Hall Pass Setup
The Hall Pass Setup screen is used to configure how the Hall Pass module will operate in Focus.
The Hall Pass Setup screen is school-specific. Ensure the proper school is selected at the top-right corner of the screen before configuring the settings.
The Settings tab is used to configure the attendance codes and location categories for Hall Pass module.
The Attendance Codes setting allows school users to specify one or multiple attendance codes so that if the student is assigned the specified code at the time that a hall pass is scheduled to become active, the pass will be automatically canceled by Focus due to attendance. The pass will then be displayed on the Inactive tab of the Hall Passes screen with the status of "Canceled - Attendance."
1. In the Setup menu, click Hall Pass Setup.
The Settings tab is displayed by default.
2. In the Attendance Codes pull-down, select one or multiple attendance codes.
If a student is assigned one of the specified attendance codes at the time that a hall pass is scheduled to become active, the pass will be automatically canceled by Focus due to attendance. For example, if an absence code is selected and the student is marked absent, the hall pass will be canceled. The pass will then be displayed on the Inactive tab of the Hall Passes screen with the status of "Canceled - Attendance."
3. Click Save.
The Location Categories table enables schools to specify the categories to which various school locations can be assigned. The school can set up general location categories, such as Restroom, and then use the Locations tab to add the exact locations that will be assigned to the overall category.
Location categories will not display in the Hall Pass module until at least one location is assigned to the category. See Setting Up Locations for more information.
1. In the Setup menu, click Hall Pass Setup.
The Settings tab is displayed by default.
2. In the blank row, enter a Title for the location category.
This can be general, such as Restroom, Guidance, or Office.
3. Enter a Sort Order for the category to determine the order the location category will display when hall passes are requested or created.
The Create Hall Passes screen displays up to 9 location categories by default. The sort order of the categories operates in a top-to-bottom, left-to-right manner. For example, a category with the sort order of 1 will display in the top-left, 2 will display in the top row in the middle, and 3 will display in the top row furthest to the right. Categories assigned a sort order of 10 or higher will require the users to click an arrow to view the additional categories.
4. Click Save.
Once the record is added to the table, the icon can be selected.
5. Click the Choose Image button.
6. To use a system image, click the desired image on the left side of the pop-up window.
7. To use your own image, drag an image file into the Your Images area on the right side of the screen, or click Choose a file and select an image file from your computer. Alternatively, click Take Photo and follow the prompts to take a photo using your device's camera.
Once a system image or custom image is selected, it will display in the Icon column.
8. To edit an icon for a location category, click the image and select a new image in the pop-up window.
9. To edit the Title or Sort Order for a location category, make your changes and click Save.
10. To delete a location category, click the red minus sign next to the Title.
11. In the confirmation message, click OK.
The row is grayed out. You must click Save to complete deletion.
12. Click Save.
If you delete a location category that has locations assigned to it in the Locations tab, the Category field will become blank on those locations. You must reassign those locations to a location category in order for those locations to be available when creating a hall pass.
The Locations tab allows schools to create and assign individual locations within the school to location categories. The locations entered on this tab will display within the defined location category on the Create Hall Passes screen within the Hall Pass module.
1. In the Setup menu, click Hall Pass Setup.
2. Click the Locations tab.
Click the Expand View icon on a row to enter/view the location information in a pop-up window.
3. Select a Category to assign to the location. Location categories are set up on the Settings tab. (Required)
4. Enter a Title for the location. (Required)
5. Enter a default value for the Pass Length that will automatically populate on the Create Hall Passes screen when a pass is created/requested for this location. (Required)
6. Enter a default value for the Travel Time that will automatically populate on the Create Hall Passes screen when a pass is created/requested for this location. (Optional)
The travel time will be added to the pass length, indicating the amount of time the student has to check in at the location or end the pass once the student has checked out of the location.
7. If the location should be associated with a room at the school, use the Rooms pull-down to select the room. (Optional)
8. Enter the maximum number of students that can be issued a pass for this location at any given time in the Limit Number of Students field.
If the capacity for the location is exceeded, a warning will display stating that the max number of students are currently at the location. Students will be prevented from requesting a pass for the location if the location is currently at capacity. Teachers and administrative users have the ability to override and continue to create the pass as needed.
9. Select Students should check in if the student should check in to the location upon arrival.
For locations that are marked for check-in, students, teachers, and administrative users will be able to click a check-in button from the Hall Passes screen once the student arrives at the destination. Similarly, a check-out button will be available to indicate when a student departs the location and is en route back to their original location. For locations with a travel time set, the Check-In/Check-Out columns in Hall Passes will display in red if a student exceeds the travel time set on the pass for the specified location.
10. Select Auto Approve if the student should be able to start an active hall pass for the location without teacher/administrator approval.
For locations marked as auto-approve, once the student requests the pass, the pass will immediately become active (if requested for the current time), or will be listed on the Upcoming tab if the request is entered for a future time.
11. Click Save.
The Restrictions tab allows the school to place restrictions on student passes that are created within the Hall Pass module. Restrictions can be set for students, locations, and teachers.
A student can be restricted from a location. A student can also be restricted from having an active pass at the same time as another student. Additionally, the number of passes a student can have per day can be set.
A location can be restricted to only students from specific rooms. Additionally, locations can have a maximum number of passes that can be issued per day defined.
A teacher can have a maximun number of passes per class defined.
When a student restriction is in place, users with an admin or teacher profile type will be presented with a pop-up listing the restriction in place, as well as a prompt to cancel the creation of the pass or override the restriction and create the pass. Admin users can also override location restrictions.
Students will be prevented from requesting passes through the student portal or mobile app if the request matches the criteria set in the restriction.
1. In the Setup menu, click Hall Pass Setup.
2. Click the Restrictions tab.
Click the Expand View icon on a row to enter/view the restriction information in a pop-up window.
a. In the Student Restrictions section of the screen, select the student who will have the restriction in the Students pull-down.
b. Select the Locations the student is restricted from.
c. Enter a Comment, if desired.
d. Click Save.
a. In the Student Restrictions section of the screen, select the student who will have the restriction in the Students pull-down.
b. In the Restricted Students pull-down, select the student(s) for whom the student in the first column cannot have an active hall pass at the same time.
c. Enter a Comment, if desired.
d. Click Save.
Student restrictions must be set for each student. If student A and student B have a restriction from having a hall pass at the same time, you must set up the restriction for student A, and set up the restriction for student B.
The system preference "Max number of student passes per day" set in Setup > System Preferences > General tab is used to set the maximum number of passes per student per day. The student restrictions for number of passes a day set in the Student Restrictions tab for specific students should be less than the number set in System Preferences. Student-specific restrictions are prioritized over the system preference.
a. In the Student Restrictions section of the screen, select the student who will have the restriction in the Students pull-down.
b. In the Number of Passes Per Day column, enter the maximum number of passes per day that can be created/approved for the associated students.
c. Enter a Comment, if desired.
d. Click Save.
a. In the Location Restrictions section of the screen, select the Rooms that will have access to specific Locations.
For example, you only want classes in the 100 hallway to be able to have hall passes issued for restrooms in the 100 hallway. Select the 100 hallway rooms in the Rooms pull-down, and the 100 hallway restrooms in the Locations pull-down.
b. Enter the Max number of passes per day for the selected location(s), if desired.
You can leave the Rooms pull-down blank if you only want to set a max number of passes per day on the location.
c. Enter a Comment, if desired.
d. Click Save.
a. In the Teacher Restrictions section of the screen, select the Teacher(s) who will have a restriction.
b. Enter the maximum Number of passes per class that can be issued during the teacher's class.
c. Enter a Comment, if desired.
d. Click Save.
There are three system preferences in the General tab of System Preferences related to the Hall Pass module.
1. In the Setup menu, click System Preferences.
2. In the School Preferences or Default School Preferences tabs, click the General tab.
3. Set each of the Hall Pass system preferences and click Save.
| Preference | Description |
|---|---|
| Max number of student passes per day |
Enter the maximum number of passes a student can have per day. Students will receive an error message and will not be able to proceed with creating a pass when this maximum is reached. Administrators and teachers will recieve a warning message that the student has exceeded the maximum number of passes, but can override the warning and create the pass for the student. Note: Student-specific restrictions for number of passes per day set in the Student Restrictions tab in Hall Pass Setup should be less than the number entered in the system preference. Student-specific restrictions are prioritized over the system preference. |
| Prevent creation of hall passes within __ minutes after the start of the period |
Set this preference to prevent students from requesting a pass within the defined number of minutes after the start of the period. The message “You cannot request a pass within X minutes of the start of class” will display to the student. |
| Prevent creation of hall passes within __ minutes before the end of the period |
Set this preference to prevent students from requesting a pass within the defined number of minutes before the end of the period. The message “You cannot request a pass within X minutes of the end of class” will display to the student. |