the calendar, but only one date entered in the date field can be in effect. 

Unlinked Hours

Unlinked Hours are not associated with an instructional setting, and should be entered only when there is a valid reason to do so, such as tracking the amount of time a student spends taking an assessment.  Typically all instructional hours are associated with a class, group, workshop, or pair.

Hours Grid

The hours grid displays hours data. The default selection is all hours records, which display in chronological order beginning with most current. The hours grid contains Rows and Columns, which work the same as all grids in LACES NexGen.  Column headings on the enrollments grid can be dragged to the top row heading to group by column.

Editing and Deleting Hours Records

Click the Edit button to open an hours record for viewing or editing.  When you are editing an hours record, you cannot navigate to a different tab or panel in the student detail record until the edits to the record are either saved or canceled.

The Delete button allows you to delete hours records. Deleting hours records will update the hours fields in the header.

Left Date

How left date is calculated:

•      Student's last instruction hours date, including unlinked hours.

•      Student's last class or group start date, or pair match date if the student was enrolled or matched in a pair, but no instruction hours were entered.

•      Student's intake if there are no enrollments or hours. 

A left date will also calculate and display based on the criteria above after 90 days with no activity after intake, enrollment date, or last hours date, regardless of the student's enrollment status in a class, group, or pair, or the student's overall status. No activity means no enrollments, or enrollments with no instructional hours within 90 days of the enrollment date or last hours date.

Hours records with 0 hours entered are not considered in the left date calculation.

The population of a left date does not change the student's enrollment status in a class, group, or pair.