Managing Extracurricular Programs

Define and manage extracurricular programs, such as sports teams and academic clubs. Use the Extracurricular Programs tab in the District (Root Organization) view to:

• Create an extracurricular program
• Set eligibility criteria, such as grade level or GPA
• Associate schools with the program

Note: Only users in the District (Root Organization) view can add or delete extracurricular programs, and set any eligibility criteria for the students who participate.

After the district creates a program and associates it with a school, a designated user in the School view can:

• Assign program administrators, such as advisers and coaches.
• Add students to the program.
• Create an event for an extracurricular activity, such as a concert or match.
• Take attendance at the event.
• Run the Extracurricular Eligibility Status procedure to see if students meet the district's criteria.
• Mass-create Pages for the school's extracurricular programs.

Note: Assign the Extracurricular School Admin user role to the person who manages extracurricular programs in the School view.

In the Staff view, program managers can:

• View the programs they are associated with.
• Add or delete program administrators (if Global Manager is enabled for their user role).
• Add, withdraw, and re-enroll students in a program, and update their status. (To do so, Global Manager must be enabled for their user role. Also, the Manager checkbox must be selected for the user on the Extracurricular Programs details page [School view, Extracurriculars > Extracurricular Programs].)
• Create an event for an extracurricular activity, such as a concert or match.
• Take attendance at the event.
• Run the Extracurricular Eligibility Status procedure.

  Note: By default, the Extracurricular Eligibility Status procedure is not available in the Staff view. Use the Roles tab on the Procedures details page to let a program manager run the procedure.

Staff members who are not the program managers can view, but not edit, their activities on the Extracurricular Activities side-tab.

In the Family and Student portals, users can view the programs that they or their students are associated with.

Note: For users to view the Extracurricular Activities side-tab in the Staff view, enable the Extracurricular Access user role privilege on the Extracurricular School Program system table (District [Root Organization] view, Admin > select the user role > select Extracurricular category). You must enable the Extracurricular Access user role privilege for the Extracurricular Programs side-tab to appear in the: * Health view (Student > Membership > Extracurricular Programs) * Special Education view (Student > Membership > Extracurricular Programs) * Family view (Family > Membership > Extracurricular Programs) * Student view (My Info > Membership > Extracurricular Programs)

Note: By default, the System Administrator user role has all privileges enabled for the Extracurricular Program and the Extracurricular School Program system tables (District [Root Organization] view, Admin > Security > Roles > Extracurricular category). However, there are user roles for staff members who manage extracurricular programs at the district and school level. Assign the Extracurricular District Admin user role to the user who creates and manages extracurricular programs in the District view. Assign the Extracurricular School Admin role to the principal or other user who handles extracurricular programs in the School view. These roles let users add students and program administrators, update a student's status in the program, and run the Extracurricular Status procedure. To let a school user manage all extracurricular school activities, such as associating staff members with programs, adding students and running the Extracurricular Eligibility Status procedure, enable the Global Manager privilege on the Extracurricular School Program system table.