EXPLANATION AND DETAILS OF EACH TEACHER MENU FUNCTION

Option #1: “View/Modify Students Assigned to You”

Click this button to view the students that are registered to your studio for this year. 

You’ll see (in a pink box) a list of all the students that participated with you last year.  Check the box by each student’s name who will be returning to the Festival with you this year.  Then click the button “Register Checked Students.”

Below the pink box, you’ll see a blue box, which contains a list of all the students that have been registered to you for this current year.  If a student quits or decides not to participate, you can remove them from this list by un-checking the box by their name and clicking “Modify.”

NOTE: Old students will remain in the pink box, even if you are not entering them in the current Festival.  When you’re done registering, all your current students should appear in the blue box.  Don’t worry about former students remaining in the pink box.

NOTE: You will be prompted to enter birthdates for all students that you register.

NOTE: SCJM stands for “Specially Capable Junior Musician.”  These students have sometimes been called “red checks” in the past.  See your NFMC Bulletin for details and rules regarding SCJMs.

NOTE: Students who participated in prior years yet not in the most recent year will not appear in your pink box.  You must register these students as INSIDE transfer students.

Option #2: “add new students”

Click this button to add new students who have never participated in our own Falls Church Festival before.  This includes OUTSIDE transfers as well as students completely new to NFMC Festival.  If you are entering several students at once, you can save yourself some time by selecting the number of students you wish to add from the drop-down menu before clicking “Add New Students.”

NOTE: Students who have both INSIDE and OUTSIDE transfer credit should be registered as INSIDE transfer students.  (Example: if the student played one or more years in Falls Church and then one or more years in another festival and are now returning to Falls Church.)

NOTE: You will be prompted to enter birthdates for all students that you register.

Option #3: “add INSIDE TRANSFER students”

Click this button to add students who have participated in our own Falls Church (NVMTA) festival before, but with another teacher.  This includes students who participated with you in prior years but not in the most recent year’s Festival.

If you are entering several students at once, you can save yourself some time by selecting the number of students you wish to add from the drop-down menu before clicking “Add INSIDE Transfer Students.”

Type in the student’s permanent ID number or name (you don’t need both) and then click the button “Get Info.”  The student’s full name and number will then appear on the screen.  If the name(s) appear(s) in green, click the button “Add Students.” 

NOTE: If the name is in yellow, it means you have already added the student to your list; if the name is in red, it means the student has already been registered to another teacher.  In both cases, you will be prevented from adding the student.

NOTE: You will be prompted to enter birthdates for all students that you register.

Option #4: “add OUTSIDE TRANSFER students”

Click this button to register OUTSIDE transfer students.  This will allow you to enter their prior teacher’s name and city, as well as the student’s documented Festival history so that we can credit them gold cup points previously earned.  Remember that you must first enter the student under the “Add New Student” option.  To save yourself some time, select the number of years of prior history from the drop-down menu before clicking “Add OUTSIDE Transfer Students.” 

Option #5: “VIEW MODIFY TRANSFERS”

Call with questions.  No detailed information available at this time.

Option #6: “CHANGE SIBLING DATA”

Click this button to establish or remove sibling relationships. 

First, select a student from the drop-down menu.  Within the green box below, you'll see two white boxes: one with a list of your students; and one that is blank.  Click the student's name who is a sibling of the student in the top drop-down menu.  Click "Add."  The student's name should jump from the box on the left to the box on the right.  (You can add more siblings if needed [if there are three or more from the same family]).  Last, click "Modify" to save the settings—this establishes a sibling relationship between the student in the top drop-down menu and the student(s) in the right-hand side of the green box.

NOTE: There is no confirmation screen; just trust that the information has been saved correctly.  You can check the relationship using OPTION #7 below if you like.

NOTE: You do not need to create sibling relationships “both ways.”  Example: If James Smith is the student from the top drop-down menu and you create “Kirsten Smith” as the sibling, you do not need to go back and make Kirsten the student and James the sibling.  This will have the effect of overwriting the original relationship with the new one.  There’s no harm in doing this; it’s just wasted effort.

NOTE: Creating sibling relationships is an optional step.  It may help improve the scheduling of your sibling students, but this is not guaranteed.  Scheduling depends on many factors, and sibling relationships will be the last factor considered.

NOTE: Be certain that you have selected the same time request for all students in the same family.  Time requests will be prioritized OVER sibling relationships.

Option #7: “view consolidated information”

This option takes you to a list of your students.  Find the student that interests you and click “Get Info.”  You’ll see a list of the student’s history information as well as any sibling relationships which have been created for the student. 

NOTE: This is a “view-only” option, which allows you to verify and proofread your student’s history file.  You cannot edit information from this view.

Option #8: “Fill out new registration card”

Click this button to enter the event, level, and repertoire selections for one of your students.  You will be taken to a new screen which looks much like the old white forms we filled out by hand in years past.

You’ll see a green box containing your list of students.  You select each student you wish to add to the event and click the button “Add”.  You may enroll more than one student in an event in the case of duets and trios, and if you make a mistake and add the wrong student, you can use the “Remove” function.  For solo events, be careful that you add only one student at a time—only one student’s name should appear in the gray box.

NOTE: If you are “sharing” students between studios to make duet or other ensemble groups, only one teacher should fill out one of these Registration Cards.  In such cases, enter the “shared” student’s ID number and click “Add.”  This will add the student to the Registration Card without adding the student to your studio.  This is not common.

1) Fill out all required fields.  Consult your bulletin if you are unsure which fields are required.  If you have experience filling out the old white sheets by hand, this should look and feel familiar to you.  If you don’t know what fields are required, you Area Chairperson should be your first resource. 

2) Once you have entered the correct information into all the fields, click the button: “Add Event.”  You will return you to the green Teacher Menu, where you can start the process over again to enter more students, or use one of the other functions.

Option #9: “modify/edit registration cards”

Click this button to make changes to cards you have already filled out.  Select the student’s name from the first drop-down menu and then select the event from the next drop down menu.  The student’s Registration Card will appear, and you can make any edits you like.  Click the button “Modify” to save your changes.

Option #10: “view all registration cards”

Click this button to view ALL the cards you have filled out.  Of course, you can view the cards one-at-a-time using OPTION #9 above, but you will probably find this option an easier way to proofread your applications and verify that you haven’t forgotten any students.  If you like, you can print off a paper copy for your records or to give to your students.  The cards are paginated (two to a page) to facilitate printing. 

NOTE: This is a “view-only” feature.  You cannot make edits using this feature.

Option #11: “modify my information”

This feature is used to change your address or other personal teacher information.

Option #12: “modify student information”

This feature is used to change a student’s name or birthdate. 

NOTE: Only your area chair can change the student’s last name.  If the last name is misspelled, contact your area chair.

Option #13: “Finalize”

Clicking this button is equivalent to delivering your paper forms to your area chairperson. 

NOTE: Do not click this button until you have fully proofread all your forms.

NOTE: You must click this button no later than January 9, 2009.

Option #14: “get financial responsibility form”

Click this button to view and print your financial responsibility form.

NOTE: You cannot view this form until after finalizing your file (see OPTION #13 above).

NOTE: You must print and mail this form, along with your payment, by January 9, 2009.  It is possible that your applications will be rejected if this form carries a late postmark.