Students: Overview

Students are the learners within a site to which items are issued.  The Students grid allows you to search for active students (default) and inactive students (if "Show Inactive" is selected).  Students are imported/updated on a nightly basis from your student management system.  There are multiple functions allowing a site user to perform tasks pertaining to adding students, editing of existing student details, issuing items to students, and reporting inventory and inventory history for each student.

Students Functionality

Students allows a site user to perform multiple tasks pertaining to adding students and the inventory for each student.

• Add Record - add a student to this site

• Bulk Charge  - single charge assessed to multiple students

• Show Inactive - when checked, allows a search for and view of students marked as inactive

• Search Fields - located at the top of the Students grid, allows a site to search for a specific student using the Students ID, First Name, Middle Name, Last Name, Grade, and Homeroom

• Edit - is located on each student's row and is the process by which a site user may add/edit the respective student's details

• Actions - functions allowing the site user to affect the item's status

• • Issue Inventory to Students   - is located on each student's row and is the process by which a site user issues an item to the respective student

  • Inventory History - is located on each student's row and displays the inventory history of the respective student, including: Product Number, Product Name, Tag, Status, Date, Source, Destination, Notes, and Custom Field Information

  • Assess Charge - allows the site user to assess the Charges tab for the respective student

Students Reports

The Students page provides seven reports to be view/printed.

Student Report Drop Down Menu area  (results are dependent on how the Students' grid is filtered):

1. • Barcode IDs - provides, in PDF (A file format which provides an electronic image of text or text and graphics which looks like a printed document and can be viewed, printed, and electronically transmitted. To view and/or print a PDF document, the user must have a PDF reader installed on the computer they are using - for example, Adobe® Reader®.) format, a listing of the students within a site and their respective barcodes

   • Transaction Receipts - provides, in PDF (A file format which provides an electronic image of text or text and graphics which looks like a printed document and can be viewed, printed, and electronically transmitted. To view and/or print a PDF document, the user must have a PDF reader installed on the computer they are using - for example, Adobe® Reader®.) format, transaction receipts of all students to which items have been issued and their respective status

   • Charge Listing - provides, in XLS format, a listing of the students with assessed charges (satisfied and/or unsatisfied)

   • Inventory Due Date Listing – provides, in XLS format, a listing of the students with overdue tags

   • Student Inventory Status - provides, in XLS format, a listing of the students, the items issued to them, and the respective details of those items

   • Students Listing  - provides, in XLS format, a listing of the students

   • Charge Activity Listing - provides, in XLS format, a listing of the students their respective charges (satisfied or unsatisfied), and any charge payments (payment, void, or refund)

   • Students with No Distributions - provides, in CSV (The comma-separated values (CSV) file format is used to store tabular data in which numbers and text are stored in plain-text form that can be easily written and read in a text editor. Traditionally, lines in the text file represent rows in a table, and commas separate the columns.) format, a listing by Product Type of students who do not have any device of that product type issued

Student Grid area:

1. • Transaction Receipt - is located on each student's row and displays, in PDF (A file format which provides an electronic image of text or text and graphics which looks like a printed document and can be viewed, printed, and electronically transmitted. To view and/or print a PDF document, the user must have a PDF reader installed on the computer they are using - for example, Adobe® Reader®.) format, a listing of all products and their tag numbers issued to the respective student

Students Details

The Details tab displays each student's detailed information as imported into TIPWeb-IT from the student management system and/or as entered by the site user.

• Students ID - an alpha and/or numeric identification number

• First - first name of student

• Middle - middle name of student

• Last - last name of student

• Grade - grade level to which the student is associated

• Homeroom - homeroom to which the student is associated

• Address 1 - address of student

• Address 2 - secondary address of student

• City - city of student

• State - state of student

• Zip - zip code of student

• Phone - phone number of student

• Student E-mail -  e-mail address of student

• Parent E-mail -  e-mail address of parent

• Notes - display any site user created notes

Students Inventory

The Inventory tab displays each student's inventory counts by item.

• Product Number - an auto generated field; however, the district has the option to enter their own product number

• Product Name - name of the product

• Tag -  unique identifier affixed to each item (which could be a district asset tag and/or a TIPWeb-IT created tag number) and used to track individual items within TIPWeb-IT

• Status - displays the status of any item currently issued to the student (such as: In Use, Lost, etc...)

• Date - displays the last modified date for the respective item

• Actions - functions allowing the site user to affect the item's status.

• • Return Inventory - collects the item from the student, returning it to the original source

  • Assess Charge - allows the site user to assess a charge related to the item

Students Charges

The Charges tab displays each charge the respective student has accrued. Charges are assessed when an item has been damaged and/or before an item is issued as a prerequisite for that item's issuance.  

• Product Name - name of the product

• Tag -  unique identifier affixed to each item (which could be a district asset tag and/or a TIPWeb-IT created tag number) and used to track individual items within TIPWeb-IT

• Charge Type - created by the district level administrative user categorizes charges and, depending on the settings, a site user may or may not;  change the price of a charge type, or view percentages based on the product’s replacement price

• Charge Amount - displays the amount of the assessed charge (this may or may not be changeable due to district level administrative settings)

• Amount Due - displays the remaining balance of the charge amount (a satisfied charge will display a zero balance)

• Issued Date - displays the date the charge was issued to the student

• Actions - functions allowing the site user to affect the charge

• • New Charge Payment - allows a site user to add a payment to the respective charge (partial or full payments)

  • Refund - allows a site user to refund part or all of a payment received for a respective charge

  • Charge Receipt - (see Student Reports section below)