Working With Lockers

Before you can assign lockers to students, you will need to set up the Locker database. To set up this locker information, choose File, School Setup, Lockers and select one of the following menu items: Brand of Lock, Locks, Types of Locker, Bank of Lockers, Lockers,  and Assign Lockers to Banks.

Once you have accessed the main screen for each, you can click Edit or Add to make changes to the list. Click Print to print a copy of the list.

Step 1. Set Up Lockers

1.1 Brands of Locks

When adding or editing, specify the English and/ or French name of the Locker e.g. Dudley®, Schlage® and an Identifier. File, School Setup, Lockers, Brand of Lock.

1.2 Locks

When adding or editing, specify the Serial Number, Combination and select a Brand from the drop-down list. File, School Setup, Lockers, Locks.

If the school owns the lock and it is assigned to the locker, click Lock is assigned to Locker. 

• This is stored in the lock tables and not the student's record. 
• The information is never removed from the set up tables unless the user deletes the record.

If the student owns the lock, check the Lock is owned by the student. 

• This can also be defined in the Student's Record when you click the New Lock button.
• The lock will be "added" to the locks table and remains in this table until the student is deleted (deleted, moves to past) because the lock is actually stored in the student record and not the set up tables.
• When you run Transfer to New Year and have Initialize Lockers checked, for any lock assigned to the student, it remains in the record. The student is no longer assigned to the locker and the locker is therefore removed from the student record.

Note: Once the student has been transferred to Past, the student-owned Lock will show up in the Locks table with 'Student is no longer registered in this school' under the Student (name) column.

1.3 Types of Lockers

When adding or editing, specify the English and/ or French name of the Locker (e.g. Regular, Oversized), and an Identifier (e.g. a unique number). File, School Setup, Lockers, Types of Lockers.

1.4 Banks of Lockers

A bank of lockers categorizes a group of lockers, often by physical location. Each locker can belong to a specific bank. In Bank of Lockers, you can specify the English and/or French name of a bank of lockers (e.g. 2nd floor East Wing or Tech Wing) and an Identifier. If the lockers belonging in this bank exist, they will appear in the list of Available Lockers. To indicate that they belong in this bank of lockers, they must move to the Selected Lockers on the right side. To move the lockers, use the single arrow to move the selected individual locker (or double-click it), or use the double arrow to move all of the lockers. File, School Setup, Lockers, Banks of Lockers.

1.5 Lockers

When adding or editing a single locker, specify the Locker Number, Type of Locker, Locker Bank*, and Capacity (e.g. if it is shared with 2 students enter 2). Finally, click the checkbox if the locker is available.

The Available checkbox is unchecked when the capacity of a locker has been reached. Although this can be overrode, we do not recommend it.

To add a group of lockers, use the Add Range button to specify the first and last locker numbers in the range, and change the "Add Increments of" if needed (e.g. if increments of 2, then lockers 1, 3, 5 will be created). Specify the Type of Locker, Locker Bank*, Capacity and Availability. Click OK to create the lockers.

Add range of lockers allows the user to include a Prefix which can be an alphabetic or numeric value, e.g., A100, A101 or 100A, 101A.

*The Locker Bank is a title that often describes the physical location of the locker. If the name of the locker bank is already defined (using Bank of Lockers), then it can be specified as the locker is defined. If the bank is not specified, then it will automatically appear when the locker is assigned to the bank using Bank of Lockers.

Note: fields for Occupancy and Capacity :

- Capacity field - locates students who are assigned to sharing or non-sharing lockers.

- Occupants field - can locate students who are sharing lockers at full capacity.

1.6 Assign Lockers to Banks

Assign lockers to a previously set up Bank of Lockers. Select a name fro the Locker Bank drop-down list. Next, select lockers from the Available Lockers list and use the arrows to move them to the Selected Lockers area.

Step 2. Assign Lockers

Lockers may be assigned automatically to a group of students using the Assign Lockers option, or entered manually through the Locker tab in the student's record. First you will have to set up Locker information by choosing File, School Setup, Lockers. Once you have set up lockers, you can assign students to lockers using the method outlined below:

1. Choose Students, Assign Lockers.
   
   
   

2. Display specific students by clicking the Select button. If all the students in the list are to be assigned lockers, check the All Students checkbox. Otherwise, highlight the individual student(s) to be assigned by clicking on each student (shift+click to select a range). Click the Unassign button if you want to remove the current lockers assigned to the selected students.
3. Select a Locker Bank (set up earlier under File, School Setup, Lockers). If all the lockers in the list are going to be assigned to students, check the All Lockers button. Otherwise, highlight the individual lockers to be used by clicking on each locker.
4. Click the Assign Button to assign the lockers to the selected students.

Notes:

• By assigning an available lock to a student, you can select to see the drop-down list of locks in either by combination order or by serial number order. The drop-down list will also show all available information for the lock(s) - combination, serial number, and brand.
  
• Information connected to a specific locker cannot be edited from within student records. The locker type, capacity, and bank can be modified in the table of lockers under the File, Maintenance, Lockers menu.
  
• A new Lock table was added to the Locker menu to accommodate lockers with embedded locks, and lockers whose lock can be assigned to a student. For example: A locker can be assigned a specific lock, serial number and combination. Once the locker is assigned to the student, this lock, serial number and combination will be assigned to the student. The locker does not need this information tied to it, and the new lock table contains information on locks, serial numbers and combinations that do not need to be tied to a specific locker. This will allow users to accommodate all different situations.
  
• You may have students who are assigned to lockers with locks already assigned to them, or you may have students assigned to lockers who bring their own locks, and provide the office with the lock, serial number and combination information.
  
• If a new lock was assigned to a locker in student record, the lock information will be stored in the Locks table.
  
• In student record, you can select a lock information from the existing list of locks or click on the New Lock command button to create a new entry for this student. This new entry will also be saved in the table of Locks.
  
• If the school has assigned a lock to a locker, then the student who gets this locker will have the corresponding lock. It is possible to remove the assigned lock from the student and assign a new lock. In this case, the locker will update its records to show that no lock has been 'defined'. 'Defined' only refers to locks that have been assigned to a locker in Edit Locker.
  
• The program cannot handle duplicate lockers. To handle this situation, the program is able to work with alphabetic values for lockers. i.e. 050a, 050b.
  
• However, the list of lockers in the table of lockers will not store the mixed values (alph/numeric and only-numeric). If you use alphabetic values, then you will need to use this format for all lockers, even non-duplicate lockers - i.e. 049a.
  
• The program does allow student record to change the Lock for that student. However, this change will not reflect for the Locker. This is by design for the following reasons:

- some schools have lockers with the lock
- some schools will have lockers without locks and students are getting their own locks.

• Student's lock information (serial number, combination and lock brand) must be entered individually.
  
• Unassigning lockers does not clear out a student's lock information.

Validate Lockers

Choose File, School Setup, Lockers, Validate Lockers.

This feature addresses issues whereby lockers were “orphaned” in the database.  These lockers appeared to be available, but behind the scenes they were occupied. Verify locker assignments will resolve issues with multiple lockers having been assigned to students.