Session Activities Window

Once an Activity Club is defined, it can be associated with a Session to form a Session Activity. Once created, the Session Activity can receive members, begin meeting, and allow attendance to be recorded for those meetings. This information is entered using the Session Activities window and is stored in the Session Activity Master table.

When a Session Activity is created, information about the activity such as minimum and maximum members required/allowed and sponsor ID Numbers is defaulted from the Activity Club definition into the new Session Activity. The Session dates as defined in the Session are defaulted into the Session Activity as well. Any of these defaulted values can be modified in the Session Activity if necessary. Both Sessions and Activity Clubs must be defined for your organization prior to creating Session Activities.

Flags are set on the Session Activity row to indicate whether a schedule and attendance detail will be maintained for the Session Activity.

Columns

Options

In addition to the common options for grid windows, you can enter or view information by choosing one of the following options from the right-click or Options menu when you select a row:

How To

1. Open the Session Activities window.

2. Choose Add Row from the right-click or Options menu.

3. Select the appropriate Session.

4. Select the appropriate Activity Code.

5. Type in or select the Begin Date and End Date for the Activity.

6. Type in the number of Members who belong to the Activity.

7. Type in the number of Meetings Planned for the date range.

8. Maintain the number of Meetings Held during the date range.

9. Save.

10. You can work with the Session Activity by choosing the appropriate option from the right-click or Options menu.

1. Open the Session Activities window.

2. Select the appropriate Session.

3. Select the appropriate Activity row.

4. Choose Activity Details from the right-click or Options menu for that row.

5. The Activity Details window appears.

6. Enter any desired details about the Activity.

7. Save.

1. Open the Session Activities window.

2. Select the appropriate Session.

3. Select the appropriate Activity row.

4. Choose Meeting History from the right-click or Options menu for that row.

5. The Meeting History window appears.

6. Choose Add Row from the right-click or Options menu.

7. Enter/Edit meeting details.

8. Save.

1. Open the Session Activities window.

2. Select the appropriate Session.

3. Select the appropriate Activity row for which you want to enter scheduled meetings.

4. Choose Meeting Schedule from the right-click or Options menu.

5. The Activity Schedule window appears.

6. Choose Add Row from the right-click or Options menu to add a planned meeting.

7. Enter the required information for the planned meeting.

8. Save.

9. If there is a conflict with another meeting or activity for the same location, the Schedule Conflict window appears. You will have to reschedule the meeting. If the location of the meeting is not currently associated with the Session, you are notified and can decide whether or not to save the scheduled meeting.

1. Open the Session Activities window.

2. Select the appropriate Session.

3. Select the appropriate Activity row for which you want to record persons who will be involved with the Session Activity.

4. Choose Activity Participation from the right-click or Options menu for that row.

5. The Activity Participation window appears.

6. To add one person at a time to the list of participants:

a. Choose Add Row from the right-click or Options menu.

b. Choose the ID Number of the person and enter additional information.

7. To add multiple persons at a time:

a. Choose Select Activity Participants from the right-click or Options menu.

b. The Select Activity Participants window appears.

c. Specify Selection Criteria, and click the Retrieve button.

d. To add participants, specify Insert Options information to be used as default values for all persons you add. Select one or more row(s) and choose Select Participant from the right-click or Options menu. Return to the Activity Participation window.

e. To remove participants, select one or more row(s) and choose De Select Participant from the right-click or Options menu. Return to the Activity Participation window.

8. Save.

Once you've recorded attendance for a Session Activity Meeting, you cannot re-record attendance for the Session Activity Meeting using the Record Attendance window. You must use the Session Activities window.

1. Open the Session Activities window.

2. Select the appropriate Session.

3. Select the appropriate Activity row for which you want to correct attendance.

4. Choose Meeting History from the right-click or Options menu.

5. The Meeting History window appears, listing all meetings for this Session Activity.

6. Select the appropriate Meeting, and choose Meeting Attendance History from the right-click or Options menu.

7. Correct/Choose the appropriate Status.

8. Save.

1. Open the Session Activities window.

2. Select the appropriate Session.

3. Select the appropriate Activity row for which you want to view attendance.

4. Choose Student Attendance Summary from the right-click or Options menu.

5. The Student Attendance Summary window appears, listing all meetings for this Session Activity.

6. A list of students whose participation is being tracked appears.

7. Select a student's row and choose Student Meeting Attendance History from the right-click or Options menu.

8. The Student Meeting Attendance History window opens.

9. You can maintain the Present checkbox.

10. Save.

1. Open the Student Attendance Summary window.

2. Select the appropriate Session.

3. Select the appropriate Activity row for which you want to view attendance.

4. A list of students whose participation is being tracked appears.

5. Select a student's row and choose Student Meeting Attendance History from the right-click or Options menu.

6. The Student Meeting Attendance History window opens.

7. You can maintain the Present checkbox.

8. Save.