Students - How to guide

29 June 2021 12:59

Table of Contents

Students Toolbar
Adding & amending student data
Student Allergies, Diet Types & Special menu templates
Reports & tick lists

Select all - Selects all students
Export - Exports list of all students
Student report - Export a Balance Report or Pre-Selection Report
FSM Changes - Lists students added or removed from the FSM list
Classes - Class Setup window – add class
Reports:
- Tick list (Year) (student and meal details)
- Meals Selected (Year)
- Tick List (Class)
- Meals selected (Class)
- Pre-selection debt (students with not enough funds)
- Meal selection report
- Student allergies
- Student dietary requirements
- No main choices for students with allergies
- Initial Balances Template
- Students with allergies or dietary requirements
Filter:
- With Allergies
- Without allergies
- Allergies not marked
- New allergy requests
- With diet type
- Without diet type
Status:
- All
- Open
- Closed
- On Hold

Amending student data

NOTE All Sites are integrated with a payment provider such as ParentPay or SchoolComms, adding students is not allowed. Editing student information is also restricted to certain fields.

To edit student details, payments, allergens and diet type information select a Site, click the Expand Classes [1] cross, select a Class [2] and click a Student [3] entry in the table.

In the Student tab you can edit the following details:

Nickname: When the Nickname field is populated the Nickname replaces the Student first name on the Whiteboard.
Type: There are six Type options to choose from:
- Nursery
- Student
- Staff
- Special (For students with allergies and food restrictions)
- Employee discount
- Other
Menu template: Apply a diet/allergy specific template created in Menus for the student
Photo: There is a 300kB size limit for uploading a student’s photo to the database (You can only upload a .jpeg or .png file format).

Remove multiple student templates at once

School Admin users can remove multiple Student Templates at the same time instead of individually removing Student Templates.

Go to Students > select a Class [1] > use the Checkboxes [2] to select students > click the Update [3] button

In the Update window use the Menu Template drop down list [4] to select <Remove Template> and click the Save [5] button.

Student Allergies, Diet Types & Special menu templates

NOTE When the Allergy or Diet Types features are enabled and setup students will be prevented from selecting meals that do not meet their allergy or dietary restrictions.

Allergies

IMPORTANT: Student’s must have their allergies recorded in the Allergies and Diet notes.

NOTE If the Enable Allergy Requests function has been enabled for Parents to send allergy or dietary restrictions to the school, the School admin will not be able to edit the Allergies and Diet Notes tabs.

Go to Meals > Students > open the Classes [1] collapsible menu > select the Class [2] the student is in > select the Student [3] from the list to open the Edit Student window.

If the student has food allergies go to the Allergies tab [1], select the appropriate check boxes and click Save [4]. If the allergen is not in the allergies list use the Other [2] check box, go to the Diet notes tab [3], enter the food’s the student is allergic to in the Text box [4] (i.e. Bananas) and click Save [5].

Go to the Student Allergies - Reports and Analysis document for advice on using the reporting and analysis features.

Menu templates for allergy and non-allergy students

School administrators can assign a special menu to any pupil, not just those with allergies. Special menus will make it possible to meet student’s dietary or lifestyle requirements e.g. Vegan.

IMPORTANT: When a student has a menu template assigned to them, any unapplied pre-selections for today or in the future are automatically deleted. A pre-selection for today which has been applied (e.g. it is now the afternoon and the pupil has taken the meal) are not deleted.

Go to Meals > Students > select a student > Edit Student window Student tab [1] > Menu template dropdown [2] > select a Menu template [3] (i.e. Gluten Free Menu #2)

NOTE If the admin user does not click any specific allergies or the other allergies check boxes, the Menu template drop-down list in the Student tab is deactivated.

Whiteboard

When a special menu (Menu Template) is assigned to a non-allergy child, the special menu options are available to the child when selecting a meal on the whiteboard. Menu templates for students with Dietary Requirements and Allergies remain active if a Theme day menu is applied to a site/area, making it possible for these students to keep their Special Menu items.

On the Whiteboard the student will have the following options:

Tablet

On the Tablet the cook and student will see the following diet note in Meal Register (All view):

NOTE Menu templates for students with Dietary Requirements and Allergies remain active if a Theme day menu is applied to a site/area, making it possible for these students to keep their Special Menu items.

Diet Types

Diet Types explained

Vegan: A diet that includes fruits, vegetables, grains and pulses, but excludes honey, dairy, meat, gelatine, animal stock and fats
Vegetarian: A vegetarian diet includes fruits, vegetables, grains and pulses along with eggs, dairy and honey but excludes dairy, meat, gelatine, animal stock and fats
Pescatarian: A diet includes fruits, vegetables, grains and pulses along with fish and other seafood, but excludes dairy, meat, gelatine, animal stock and fats
Halal: Food which adheres to Islamic law, as defined in the Koran
No Beef: A diet that excludes all beef products
No Pork: A diet that excludes all pork products.

Student Diet Types

If the student has a specific Diet Type (i.e. Halal), click the Student [1] in the Students table, in the Edit Student window click the Diet Type tab [2] and click the Halal check box [3] option before clicking click Save [4].

Setting a Student’s Diet Type will restrict showing Menu Items that have not been marked as safe for the Diet Type in all Meal Selection channels (Manager App, Whiteboard, Parent Bookings and Tablet).

Vegan Diet Type

If a Student is marked as Vegan, they can select menu items marked as 'Suitable for Vegan'. Menu items 'Suitable for Vegetarian / Halal / Pescatarian' can be selected when 'Suitable for Vegetarian' is also marked.

Vegetarian Diet Type

If a Student is marked as Vegetarian, they can select menu items marked as 'Suitable for Vegetarian / Vegan'. Menu items 'Suitable for Halal / Pescatarian' can be selected when 'Suitable for Vegetarian' is also marked.

Pescatarian Diet Type

If a Student is marked as Pescatarian, they can select menu items marked as 'Suitable for Pescatarian / Vegan / Vegetarian'. Menu items 'Suitable for Halal' can be selected when 'Suitable for Pescatarian' is also marked.

Halal Diet Type

If a Student is marked as Halal, they can select menu items marked as 'Suitable for Halal / Vegetarian / Vegan / Pescatarian'. Menu items marked as 'Contains Beef' can be selected when 'Suitable for Halal' is also marked.

No Beef Diet Type

If a Student is marked as 'No Beef' they cannot select menu items marked as 'Contains Beef'.

No Pork Diet Type

If a Student is marked as 'No Pork' they cannot select menu items marked as 'Contains Pork'.

Legacy Conflicting Diet Types

When an existing client is moved to the new Diet Type logic a script will be run to identify and edit any conflicting Diet Types. The script will be forced to remove the least impactful Diet Type i.e. if a Menu Item is set to Suitable for Halal and Contains Pork then Halal will be removed to minimise the risk of a Menu Item that contains Pork being made available to a Muslim student

Conflicting Legacy Diet Types:

Suitable for Halal + Contains Pork
Suitable for Vegetarian + Contains Pork and, or Contains Beef

Bulk updating multiple Menu templates for allergy and non-allergy students

Admin users can assign and update multiple Student Templates to the same template at the same time.

Go to Meals > Students > select a Class [1] > select 1 or more Students [2] > click Update [3]

Click the Menu Template drop-down [4], select a Menu template and click Save [5].

When you click Save a Warning message will advise that you will overwrite the existing Student templates that have been assigned, click OK [6] to complete the action.

Click Cancel [7] to stop the update.

Reports & tick lists

Filter to show total number of students with/without allergies

Go to Meals > Students > select a Class [1] > set the Filter [2] to With allergies

Click Export [3] to generate an Excel copy [4] of the report.

Meals Selected Reports

Admin users can configure the Meals Selected (Class)/(Year) reports to filter UIFSM/FSM students to help reconcile paid/unpaid pre-orders, detail allergen/dietary requirements below each student’s name and include students who have made no meal pre-orders.

Go to Meals > Students > select a Class [1] > click the Reports list [2] button

Selects either Meals selected (Class) [3] or Meals selected (Year) [4] from the Reports list

In the Meals Selected window set the Date [5] and the Session [6].

Use the following check boxes to refine the Report as follows:

Include students with no selections [7] will list both students who have made meal pre-selections and those who have not in the report

UIFSM/FSM students only [8] will only list the students who are eligible for Free School Meals

Include student allergy/dietary data [9] will include each student’s Allergy and Dietary restrictions on the report

Click either the PDF button [10] to generate a PDF or the Excel button [11] to generate an Excel spreadsheet.

Meal Selection Summary Report

In the new Meal Selection Summary Report set the Start Date [1] for the Report and leave the Class Selection field [2] set to All or select a specific Class [3].

To reset the report to the default Date and Class selection click the Refresh button [4].

Generate Allergy and Diet Type tick lists

Generate tick-list reports as a PDF or Excel document, the tick list reports are used to mark meals at site where tablets are not used or a site where the tablet has stopped working. Allergy and diet type will be shown on the report for the relevant students by Class [1] or Year [2], for the cook to ensure students with allergies and dietary restrictions are served the correct meals.

Go to Meals > Students > select a Class > Reports [3] button

NOTE: The reports are dynamically generated in a landscape or portrait orientation depending if 2 or more Menu Item types (e.g. Main, Dessert, Drinks) are shown.

Generate Reports to show students specific allergies

Go to Meals > Students > select a Class [1] > Reports [2] > Student Allergies [3]

The student allergies report is generated in Excel which is automatically downloaded.

Generate Reports to show students with allergies or dietary requirements

This report is a combination of the 'Student allergies' and 'Student dietary requirements' reports with an additional column for the 'Diet notes' field.

Go to Meals > Students > select a Class [1] > Reports [2] > select Students with allergies or dietary requirements [3]

The Students with allergies or dietary requirements report is generated in Excel which is automatically downloaded.

List export for initial balances

NOTE: This is only for SchoolComms Integrated Sites.

The Initial Balance report makes it possible to import initial balances without having to reformat the data.

Go to Meals > Students > select a Class [1] > Reports [2] button > Initial Balance Template [3]

The report contains the following columns:

School name
Year
Surname
Forenames
DOB
ID
Class
FSM eligibility
Type
Initial balance

Students Toolbar