	Class Mate Grading Tools for Windows


		Page 
Overview	1
Program Installation	1
What is Class Mate?	1
Using the Programs Main Screen	2
The Sample Class	2
Maintaining Class Mate	3
Using Class Mate	4
Registering Students	4
Starting a New Class	4
Editing a Class	4
Assigning Grade Symbols	5
Assigning Category Weights	5
Adding Students to a Class	5
Adding Subjects	6
Adding Assignments	6
Entering Grades	6
Entering Grades by Assignment	6
Entering Grades by Student	7
Transfer Grades	7
Grade Status	7
How Grades are Calculated	7
Maximum Grade	8
Applying a Curve to an Assignment	8
Dropping the Lowest Grade(s) from a Category.	8
Setting up Grading Periods	9
Entering Attendance Grades	9
Printing Reports	10
Other Features	11
Adding Student Comments	11
Creating Seating Charts	11
Exporting Data	11
Options	11
Preparing Documents	12
Overview	12
How Class Mate Handles Documents	12
Setting up to use Documents	13
Setting up the Sample Templates	13
Customizing the Templates	14
Creating Your Own Templates	14
Class Mates Mail Merge Files.	15
Information on Mail Merge and the Word Templates	16
Class Mate Contents
Overview
Program Installation
To start the Class Mate Setup program in Windows 3.x:
1.	Insert the installation disk into your floppy drive.
2.	Choose File/Run from the Program Manager. 
3.	Type A:\Setup (or B:\Setup) in the Run dialog, and press OK
To start the Class Mate Setup program in Windows 95:
1.	Insert the installation disk into your floppy drive.
2.	From the Start Menu, choose Settings/Control Panel.
3.	Choose Add/Remove Programs and then press the Install button.
4.	Windows 95 will guide you through the installation process.
To report any problems setting up or using Class Mate, or to make suggestions for future versions, Write or fax to:
Class Mate10844 Sombra VerdeEl Paso, TX. 79935Fax (915) 592-4987
e-mail Sombra2@ix.netcom.com
What is Class Mate? 
Class Mate is a teacher grading tool.  It automates the tasks involved in maintaining student records, and provides accurate and quick reporting of student and class grade averages.  The program supports multiple subjects, user defined grade categories, and will calculate grades for any time periods within the class starting and ending dates.  Class Mate allows the teacher to define grade categories and assignments, enter grades, and instantly view student and class averages as well as other data relating to student and class performance.  The teacher can see the effect a score will have on a student's average, even before recording it.
The program is easy to use, with most tasks performed on one screen, and with results instantly visible.
Using the Programs Main Screen
The main program screen displays all information on the currently open class.  Open a class by choosing Class/Open from the main menu, and select the class to open.
The program screen is divided into three main areas, the Students List, the Assignments List, and the Grades List.  The tab key or the mouse can be used to switch between these three areas. 
The Students List, on the left hand side of the main screen, displays a listing of all students, their grade average, the number of grades recorded for the student, and can be scrolled horizontally to also display the class rank and the student ID.  Use the mouse (or arrow keys when the Students List is selected) to select the student whose information will be displayed in the Assignments List.
The Assignments List in the center of the screen displays information for the student currently selected in the Students List.  It shows the grade categories and category averages, all assignments within the categories, the grades and grade status.  Scrolling horizontally also displays the class average for each assignment, the current category weight for that student, and assigned category weight.  While the Assignments List is selected you can create new assignments, change assignment names and due dates, and enter grades by student.  The assignment selected in the Assignments List is summarized in the Grades List.
The Grades List on the right side of the screen lists all students, grades and the grade status for the assignment currently selected in the Assignments List.  The Grades List is used to enter grades by assignment.
The Sort Option above the Students List determines how the students will be sorted in display lists and reports.
The Period Option and Dates Entry Controls above the Assignments List are to set the starting and ending dates of the grading period.  When the Period Option is turned on, all calculations including those on reports, will only reflect those assignments which fall in between the two dates.  With the Period Option turned off all assignments will be considered.  The period dates and period option are saved between sessions.
If a class has multiple subjects, you can switch between subjects by clicking on the appropriate tab at the bottom of the screen.
Press the right mouse button anywhere on the mail screen to activate a popup menu for frequently used options.
The Sample Class
Using the Sample Class is the fastest way for you to learn to use Class Mate. 
If you are a new user it is recommended that you spend some time familiarizing yourself with the features of Class Mate by making changes to the sample class. You should read and print this topic and the help topic Using the Programs Main Screen. The Sample Class is set up to demonstrate most of the features of Class Mate, such as multiple subjects and preset period dates. You may or may not require these features when you set up your own classes. 
Select a student in the Students List and his or her assignment grades will appear in the Assignments List in the center of the screen. Select an assignment in the Assignments List, and the scores for all students will appear in the Grades List on the right side of the screen. Practice setting up new assignments (press the New button), changing an assignment (double click on any assignment), deleting assignments, entering grades, changing grades, unrecording grades, and waiving grades. See How to Enter Grades. Print some sample reports by selecting Reports from the menu. The Student Progress Report and the Gradebook are reports that you will probably use extensively., Consider distributing Progress Reports to your students on a regular basis. 
Turn the Period Option on, and change the dates in the Dates area to view just the grades and averages that fall between those dates. (Make sure the dates you enter fall between the Sample Classes starting and ending dates, 9/1/96 through 5/1/97). Change the Sort Option to see the different ways to display the students list. The dates and sort options will also be reflected in the reports you print. Turn the period option back off to view the students overall averages. Click on of the Subject Tabs to change to a different subject. 
Very Important! Before you set up your own classes, select Class from the main menu and pick Edit while the Sample Class is open. Browse through the tabs on the class set-up screen to see how the Sample Class is set up. These forms will make much more sense to you when you have first seen them completed and can associate them with a class. Practice adding a new student to the class, and dropping or deleting a student. You can change the way the grade categories are weighted and the new averages will be reflected when you return to the main screen. You can add a new subject to the class here, and you can view or change the pre set grading periods or the symbols that are associated with numeric grades. See the topic How to Set up and Edit a Class.
It is recommended that you do not delete or change the name of the Sample Class. If you are ever unsure of how to proceed with something while working with your own classes, try it first on the sample class. 
Maintaining Class Mate
As with any program that stores critical data, you should backup your data regularly. Use the File/Backup feature of Class Mate to create a backup diskette. If your data files ever become damaged or corrupted, use File/Restore to return to your backup copy. Backup and restore also make it easy for you to work with two computers if you use computers both at home and school.
If you are using the document tracking features of Class Mate, the file docs.tps will be backed up whenever you create a backup diskette. This file contains information on the names and location of the documents on your computer. When you use restore, this file is not automatically restored. Since you may use backup and restore to share information on more than one computer, it is likely that the documents you create or the application you use to create them with may not exist on both computers, or that the path names will differ. You can restore this file manually if it ever becomes necessary. 
I cannot overemphasize the importance of backing up and protecting your data. Nothing would be worse than losing all of your grade history a week before final grades were due because your computer malfunctioned or your hard disk crashed, and you did not have current backups or hard copy. For the ultimate in data security, nothing can replace keeping a current copy of the Gradebook report.
Using Class Mate
Registering Students
Before a student may be added to a class, the student must be registered.  From the Student Menu choose Register.  Type in a unique ID for the student.  The Student ID may be up to 11 characters long, and may be comprised of letters and/or numbers.  The ID should be the same identifier used by the school to identify students (i.e. Social Security Number, Student Number, etc.)  The last name and first name fields are also required before a student may be registered.  All other fields are optional.  Note:  Since letters are allowed in the student ID, an alphabetic sort is used when sorting by ID.  To sort correctly when using numbers all IDs should have the same number or characters. (i.e., use 001,002...010, instead of 1,2,...10)
Once all required fields are entered select the OK button to complete registration.  The student may now be added to classes.
To permanently delete a student from the database, enter the Student ID or press the Select button to select the student from the student list.  Press the Delete button to remove the student.  To manage the size of your student database, you should occasionally delete students that will no longer be needed to add to future classes.  When deleting a class you will be given the option of deleting any students who are not enrolled in other classes.
Starting a New Class
To start a new class, select New from the File or Class menu.  Fill in the course name, class starting and ending dates, and starting and ending times.  Press the Save button to add the new class. 
The Class Edit screen will automatically open.
Editing a Class
The Class Edit Screen allows you to assign grade symbols, grade categories, add students, pre set grade periods, and set up subjects.  When done editing the class, press the Exit button to record the changes.  If further editing becomes necessary, select Class/ Edit and the appropriate tab.
To delete a class select Class/Delete from the main menu.  Deleting a class will remove all records pertaining to the class and it may not be recovered.  Students are not deleted from the database when deleting a class, unless you specify.
You can import students, categories, and assignments from a previous class to speed setting up the class.  To import, choose File/Import from the menu, select the class to import from, and select the options from the Import screen. If you import students, all students from the import class will be added to the new class.  Importing categories is allowed only if no categories for the destination class have been created, and you may not import assignments unless you are also importing categories.  When importing students, transfer grades are not inherited.
Assigning Grade Symbols
To assign or edit the letter symbols given to numeric grades, choose Edit from the File or Class Menu.  In the Symbols Section fill in the numeric ranges and corresponding letter grades that will apply to this class.  You can use up to fifteen ranges.  Leave unused ranges blank.
Assigning Category Weights
Before adding assignments, grade categories must be created.  Select Class\Edit from the menu, and select the category tab.  For a new category, press the New button.  Enter a category name (i.e., Homework, Classwork, Tests, Final Exam, etc.), and a category weight that will be the percentage the category will contribute to the total grade.  If the category weight is zero, the grades will not be used in calculating student averages.
You may use as many categories as necessary, but the total weights of all categories may not exceed 100%.  If all grades will count equally, set up just one category (i.e., All Grades) and assign its weight at 100%. Until a grade is recorded in a category, the weights of all other categories are proportionally incremented to equal 100% when calculating averages.  Category names and weights may be edited at any time.
The category weight shown in the Assignments List and on the Student Progress Reports will not necessarily agree with the final weight for that category.  It will reflect the current weight the category is actually contributing towards the total grade (see How Grades Are Calculated).
Adding Students to a Class
To add a student to the open class, chose Add/Drop from the Student menu, or choose Class/Edit and click the students tab.  Type in the student ID or press the Select button to choose from the list of registered students.  Multiple students may be added using the select button.  The Add/Date field will default to the class starting date, but may be manually changed.  If appropriate, enter the starting grade information.  Press the OK button to add each student.  Alternately you can drag a student record and drop it on the Students List to add it to the class.
To drop a student from a class, proceed just as adding a student; however,  enter a drop date.  Once a drop date is entered the student will no longer appear in the class window and any grades will not be used in calculating class averages, unless the Show Drop Option is turned on.  All grades will however be preserved and a student can be re-added by removing the drop date.
To permanently delete a student from a class, proceed as to add, and press the delete button.  Any grades recorded will be removed.
When the All Subjects Option is checked, adds, drops, or deletes will automatically apply to all subjects in the class.
See Also:
Registering Students
Adding Subjects
To add multiple subjects to a class choose Class/Edit from the menu and click the Subjects tab.  Press the New button to add a subject name.  The new subject will automatically inherit all students, categories, and symbols from the currently open class.  Once created, these items may be edited and may vary for each subject. You may have up to ten subjects per class.
Adding Assignments
From the Main screen select  the category (or an assignment within that category) in the Assignments List.  Press the New Assignment Button or choose Grades\New Assignment from the menu.  The Add Assignments Window will open with a default name and due date .  Make sure the assignment is in the correct category You can rename and set the due date now or at a later time.  Press OK to add the assignment.  Once created, the assignment may be edited by double clicking on the assignment or pressing the Enter Key while the assignment is selected.  Assignment names and due dates may be changed at any time, and you can even move an assignment to a different category.
The Max. Points field is used to determine the grade % when the score for the assignment is entered.
To delete an assignment select the assignment in the assignment list, and choose Grades/Delete Assignment from the main menu.
Entering Grades
Grades may be entered as either a grade % (in the grade column), or a raw score (in the score column). Either way the other is automatically calculated. When entering, the value in the maximum points field for that assignment is used in calculating the grade % or score. If you calculate grade % manually when you grade assignments, you can always leave the maximum points value set at 100. In this case the grade and score will be identical.
There are two methods of entering grades into Class Mate, by assignment or by student.  When entering grades by either method, any number between may be entered in the grade field, but a warning will be sounded if the grade is higher than 100.  This capability of entering grades greater than 100 is intended to allow for extra credit, etc.  Press the Waive Button (or press keypad star) to indicate that this grade will not be counted (excused) in computing averages for this student.  Grades can be changed by retyping a new grade over the old grade.  To record a zero grade, a zero must be entered in order for it to be recorded.  To unrecord a grade, press the Unrecord Button while the grade is selected.
Once a grade is recorded, there will be an x the grade status column next to the grade, or a w if the grade has been waived.
Entering Grades by Assignment
To enter grades by assignment, select the assignment in the Assignments List.  The Grades List at the right hand side of the screen will display each student as well as the current assignment grade (if any) for that student.  Enter or change grades in the Grades List as necessary and complete each entry with the Enter key.  When all grades for the assignment are entered, press the Save Button to record the grades.  You may cancel all entries at any time before saving with the Cancel Button.
Entering Grades by Assignment is usually the easiest method when first recording grades for a new assignment.
Entering Grades by Student
To enter grades by student, first select the student in the Students List.  Select the assignment(s) in the Assignments List, and enter the new grade(s).  Enter as many grades as you wish for the selected student, and then press the Save Button to record the grades.  If you wish to cancel the grades you have entered you can press the Cancel Button at any time before you save the grades.
As each grade is entered, the new average will be displayed for that student in the box above the Assignments List, so you can use this method to see the effect hypothetical grades will have on a students average, and then cancel the changes.
Transfer Grades
If a student transfers into a class and has a previous grade that you wish to use in calculating the final grade, you may enter this information in the Add/Drop student window.  Select Class/Edit from the main menu and click the Student Tab.  Enter a grade in the Transfer Grade field.  Next, enter the weight to be applied to this grade in the Transfer Grade Weight field.  
The transfer grade and weight will be used in calculating the students final average for the class and the weight of all other grade categories will be reduced accordingly.  Transfer grades are only considered when viewing the final grade (when the Period Option is turned off).  The transfer grade will appear in the Assignments List as a separate grade category, but can only be edited in the Student Add/Drop window.
Grade Status
The grade status is indicated in the column to the right of the grade in both the Assignments List and the Grades List.  It also prints on reports.  
When blank, it indicates that no grade has been entered for this assignment and the grade is not being used in calculating the students average (The numeric grade will appear as a zero). An x indicates the grade has been recorded, and a w indicates the grade has been waived for that student and is not counted.  When the Zero if Late option is on, an a indicates the zero grade is being automatically counted since the grade is past due. If the assignment has been curved, the status appears as a !, A grade dropped by using the Drop Lowest Grade feature is designated as a d.
While entering grades, but before recording them, (by pressing the Save button), an n indicates a new grade, a c indicates a changed grade, a w indicates a grade to be waived, and a u indicates the grade is to be unrecorded.
How Grades are Calculated
Grade averages are calculated by first averaging all grades within each category.  The category averages are weighted by the current category weight to determine the overall average.  If category weights add up to less than one hundred, or if a category does not yet contain any grades, the other assigned category weights are incremented proportionally.
For example, a class is created with three categories, homework, tests, and final exam, and each category is weighted at 33.3% of the overall grade.  Since the final exam category will have no grades until the final day of the class, the other categories will each contribute 50% to the students average until the final exam grade is entered.
If a Transfer Grade and Weight are entered when adding the student to the class, the transfer grade is given its assigned weight and all other category weights are proportionally decremented.  Transfer grades are only used when the Period Option is turned off, so they are used only to determine the students final grade and are not used in any grade period calculations.
Note that the class average calculation does not include students with no grades recorded.
Maximum Grade
The maximum grade calculation that appears above the Assignments List is the grade the selected student would make if he or she were to score 100% on all unrecorded grades for the current class or current class period.  If new assignments are added this number will increase.  Once all assignments are defined, this is the best grade the student can achieve for the class or period.
Applying a Curve to an Assignment
Once grades are entered for an assignment, you can curve the grades by choosing Grades/Curve Assignment. Select the method and the options for the curve. The dont curve zero grades option specifies that grades entered as a zero are not curved. The dont use zero as minimum grade option uses the lowest non zero grade when the minimum grade is used as the basis for the curve. Next choose the basis for the curve in the Formula Box. You can select either the highest grade, the average grade or the minimum grade as the basis for the curve. Once selected the current value for that item is displayed in the Equal to field. Change this value to what you want the new value to be. The result line will display the effect the curve will have on the grades. Press OK to apply the curve and return to the main screen. You can review the changes before saving or canceling them.
To restore a curved grade, choose Grades/Curve Assignment and press the OK button.
Once a curve is applied to an assignment its status will be shown as a ! in the status column and on reports. You can not edit or add new grades to a curved assignment unless you restore it first.
Dropping the Lowest Grade(s) from a Category.
If you wish to drop the lowest grade(s) from a category, select any assignment within that category as the current assignment, and pick Grades/Drop Lowest from the main menu. You can designate whether this method is applied to only the current student or to the entire class. You may also specify that this be carried out for all subjects in a class with multiple subjects, and to only assignments in the currently viewed period, or for the entire class period. Press OK to drop the grade(s).
A dropped grade status shows as a d in the status column and on reports, and is not used in calculating averages.
To restore dropped grades for a category select Grades/Drop Lowest, then click the Restore all Dropped Grades option, and press OK.
Each time you repeat dropping the lowest grades for a category, the old dropped grades are restored and the new lowest grade(s) are dropped.
Setting up Grading Periods
You can view results for any time within the class period on the fly by turning the period option on, and setting the period dates above the Assignments List. You may also pre set period dates and period names for a class and press the Pick button to select between the pre set periods. Pre set periods also have the advantage of printing the period name (i.e. First Six Weeks) on reports, and all pre set periods are recapped on the Progress Summary Report. To pre set periods choose Class/Set Up from the main menu. Click the period tab the press New to define a period. Enter the name and the start and end dates for the period, and press OK.
If your classes only require you to report a grade at the end of the class, then you will not need to use the Period Option, leave it set to off.  If you are required to give report cards at specific intervals during the class you can set the Period Dates to calculate averages for any period, and turn the option off at the end of the class (or any other time) to give the final average, or any other year to date average.
You can pre-set and name periods (First Six Weeks, etc.) while editing or setting-up a new class. If periods are pre-set, press the Pick button by the dates area and you can select from the list of pre-set periods to change the dates.
For Example:
Your class runs from 9/15 through 5/22, with report cards due on 9/20, 11/1, 1/10, 2/14, 4/16 and 5/22.  Additionally on 5/22 a final exam is given, and you must issue the final grade.  The final exam is only counted towards the final grade and is not counted in the sixth period.
	During the first grade period, set the Period Dates from 9/20 to 11/1 and turn the Period Option on.  (You could also just leave the period option off for this period since the are no other grades.)
	During the second period set the dates to 11/2 to 1/10 and turn the Period Option on.  Repeat this process for periods three through five.
	For the sixth period set the dates at 4/17 to 5/21 (not 5/22). This will isolate the final exam from the last period.  (Make sure no other assignments are set due on the same day as the final.
	Turn the option off to get the final grade after the final exam.
You can use a similar technique to isolate a midterm exam if you were required to give a separate midterm average.
The Period Option and Period Dates are saved between sessions, so once you set them you can probably leave them alone until the start of the next period, but you can change them at any time if you need to look at a previous period.  You can turn the Period Option off at any time to view or print the current year to date averages.  The Assignments List and all Reports will always include only those assignments that fall within the period dates.  With a little ingenuity you can handle even the most complex grading schemes by manipulating the assignment due dates and the Period Dates.
Remember also that Category Weights can be changed at any time, and assignments can easily be moved from one category to another.  You could set up a Dummy category with a weight of zero and transfer assignments in and out of this category to make assignments invisible in calculating averages for a particular period or purpose.
Entering Attendance Grades
To record attendance choose Grades/Enter Attendance from the main menu. The Assignments List will change to reflect the dates of the class, and the column headings change to allow attendance entries. Just as in entering grades, you select a student in the Students List to display his Attendance grades in the Assignments List, and select a date in the Assignments List to view all attendance grades in the Grades List. Attendance grades may also be entered by student (in the Assignments List) or by date (in the Grades List). Enter a grade by clicking on the grade column, or pressing the Enter key  to toggle between Absent, Late, and no entry. The type similarly column toggles between Excused and Un excused.
Printing Reports
Select Reports from the main menu to see a list of available reports and select the report you wish to print.  All reports will apply to the currently open class and the current period, (if the period option is on).  For classes with multiple subjects, you will be prompted to choose the subject(s) you wish to print the report for.
The available reports are:
	Student Progress Report:  This report prints a complete recap for each student selected.  It includes all grades, and category averages, and shows the students class ranking. You are given the option of including student comments and attendance detail when printing progress reports. Distributing this report regularly to your students enhances their awareness of their standing in the class.
	Student Progress Summary:  This report is more practical to print for classes that have multiple subjects, or if you want to recap all pre set grade periods. It shows the average for each subject (if any) for each pre set grade period, and the overall average(s). You are given the option of including student comments and attendance detail when printing progress summaries.
	Gradebook:  This report is a standard gradebook of all grades printed in chronological order.  The class average for each assignment is also shown.
	Class Summary:  The class summary shows the current average for each student in the class and shows the current grade distribution.
	Subject Summary:  If the class has multiple subjects, this report shows each students average for each subject.
	Assignment Summary: Similar to the class summary, but shows only grades for the currently selected assignment.
	Worksheet:  The worksheets provide an easy way for you to tabulate grades before transferring them to Class Mate.
	Student Address List:  This option prints a list of students, their addresses, and their phone numbers by class, assuming you entered this information when registering the students.
	Class Grade Distribution: Plots the student averages for the class.
	Assignment Grade Distribution: Plots the grades for the currently selected assignment.
	Attendance Summary:  This report recaps monthly attendance grades entered for a class.
	Attendance Worksheet:  Provides a form for recording attendance grades for monthly periods
Other Features
Adding Student Comments
You can create comments for students in your class and optionally have them print on the Progress Report and Progress Summary. You can have up to 50 standard comments to choose from, or type in custom comments for each student. To enter or edit comments choose Student/Show Comments from the main menu. Select a student in the Names List and type in or select a comment from the standard comments list. Press OK to record the comment for this student. To add a new comment to the standard comments list, type it in and press the Save button. To delete a standard comment, select it and press the Delete button.
Creating Seating Charts
You can create, print and save seating charts for your classes (up to 64 seats per chart).  Select Students/Seating Chart from the main menu.
	Change the rows & cols. To reset the desks in you room.
	Select a desk by clicking on in with the mouse.
	Use the arrow keys to move the selected desk around to more accurately represent your classroom. Move desks together to make tables, etc.
	Press the Random button to populate the desks at random, or the Order button to populate by whatever order is currently selected in the Students List (name, Id or rank).
	Cut and paste using the scissors and clipboard icons, drag and drop from the Students List, or just type in new names to change your chart.
	Press Print to print your seating chart and Save to save it to disk.
	Press OK to return to the main screen.
Exporting Data
You can export class summary information to a file for use by other programs such as Microsoft Access. To export data, select Class/Export Data and follow the on screen instructions. The mail merge features in the Documents section also create external files that may be imported by other programs.
Options
The Options menu contains a number of features you can change to your preferences
	Set numeric format: Use this option to change the format for showing numbers and dates on screens and reports.
	Show Drops: When this option is on students who have been dropped will appear on screens and reports. Their grades will also be used in calculating class and assignment averages.
	Zero if Late: If on, an assignment will count as a zero if no grade is recorded and it is past due.
	Sounds: Toggle sounds on and off
	Logo on Reports: If turned off the Class Mate logo will not print on reports.
	Attendance on Reports: If on, an attendance recap will print on progress reports.
	Rank on Reports: Turn this feature off if you dont want class rank to appear on reports.
	Use Language Translation: If you want to use foreign language words and phrases on reports, you can turn this feature on and then edit the Language section of the Clasmate.ini file with the words you want to use. Clasmate.ini is a text file and can be edited with any text editor such as Notepad. The Language section is in the format CLASS=Class, where the first part is the English word or phrase that usually prints, and the second part is the word you want to replace it with. To change the word class to Spanish, for example, edit the line to read CLASS=Clase. As much room as possible was left on reports to accommodate longer words than their English counterpart, but this varies from report to report. Use abbreviations or alternate words if necessary when space requires. 
Preparing Documents
Overview
Class Mate simplifies the preparation and management of documents that you create by tracking them and providing templates. A word processor is usually what you will use to prepare documents, however other programs such as a spread sheet program like Microsoft Excel or Lotus 123 can also be used. Sample templates for common documents such as tests or lesson plans are provided for you to customize, or you can create you own templates for these documents and even create new document types. For use with advanced word processors or other programs, Class Mate creates mail merge data files each time a document is created or opened. Mail merge data files can be used to speed up making a new document by having information already filled in, or to create form letters to your students or their parents.
The common document types that Class Mate tracks are Syllabuses, Lesson Plans, Student Notes, Assignment Descriptions, and Tests. Additionally, it will track Letters and Other documents that you would like attached to your classes. You can create custom document types by specifying an application and a template file, and registering it with Class Mate.
Documents are tracked differently depending on the type of document. Syllabuses, and Lesson Plans are limited to one document per class. For Student Notes, you can create one document for each student in each class. For each assignment you define , you can have one Assignment Descriptions and/or Test. There is no limit to the number of Letter, Other, or Custom documents you attach to a class.
As well as attaching documents you create within Class Mate, you can also manually attach documents that already exists on your computer, such as a test that is provided by an outside source on diskette. Once attached, a document is always at your finger tips when its class is open. You can copy documents from class to class, or use the same document for more than one class.
How Class Mate Handles Documents
For each registered document type, you specify an application used to open the document and a template file used to create new documents. A template file may be as simple as a blank document created with that application, or may be a more complex document that contains its own pre-formatted text, macros, or mail merge fields. When you select a document type, Class Mate checks to see if the document already exists. If not, one is created by making a new copy of the template file in same directory where the template file is located, and assigning it a unique name. The application is then called to open the document for editing.  When you subsequently call for that same type of document, the document is automatically opened.  Class Mate uses the currently selected student or assignment for documents specific to students or assignments. You must select the student or assignment before creating or opening a document.
Setting up to use Documents
Choose Documents/Set Up from the main menu, and click the Set Up tab. Fill in the name and address fields. For the Word Processor Command Line field, type in or use the Browse button to find the complete path and file name for the default program you will use to create documents. Read the following sections to help you decide which templates to use. 
Setting up the Sample Templates
There are two sets of sample templates provided for the common document types. One set is in Windows Write format (.wri) and the other is Microsoft Word for Windows 6.0 or above (.doc). If you use another word processor, most Windows word processors will convert one or both of these formats for you, or you can create your own templates. The Write templates are your best bet if you are not sure which ones to use and dont have Word for Windows.
The template files are installed to the \docs sub directory of the Class Mate program (c:\clasmate\docs). 
If you will use Windows Write or Windows WordPad Templates:
The template file names are as follows:
1.  Sylb.wri	Syllabus Template 		2.  Lpln.wri	Lesson Plan Template
3.  Asgn.wri	Assignment Template		4.  Test.wri	Test Template
5.  Stud.wri	Student Notes Template	6.  Letr.wri	Letter Template	
7.  Othr.wri	Other template (blank document)
The Write templates are set as the default when the program is installed.
If you use Microsoft Word for Windows:
The file names are the same as above with a .doc file extention.
To use the Word templates as the default, choose Documents/Set Up from the Main Menu. Select the Set Up Tab. Select Microsoft Word in the Use Templates for option box. Press the Browse button and find the Microsoft Word program file (Winword.exe) in the directory Word was installed to. Press Done.
If you use any other Word Processor:
If you use an alternate word processor such as Word Perfect, you will need to try both sets of templates to decide which one gives the best results. Almost all Windows word processors will be compatible with the Write (.wri) templates. Newer programs will convert the Word templates depending on the version you are using, but may not support all of the features used.
Select Documents/Set Up from the main menu and click the Set Up tab. In the Word Processor Command Line field, type or click Browse to find the path and file to your word processor, and accept this as the new default application. Click the Templates tab and select the Syllabus template. Press the Open button. If your word processor can read Write files, the file will open normally and you will see the Syllabus template. You may be asked what type of file you are converting from (.wri).
Next set up the Word templates as the default as described in the above section on Microsoft Word. Repeat the process above to open the Syllabus template, and note if the document opens correctly.
In general the Word templates are provided only as samples for use with Microsoft Word. The Word templates support the more advanced features of Microsoft Word such as Headers and Footers and Mail Merge. The Test Template also contains auto text entries and custom buttons to help you compose tests and quizzes. After selecting which templates to use, choose Documents/Set Up. Select the Set Up tab, and select the set you have decided on in the Use Templates for option box.
If your program wont convert either format, or you are using a DOS word processor you can use Write or Wordpad to save the Write templates as type text (.txt) files, and convert from these.
Customizing the Templates
Once you decide which templates to use it is a good idea to customize them to your preferences. Start Class Mate and choose Documents/Set Up. Click the Templates tab to view the registered templates. Select a Template to edit and press Open. Change the template to reflect your preferred format for this type of document. Remember that each document you create will start with the text and formatting of the template file. It is worth spending some time perfecting the template and typing in any information that will repeat for other documents of this type, such as your name or your schools name. If your word processor supports mail merge, read the section on Class Mates mail merge files so you can optionally incorporate this feature into your templates. You can use any of the formatting or features available in your word processor with your templates, and this will automatically be reflected in your documents.
When you finish editing the template, save it and close the program to return to Class Mate. Remember that if you change the file name or extension when editing or converting it you must edit the template information so that Class Mate finds the correct template.
Creating Your Own Templates
A template can be created for any of the common document types, or new types you create, by any program that creates a document file. Word processors are the most common programs used to prepare documents, however other programs that create specialized documents such as spread sheets may also be used. For example if you like to use a program specifically designed to create tests or quizzes, you can use this program to create a template file, and set up Class Mate to use that template and application each time you create a new test. If you have a good calendar or daily planner program that creates separate calendar files, you may want to use that program to manage your lesson plans. As long as your program supports a command line argument to open a document, Class Mate will track and open the correct document when that class is open.
To create a new template, start the word processor or other application that will be used for this document, and create a new document (usually with a File/New command). You can customize the new template by entering any repetitive information that will appear in all documents of this type, and by formatting the layout and style of the template. Save the new template to your Class Mate /docs sub directory. If you are going to use this template to replace one of the common document type templates supported by Class Mate, it is recommended you use the same file name as the sample templates for that type document, with the programs own default file extension.
Start Class Mate, select Documents/Set Up, and click the Templates tab.
If you are replacing an existing template:
Select the template to replace in the templates list, and press the Edit button. Type in or use Browse to find the complete path names for both the template file and the application file. Press the OK button.
If you a creating a custom template:
Enter a template description. Type in or use Browse to find the complete path names for both the template file and the application file. Select the template type in the Document Type option box, and Press the OK button. Except for custom document types, there can be only one template per document type.
Class Mates Mail Merge Files.
If your word processor doesnt support mail merge, or if you havent used it before, the following information is optional. Every word processor implements mail merge a little differently, and it is not a necessary feature for using the document tracking features of Class Mate. If it works well with your word processor, and you want to use it, it can make your documents a little easier to produce by automatically inserting some information without typing. 
Each time you create or open a document from within Class Mate, two database files are written to your /docs sub directory in both text (.txt) and Dbase3 (.dbf) format. Most word processors support one of these formats for mail merge. These files contain information about your class and students, and may be used by any program you prepare documents with that supports mail merge or data import from text or Dbase3 files. Each file contains the Field Names for that file and subsequent records contain the data that merges with your documents. You use mail merge by inserting the field names in you templates, and the actual information is automatically inserted by your program.
When attaching the text files to templates or documents you create, you may be asked to supply the field separator and/or record terminator. The field separator used is the ~ character, and the record terminator is a CHR<13> CHR<10> combination. Your word processor needs this information to know where one field or record ends and the next one begins.
The file ClassInfo.txt or .dbf contains information about your class, the currently selected student, and the currently selected assignment. This file contains one record with information on the current class. The fields contained in this file are listed below with an example from the Sample Class:
Field Name	Description	Example
CLANAME	Class Name 	Sample ClassSDATE	Starting Date	9/01/96EDATE	Ending Date	5/01/97STIME	Start Time	8:00AMETIME	End Time	3:30PMFULLNAME	Class Full Name	Sample Class 9/01/96 8:00AM # 1CLAAVG	Class Average	81.8STUCNT	Student Count	7STUFNAME	Selected Student First Name	TedSTUMNAME	Selected Student Middle Name	(field blank for this student)STULNAME	Selected Student Last Name	GonzalezSTUNAME	Selected Student Full Name	Gonzalea, TedSTUAVG	Selected Student Class Average	89.5STURANK	Selected Student Class Rank	1ASSNAME	Selected Assignment Name	Chapter 1 ReportASSDUE	Selected Assignment Due Date	9/07/96ASSCAT	Selected Assignment Category	HomeworkTEANAME	Teacher Name	Your NameTEAADD1	Teacher Address	Your AddressTEAADD2	Teacher Address Line 2	TEACSZ	Teacher City, State Zip	Your City, State and Zip
The file StuInfo.txt contains information about The students in your class. This file contains , one record for each student in your class. The fields contained in this file are listed below with an example from the Sample Class:
Field Name	Description	Example
NAME	Student Full Name 	Gonzalez, TedFNAME	First Name	TedMNAME	Middle Name	LNAME	Last Name	GonzalezAVG	Student Average	89.5RANK	Student Rank	1IDNUM	Student ID	S3ADD1	Student Address	CSZ	Student City, State Zip	PHONE	Student Phone Number	
Note: the address and phone fields will not be available if you dont include them when registering students.
Information on Mail Merge and the Word Templates
All of the Microsoft Word templates are mail merge type documents, and are connected to the either the ClasInfo.txt or StuInfo.txt data source files. As stated earlier these files are re written each time a document is created or opened. This means that the content of the document will change if the data source files changes. This is usually no problem if the documents are opened from within Class Mate and is even desirable if you want the document updated with current information each time you use it. If you use the same test for two different classes, for example, the class and assignment name will be correct for whichever class is open at the time you use it. If you open the file directly from your word processor, however, the names will be those current at the last time you created or opened a document from within Class Mate.
If you dont have a reason for leaving a document as a mail merge document, it is a good idea to convert it to a normal document once it is completed. This will lock the content of the document, and it will no longer use the data files. To do this in Word choose Tools/Mail Merge, press the Create button, and select Restore to Normal Word Document. You should read your word processors documentation on mail merge for a better understanding of how mail merge can help you prepare documents.
All of the templates with the exception of the Letter template use the ClasInfo.txt file as their data source. The Letter template uses the StuInfo.txt file as its source so you can easily create form letters to your students or their parents. You can insert any of the fields in your template or document, or you can use the fields as Query Options. For example, you could compose a form letter and send it to only those students whose average falls below 70, or rank in the top ten.
The other templates use information from the ClasInfo.txt data source to allow you to have your documents partially filled in when you create them, by inserting mail merge fields into the templates. They contain the boilerplate text and pre formatting to help you create documents more easily and to give your documents a constant look. You can customize the templates to reflect your preferences for each type of document.
The Test Template for Microsoft Word
The Test template has custom buttons, auto text entries, and styles to help you prepare tests. These custom features are stored in the Microsoft Word template file ClasMate.dot. There are buttons to insert a new Test Section, a Multiple Choice question, a True or False question, or an Essay question. Using the buttons will automatically number and format your test. For other type questions such as fill in the blank, use the multiple choice button, type in the question and delete the answer firld
When you insert a Multiple Choice question you will see a place to type the question, and a place to type the first answer. When you hit Enter after typing the first possible answer, a new answer field will appear below the first one. Repeat this for as many responses as your question requires. The Essay question button leaves two blank lines to fill in the answer by default. To add additional lines press the tab key and hit enter for each blank line required.
The Test template automatically numbers questions starting with the number one each time a new test section is inserted. If you need your test to be numbered consecutively because answers are being placed on a scan card, dont use the Test Section button, and type your section instructions manually if necessary. 
If you dont see the toolbar with buttons for inserting test questions when a test document is open, choose View/Toolbars from the Microsoft Word menu, and make sure the toolbar from clasmate.dot is checked. 
