THE GUIDE TO THE ‘NEW LOOK’ CLASSROOM PROFILING DATABASE

WHATS CHANGED! The look - The database has been redesigned to enable data to be entered efficiently. The mouse or keys can be used to enter data – using the tab keys does make data entry quicker. New look Reporting 2

KEY FUNCTIONS Ctrl Tab (Ctrl+Tab) = next data entry tab Ctrl Shift Tab (Ctrl+Shift+Tab) = previous data entry tab Alt down arrow key enables drop down menu Alt down arrow will activate the combo box (drop down menu) use arrow key to make a choice from that menu Esc will delete an error Hit Esc twice and an entire record will delete. 3

THINGS TO CHECK…. Check that you have your school codes from Mark Davidson in which you will need to allocate to your teachers if they do not have one in the database. It is imperative that the profile sheets are COMPLETED before entry. Each profile will need to have an “Observation ID” which is yours to choose. An example of that would be LA, LB, LC, LD…. You will need to write these on each of the profiling sheets so there is no confusion. Before entering data the following information will be required: - Correct spelling of teachers names - Profile sheets completed entirely - School number, band, region, ethnic group, district. 4

THINGS TO NOTE There are Built-in save functions – don’t worry it will be saved Time is entered in 24hr format – 14:30. For ease of data entry an inbuilt autocorrect function will change a fullstop to a colon. eg: will autocorrect to 14:30. There are other programmed autocorrect functions for dates and capitalisation. 5

FAQS What is ‘Record As Typed’? Means that no programming auto corrections will occur and what you type is what will appear. eg: SEU will remain as SEU and will not become capitalized as capital S and lowercase eu. What does ‘active’ and ‘local’ mean in teacher menu? If you select active this means the teacher …….. If you select local this means……….. (What it means is when you go for a search and you want to search a teacher the top 10 will appear in search query) 6

MAIN MENU SCREEN Horizontal Tab Buttons Vertical Features of Tab Buttons 7

ENTERING DATA  This next section will outline how to enter profiles. This new program follows the flow of the profile sheet.  Remember to use the tab keys as much as possible – it does speed things along.  There are sections within the data base that will not let you proceed to the next section unless all the fields are completed. Accurate data entry is crucial to ensure accurate reporting. Both in fairness to the teacher and school being recorded.  Remember, errors can be fixed. If in doubt – just ask! 8

ADDING A NEW REGION The database has some predetermined Regions entered. If a new region is to required go to the main menu choose the tab ‘School Region’. This screen will appear. There is an auto save function built into this program. In this instance, after entering details either hitting ‘add new’ or ‘main menu’ will save details entered. REMEMBER: By selecting the ‘Record as Typed’ feature the autocorrect feature will not be enabled. The asterisks indicates edit mode has been enabled. When the pencil icon is showing it is not in edit mode. 9

The first 7 tab buttons will only be accessed adding a new selection for regions not included in dropdown menu options. eg another state /country. The ‘Schools’ tab will be the one accessed to verify a school is in the system or to add a school new to the profiling process. SET UP SCHOOLS FEATURE Current systemic information is already in the database. The data here can be added as required. 10

ADD A SCHOOL 1.Select school 2.A new menu will appear 3.Select ‘New School’ 4.Enter school details using tab key to move to next field. 5.If the school is a ‘PBL’ school ensure the box is ticked. 6.The information is automatically saved when exiting the screen. 1.Select school 2.A new menu will appear 3.Select ‘New School’ 4.Enter school details using tab key to move to next field. 5.If the school is a ‘PBL’ school ensure the box is ticked. 6.The information is automatically saved when exiting the screen. 11

TO ADD TO AN EXISTING SWEEP If a school has already been set up and more profiles are to be added. Select School Sweeps. Change this field to search for when profiles were entered. It narrows the search. If a school has already been set up and more profiles are to be added. Select School Sweeps. Change this field to search for when profiles were entered. It narrows the search. 12

ADDING TEACHERS TO DATABASE  Select ‘teachers’ from main menu option  Search by surname to ensure teacher has not been allocated an teacher code previously. If a code has been allocated make a note of it on the profile. It is recommended that you keep a spreadsheet with this information on file.  If a search indicates that the teacher is not in the data base an teacher code will need to be allocated. The next slide will explain how to do this.  Systematically working through the profiles, write the allocated observation ID and codes on the profile sheets. This will be required for reporting purposes and a reference point if a query arises during the data entry process. 13

TEACHER INFORMATION Select ‘Teachers’ from main menu and then search a teacher by surname here To add a new teacher select this button. The Teacher ID will be allocated automatically. The Teacher code is the code assigned by the data entry person. Make a note of this. There is an autosave function built in to program – by selecting the menu or new teacher this will save the data entered. NB: By selecting ‘Record Name as Typed’ will not enable autocorrect function. To add a new teacher select this button. The Teacher ID will be allocated automatically. The Teacher code is the code assigned by the data entry person. Make a note of this. There is an autosave function built in to program – by selecting the menu or new teacher this will save the data entered. NB: By selecting ‘Record Name as Typed’ will not enable autocorrect function. 14

RECORD OF TEACHER CODES AND IDENTIFICATION NUMBERS  Note the Observation ID and Teacher Code on the profile just as a reference point.  This is for reporting purposes. Due to the confidentiality of teachers being profiled codes are allocated rather than just teacher name; however, a record needs to be kept so the teacher can be informed of their code.  The following slide will demonstrate how to extract teacher names and codes from data base.  Create a folder and save all information pertaining to profile sweep. Reports will be saved here too.  Note the Observation ID and Teacher Code on the profile just as a reference point.  This is for reporting purposes. Due to the confidentiality of teachers being profiled codes are allocated rather than just teacher name; however, a record needs to be kept so the teacher can be informed of their code.  The following slide will demonstrate how to extract teacher names and codes from data base.  Create a folder and save all information pertaining to profile sweep. Reports will be saved here too. 15

EXTRACTING TEACHER NAMES AND CODES FROM DATABASE  Hit ‘F11’ (in any screen)and this menu will appear. To make it disappear you hit it again.  Choose ‘qyrTeacherObservationIDList’  Hit ‘F11’ (in any screen)and this menu will appear. To make it disappear you hit it again.  Choose ‘qyrTeacherObservationIDList’ 16

EXTRACTING TEACHER CODES CONT’D A list of schools will appear. Using filters (excel function) search school. Save and print information for reporting purposes. Filter options are located where the arrows are located. NB: this information will only appear after a profile has been entered. This is a handy This is a handy function if needing to check what teacher codes have been used in a school. Filter and sort in ascending order. 17

ENTERING A PROFILE This feature enables access to individual profiles entered previously. Place the cursor in the box and alter the number. Once all the information pertaining to the school and teachers has been entered a profile will be ready for entry. Choose ‘School Sweeps ’ 18

This screen will appear. The options here are:  Add a new sweep.  Search existing sweeps. (this function is to be used if data has already been entered and more needs to be added to an existing sweep).  Using the drop down menu select school required. Choose this button to add a new sweep 19

Return to Main Menu Choose Profiling Observations Return to Main Menu Choose Profiling Observations ENTERING A PROFILE 20

ENTERING THE PROFILE The following screen will appear. This is the beginning screen where profile information is entered. Zoomed in shot of above. Using the drop down menu icon select the desired school. Start filling the fields. 21

 Remember the database flow follows that of the profile sheet.  Work through each section.  Work will be automatically saved.  Use the tab keys to move between fields. There are a couple of exceptions where this does not work due to how the program collates the information. The ‘Communication’ and ‘Behaviour Expectations’ have areas where boxes are required to be ticked using your mouse. Other than these two areas the numerical keypad will work.  Remember the database flow follows that of the profile sheet.  Work through each section.  Work will be automatically saved.  Use the tab keys to move between fields. There are a couple of exceptions where this does not work due to how the program collates the information. The ‘Communication’ and ‘Behaviour Expectations’ have areas where boxes are required to be ticked using your mouse. Other than these two areas the numerical keypad will work. TIME TO USE YOUR MOUSE! 22

ENTERING A NEW SUBJECT If a subject is missing from the drop down menu it can be easily entered by returning to the main menu and selecting ‘Setup Other’ and then Lessons/Subjects. 23

Choose ‘Add New’ The following screen will appear and add subject with a code. Choose ‘Add New’ The following screen will appear and add subject with a code. 24

REPORTS Select ‘Reports ’ Goes to the last collated stats report you accessed Explains the relationships between the data entries and the reports generated. This is not needed but may be of interest 25

RUNNING THE REPORTS Using the drop down menu fill in the fields. To collate reports choose one tab at a time. Once chosen a report will be generated. Save the report. Then choose the next tab. There will be 5 saved documents at the completion of this process. 1.Collated statistics 2.Teacher Strat Frequency 3.Teacher Strat Summary 4.Student behaviour Frequencies 5.Student Behaviour Summary. The following slides will demonstrate these processes. Using the drop down menu fill in the fields. To collate reports choose one tab at a time. Once chosen a report will be generated. Save the report. Then choose the next tab. There will be 5 saved documents at the completion of this process. 1.Collated statistics 2.Teacher Strat Frequency 3.Teacher Strat Summary 4.Student behaviour Frequencies 5.Student Behaviour Summary. The following slides will demonstrate these processes. 26

EXAMPLE OF COLLATED STATISTICS REPORT 27

TO SAVE REPORTS The report will open. Select the Excel Tab The report will open. Select the Excel Tab 28

SAVE THE FILE Save the file as a PDF into the documents library. Name the document. Now repeat the process for the other 4 reports. Save the file as a PDF into the documents library. Name the document. Now repeat the process for the other 4 reports. 29

HOW TO INSTALL THE DATABASE 30

HOW TO INSTALL UPDATED VERSIONS OF DATABASE 31

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DATABASE DEVELOPER 37