Her Climb — Scholar database
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Her Climb

Scholar database

For Her Climb staff and mentors.

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or

Use the address Her Climb invited and pick a password. This works once.

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Her Climb

You're signed in, but not on the team yet.

Send this ID to an owner and ask them to add you.

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Her Climb
Cohorts
Program
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What to include

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No scholars yet.

Add them once this cohort is selected. From then on everything about a scholar — school, guardian, extracurriculars, GPA each term, every document she uploads — lives on her record here.
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Term
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Move scholars to another cohort

Everything moves with her — documents, marks, messages, authorization. Only her cohort changes.

Move to

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{{ r.school }} {{ r.gpa }} {{ r.docsLabel }} {{ r.seen }}

Add a scholar

She can sign in as soon as this is saved, using her ID and birthday.

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{{ d.status }} Still to come: {{ d.outstandingList }} With us to review: {{ d.withUsList }}
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Edit changes hers only. for the school-wide default.

What she wrote at check-in, newest first. Only the team sees this.

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Every session she has been marked for, newest first. Notes are the team's and are never shown to her.

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No attendance taken for her yet.
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{{ cx.label }} {{ cx.notes }} {{ cx.score }}

No prep scores yet. Enter them on the College access screen.
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A mentor sees only the scholars assigned to her. Tap to add or remove.

No mentor accounts yet. Invite one on Team access.
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{{ row.label }} {{ row.value }}
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{{ f.label }} {{ f.kind }} ↗ Not on file
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{{ x.name }} {{ x.when }} {{ x.clash }} {{ x.tag }}

Nothing listed yet.
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Make the edit above, then mark it done.

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Open items she has not sent yet.

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Nothing outstanding.
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New uploads waiting on you. Mark one received and it moves down to her term history.

File a document for her

For a transcript handed to you in person or a schedule a counselor emailed. It lands in her record exactly as if she had sent it, marked as filed by the team.

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{{ fdoc.state }} {{ fdoc.meta }} · {{ fdoc.name }}

Nothing waiting. Everything she has sent is in her term history below.
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Her cumulative average, recomputed from every confirmed report card. Anything under {{ d.threshold }} is flagged.

Cumulative {{ d.gpaCumulative }} {{ d.gpaLatestLine }} {{ d.gpaBasis }}
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As printed on the card: {{ d.markShown.source }}
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Average {{ d.markShown.avg }}

No marks yet. Upload a report card, then click Read marks on it.

Every term this scholar's school runs, and what came in.

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Request a document

It shows up in {{ d.first }}'s portal right away, and she gets an email.

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Days and times, so this speaks to the master calendar.

Days

Runs

Clashes are only flagged inside these months.

to

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Grade flags

Every uploaded report card is read automatically and any mark below {{ threshold }} lands here. Confirm the reading before you act on it — handwriting and odd layouts get misread.

Scholar Course Mark Term Action

No report cards read yet. Flags appear here as scholars upload their Spring 2026 finals.
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Due date for the whole term

This is the date she sees on her check-in and what her reminder emails count down to. Individual items can have their own dates too.

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Until it opens, she cannot upload it and it stays greyed out in her portal. The due date drives her reminders.

Terms & requests

Every check-in is a term here — semesters, quarters, summer, a mid-semester pulse. Add one, set what it asks for, then open it to make it live in every scholar's portal.

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{{ nf.label }} is now open

Email everyone to fill it out?

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Preview

Your {{ nf.label }} check-in is open

It takes about five minutes. We'll ask what's changed, what you're doing outside class, and for these: {{ nf.items }}.

Reminders go out automatically to anyone who hasn't finished, one week before the due date and again the day after.

College placements

College terms stay greyed out and read “TBD” everywhere until a scholar's institution is set. Setting it renames the term on her record and swaps in the college request set.

Nothing to set yet — Cohort 26's first college term is Fall 2029.

Import scholars

Bring in a whole cohort at once. Download the template, fill it in from your spreadsheet, upload it back, and check the preview before anything is written.

1

Download the template

A CSV with every column the database expects, in order, with one filled-in example row to copy.

2

Upload it back

Export your sheet as CSV — in Excel, File → Save As → CSV UTF-8.

Preview

{{ imp.summary }}

# Name HC ID DOB High school Email Guardian Check
{{ row.n }} {{ row.name }} {{ row.id }} {{ row.dob }} {{ row.hs }} {{ row.email }} {{ row.guardian }} {{ row.check }}
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What the importer checks

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Send to the school

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A formal note with a link to the signed authorization. The principal and counselor are the recipients; everyone else is copied.

TO {{ ferpaSend.to }}
CC {{ ferpaSend.cc }}

Subject: {{ ferpaSend.subject }}

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Attendance

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Snapshot {{ snap.label }}

No attendance taken in this period yet.
Attendance rate {{ snap.rate }} {{ snap.trend }} {{ snap.rateNote }}
Workshops vs. field trips {{ sk.label }} {{ sk.note }} {{ sk.rate }}
Retention {{ snap.ret }} {{ snap.retLine }} {{ snap.retNote }}
By cohort {{ sc.label }} {{ sc.note }} {{ sc.trend }} {{ sc.rate }}
Scholars to watch 2+ unexcused, 3+ late, or under 80% Nobody this period.
Stipend deductions Unexcused absence−$20 Reported misconduct−$20 Lost ID−$15 Late−$5 No lanyard−$5 No response by deadline−$5
Internal note What scholars see about stipends in the portal Show ▾
What you receive
Up to $550 Summer Intensive Stipend Summer Check given to you in your name on July 24, 2026
Up to $200 Fall Engagement Award Fall Semester · contingent on participation and grades Check will be given to you in your name on January 9, 2027
Up to $200 Spring Engagement Award Spring Semester · contingent on participation and grades Check will be given to you in your name on May 29, 2027

Stipends are tied to attendance and participation. Deductions for tardiness and unexcused absences are listed under Policies. Each stipend is only released once everything for that semester is submitted, including the report card before it. For example, your Fall report card is required in order for you to receive your January stipend check.

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Session cancelled, no attendance taken. {{ att.cancelLine }}
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For the whole session, not one scholar. Saved with the roll.
{{ rl.avatar }} {{ rl.name }} {{ rl.id }}
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Nothing on the calendar today.

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Coming up

Log an excused absence or a note before the day, so whoever runs the session sees it.

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Earlier sessions
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Lead notes{{ pa.lead }}

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Mentors

Our mentor pool. A mentor covers a whole cohort, and with admin access she sees those scholars' profiles, attendance, college access, the master calendar, and resources.

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A row whose name or email matches someone already here updates her instead of adding a second copy. {{ men.importLine }}

No mentors yet. Add the first one below.
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Add a mentor

She joins the pool for the cohort you are viewing. Fill in the rest, and give her admin access, on her card above.

Email the active mentors

Goes to every mentor marked Active above.

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Instructors

Everyone who has taught or led something for Her Climb.

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Email the active instructors

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What they taught or led, and when
{{ ins.name }} {{ ins.email }} {{ rl.subject }} {{ rl2.years }} {{ ins.state }}

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Import instructors

Columns: Name, Email, What they led, Years, Status, Note. Upload as many as you need — nothing is written until you press Add.

{{ ir.state }} {{ ir.line }}
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Sent to instructors

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Partners

Organisations and collaborators working with Her Climb.

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Email the active partners

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{{ part.formTitle }}
{{ pt.name }} {{ pt.contact }} {{ pt.email }} {{ pt.taught }} {{ pt.years }} {{ pt.state }}

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Import partners

Columns: Company, Contact, Email, How they support us, Since, Status, Note. Upload as many as you need — nothing is written until you press Add.

{{ ir.state }} {{ ir.line }}
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Sent to partners

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FERPA forms

Signed authorizations let us speak to a school about course placement and graduation credits. Send one and it goes to the principal and counselor, copying {{ ferpaView.ccLine }}.

{{ ferpaView.sentNote }}
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{{ r.name }} {{ r.id }} {{ r.who }} {{ r.bounceNote }} {{ r.when }} {{ r.remindLine }} {{ r.status }}

Master calendar

Her Climb sessions and every scholar's standing commitments, week by week.

Open the public calendar {{ shareCal.note }}
{{ cal.range }} {{ cal.summary }}
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{{ d.name }} {{ d.num }}
{{ ev.title }} {{ ev.time }} {{ ev.meta }}
Clear

No day given

Logged before we started asking for days. They'll place themselves at the next check-in.

Message scholars

It lands in her portal straight away and goes to her inbox as “A Message From Her Climb”. Scholars with two addresses on file get both.

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Send to

Start with your own greeting — nothing is added for you. Links become clickable on their own. Use *stars* for bold, _underscores_ to underline, and [words](https://link) to link a phrase.

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Inbox

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No replies yet.

Sent

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As sent

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Workshops & trips

These show on each scholar's Upcoming tab, and in the Monday 8am “This week at Her Climb” email. Mandatory sessions also block her from booking an activity over the top; optional ones and NYC school dates do not.

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Add a session

Type
Who

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{{ e.title }} {{ e.kind }} {{ e.lead }} {{ e.detail }} {{ e.when }} {{ e.place }}
Materials folder →
Team only note

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Editing this session

Type
Who

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Nothing scheduled yet.

Upload workshops & trips

Download the template, fill it in, drop it back. Upload as many as you need — nothing is written until you press Add.

{{ r.title }} {{ r.when }} {{ r.place }} {{ r.check }}

College access

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No prep sessions on the calendar yet. Anything titled with PSAT or SAT under Workshops & trips appears here automatically.
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{{ pr.name }} {{ pr.pod }}
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Pods

A pod is a cohort group and the mentor who coaches it for the year. Saving a pod also gives her mentor access to those scholars.

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{{ pd.who }}

Scholars

Pod coach

No mentor accounts yet — invite one on Team access.

Scholars

Pod coach

Check-in notes

What scholars wrote in their own words at check-in, newest first. Mark one reviewed once you have acted on it.

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    •
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Resources

A Drive folder for each year in the program, for the team only — scholars never see these. Every workshop and trip links to the master folder below.

Master programming folder

This is the link that appears under every workshop and trip, in the team-only strip.

{{ res.master }} Open

By year

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1st and 3rd Mondays at 7:00 AM to every active scholar's parent or guardian, in English with the Spanish below. The next four weeks are read straight from the master calendar, and everything else links into the parent portal. Rita gets a preview the Sunday before at 6:00 PM, and it sends on its own unless paused.

Loading…
Couldn't load the family newsletter. {{ fe.err }}
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This issue only

Cleared after each send. All optional. If the Spanish hello is blank, the Spanish version skips it.

Recipients

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Unsubscribed, so skipped

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Monday at 10:30 AM to the whole Her Climb community: board, team, mentors, volunteers, and every guardian email on a scholar record. The week ahead, Coming up, and the Good to know lines come from the master calendar; Joining us Saturday lists the mentors assigned that day. Rita gets a preview Sunday at 6:00 PM, and it sends on its own unless Rita pauses it.

Nothing internal about space, staffing, or individual families. Scholars are celebrated as a group unless a family has given consent. Before each send: would you be comfortable with a parent forwarding it anywhere?

Loading…
Couldn't load the newsletter. {{ nl.err }}
{{ nl.statusHead }} {{ nl.statusSub }}

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Need to make an edit

Everything here stays until you change it, except the subject line, which clears after each Monday send. Leave a blank line between paragraphs. Select words and use B, I, U, or Link to format them.

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Spotlight rotation

One per issue, in this order. If a session that week matches a keyword, that spotlight runs instead and the rotation waits. A spotlight with no text is left out.

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Recipients

Paste a whole list at once or upload a CSV. Any format works: only the email addresses are read. Everyone gets the same issue, and anyone on two lists gets it once.

Unsubscribed, so skipped even if listed above

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Quick links

A link left blank is left out of the email.
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Preview of saved copy {{ nl.subject }}
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Recent issues

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Team access

Owners run everything and manage this list. Staff run the programme day to day. Mentors see names, schools, activities, and this term's grades — never addresses, birthdays, guardian contacts, or uploaded files.

Person Role Change
{{ m.who }} {{ m.uid }} {{ m.role }}

Invite someone

She gets an email with both ways in: Continue with Google if it is a Google or Workspace address, or a link to set a password if it is not.

Role

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Invite several at once

One per line — name, email, role. Role is staff or mentor; leave it off and they come in as mentor. Or upload a CSV with those three columns.

{{ bulk.count }}

{{ bulk.result }}

{{ fl.line }}
Invited, not signed in yet
{{ iv.who }} {{ iv.meta }}

Schools

One record per school, shared by every scholar who attends it.

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School Cohorts Principal / asst. principal Counselors on file Term structure Scholars
{{ ch.label }} {{ s.principal }} {{ s.counselors }} {{ s.structure }} {{ s.count }}

School contacts

{{ sc2.role }} {{ sc2.who }} {{ sc2.email }} {{ sc2.phone }} {{ sc2.fromLine }}

{{ s.addr }}

Scholars here

{{ schoolEdit.title }}

{{ schoolEdit.note }}

Editing a school applies its principal and assistant principal to every scholar there, and to anyone added later. Counselors are set on each scholar's own record, since they differ girl to girl.