Student Manager Codes

Student Manager uses a Code Validation system to ensure information conforms with rules set up for specific data elements. To make the code validation system work for you:

1. Determine which codes you need to meet your reporting needs.
2. Enable/disable the appropriate code fields in Preferences.
3. Add/edit/delete code values to meet your coding needs.

Access the Codes screen by selecting Module > Codes, or clicking the icon on the Quick Launch toolbar.

The following is a list of Code fields on each of the Student Manager screens. Unless otherwise stated, these codes are added/edited from the Codes screen.

Course Codes

• Course Code - Unique user defined code that identifies the course record.
• Category - Category for course.
• Type - System generated code identifying the type of course. Course behavior is determined by this code entry (e.g. if type is workshop, the workshop screen is accessible).
• Department - Department that offers the course.
• Subject Code - Subject associated with course. The subject code assigned to a course will be added to students' Interest code list when they enroll in the course (unless the code has already been assigned to the individual).
• Catalog Code - Course description. Add/edit catalog codes on Catalog screen.
• Account - Account number assigned to course.
• Coordinator - Coordinator assigned to course.
• Location - Building and/or Room where the course is held. Add/edit location on Location screen.
• Grouping Codes - Group to which course belongs. ACEweb use requires set up.

Fees Tab

• Main Fee Descriptions - Main (Tuition) Fee Descriptions for course. This list is generated from FEES: Course Main Fee Descriptions.
• Other Fee Descriptions - Optional Fee/Coupon Code Descriptions for course. This list is generated from FEES: Course Additional/Optional Fee Descriptions.
• Inventory Items - Inventory items for course.
• Membership Code - if using the Membership feature, the code that identifies the membership.

Instructors Tab

• Pay Type - System generated code to identify what pay type is used to calculate Instructor pay on course.
• Account - Account number assigned to Instructor pay record. This list is generated from COURSE: Account Numbers.
• Exp Class Code - Expense classification type assigned to Instructor Pay record. This list is generated from (Ledger) Expense Classification Codes.
• Type - System generated code identifying type Instructor type (i.e. Instructor, Keynote Speaker, Presenter, etc.).

Name Codes

• ID # -  Unique identification code for Name record. This code can be user defined or system generated.
• Salutation - Individual's salutation (e.g. Mr., Ms., etc.). Field Validation for Salutation is optional.
• Firm - Individual's firm or company. Add/edit firms on Firm screen.
• Zip Code - Individual's zip code. Add/edit zip codes on Zip Code screen.
• County - Individual's county. Field Validation for County is optional.
• Mail Preference - System generated code identifying individual's preferred mailing address.
• Fee Category - Main fee type for which individual qualifies (e.g. Senior Citizen discount). This list is generated from (Fee) Registration Fee Descriptions.
• Source - Promotional item which generated Name.
• Occupation - Individual's occupation (Clerical, Administrative, Nurse, Plumber, etc.).
• Organization -  Individual’s organization type (Government, School, Retail, Medical, etc).
• Interest - Subjects in which individual is interested (Computers, Management, etc). An unlimited amount of Interest codes can be added to a name record.
• Gender - Individual's gender.
• Call Back Users - Student Manager user who should make call back.

Demographics Tab

• Education level - Individual's education level.
• Disability - Individual's disability (if any).
• Language - Primary language spoken by individual. This field can be relabeled and used to collect user defined demographic data.
• Ethnicity - Individual's ethnic origin. This field can be relabeled and used to collect user defined demographic data.
• Household Income - Individual's household income level.
• Marital Status - Individual's marital status.
• Family Type - Individual's family type.
• Dwelling Type - Individual's dwelling type.
• Misc Code - field that can be labeled and used to collect data specific to your organization. Enable/Label this field in Names Preferences.

Credentials Tab

• Type - Credential type. This list generated from NAMES: Testing & Certification Types.

Registration Codes

• Tracking - Promotional item which generated Registration. This list is generated from NAMES: Source/Tracking Codes.
• Status Codes - Status of registrant (e.g. Participant, Speaker, Panelist, No Show, etc.).
• Reg Codes - User defined code with which you can track registrant data specific to your organization (e.g. T-Shirt size, Hotel code, etc.). Organizations can define the label for this field.
• Misc Code - User defined code with which you can track registrant data specific to your organization (e.g. T-Shirt size, Hotel code, etc.). Organizations can define the label for this field (rgmisc field).
• Who Paid - Internal code identifying who paid for registration.
• Fee - Main fee (i.e. fees set up in course record) to be assessed to registrant.
• Additional Charges - Other fees (i.e. fees set up in course record) that can be assessed to registrant.
• Fee Adjustment Description - Fee adjustments that can be assessed to registrant. Field validation for Fee Adjustment Descriptions is optional. If validated, this list is generated from FEES: Registrations (O-T-F=On the Fly) Adjustment fees and PAY: Refund Notes.

Payment Codes

• Type - System generated code identifying Payment type. Organizations can define the label for additional payment types.
• Payment Identifiers - User defined code with which you can track payment data specific to your organization (e.g. Medicare code, Account number, etc.). This list is generated from PAY: Payment Identifiers. Field validation for Add Info is optional (i.e. Validate Pay Additional ID).
• Refund Wizard Pay Adjustment - Refund note entered as Fee adjustment description when refunding money to a registration.

Attendance Codes

• Attendance Codes - Attendance code (e.g. arrived late, didn't show, etc.), used with the optional Attendance Tracking module.
• Module Codes - Session type (e.g. test, lecture, etc.), used with the optional Attendance Tracking module.

Catalog Codes

• Code - Unique user defined code that identifies the Catalog record (e.g. COMP1001 for Introduction to Computer course description, E_MAIL for Email template, etc.).
• Kind - System generated code used to identify the Catalog record type.
• Subject - Subject associated with Catalog record. This list is generated from COURSE: Subject Codes.

Faculty Manager Codes

• Faculty System ID # - System generated identification number assigned to Faculty record. This code should NOT be edited.
• Zip Code - Faculty member's zip code. Add/edit zip codes on Zip Code screen.
• Source - Promotional item which generated Faculty member. This list is generated from NAMES: Source/Tracking Codes.
• Occupation - Faculty member's occupation (Clerical, Administrative, Nurse, Plumber, etc.). This list is generated from NAMES: Occupation Codes.
• Organization - Faculty member's organization type (Government, School, Retail, Medical, etc). This list is generated from NAMES: Organization Codes.
• Subject - Subjects which instructor can teach. An unlimited amount of interest codes can be added to a faculty record. This list is generated from COURSE: Subject Codes.
• Call Back User - Student Manager user who should make call back.
• Pay Type - System generated code identifying pay types that can be used to calculate Instructor Pay record.

Financial Aid Codes

• Financial Aid Types - type of Financial Aid.

Firm Codes

• Firm ID - System generated identification number assigned to Firm record. This code should NOT be edited.
• Zip Code - Firm's zip code. Add/edit zip codes on Zip Code screen.
• Org Code - Firm's organization type (Government, School, Retail, Medical, etc). This list is generated from NAMES: Organization Codes.
• # of Employees - Firm size code.
• Size (in $000's) - Firm Sales Amount code.
• Firm Type - System generated code identifying Firm type (i.e. firm or vendor).

Location Codes

• City - Location City. Validation can be enabled for this field. Values for the list are entered from Module > Codes in the LOCATION: City list.
• County - Location County. Validation can be enabled for this field. Values for the list are entered from Module > Codes in the LOCATION: County list.
• Room Record Internal ID - System generated identification assigned to Location record. This code should NOT be edited.
• Location/Room ID # - Internal Room ID that is assigned to the room by your organization. The Location/Room ID number can then be used when running statistical reports.

Pocket Ledger Codes

• Expense Classification - Expense classification type assigned to Pocket Ledger record.
• Major Expense Category - Major category for Expense Classification code.
• Account - Account number assigned to Pocket Ledger record. This list is generated from COURSE: Account Numbers.
• Vendor - Vendor who provided item. Vendor records are stored in the Firm table.