Studentinformation forgotten features Glenda Baker, SWOCA

Scrolling By Student – select students via Advanced Search. Click on first student and modify/review data. Use the arrows or the list to the right of the selected student scroll to the next student. By Course – select courses via the search options. Click on the first course to modify/review data. Use the <Previous and Next> buttons to scroll through the courses.   By Course Section – select course sections via the search options. Click on the first course section to modify/review data. Use the <Previous and Next> buttons to scroll through the course sections.

Searching Search Options (find students box)

Searching Search Results When presented with the search results list of students Click on hyperlinked name to remain in the same location in SI, with the selected student in the context window. Click on the house to return to the View Profile screen with the selected student in the context window.

Searching Go To Search Tips Be generic to return the most matches, more specific to get fewer results Can use report numbers or words R700 or Report Card R702 or Transcript

Shortcuts for Date fields Can be used in any date field in SI Calendar Picker (select the date, scroll using arrows) Enter T – for Today’s Date Down Arrow – Previous Day Up Arrow – Next Day Page Down – Previous Month Page Up – Next Month

Find (Ctrl/F) Can be used to search for items on the screen or on open reports. When looking at PDF reports or reports on the ‘screen’ you can Click the or icon and select ‘Find’ to get the following prompt: Type in the item you are searching for (student name, number, etc.) to quickly ‘jump’ to that area of the report/screen Ctrl F is the shortcut to this same search option.  

Defaults Building Grade Level Maintenance (StudentInformation – Management – School Administration – Grade Level Administration – Building Grade Levels) Set by Grade Level Counselor Include in Honor Roll Include in Ranking Include in GPA

Defaults Registration Defaults (StudentInformation- Management – School Administration – School Building Administration – Registration Defaults) Can be set at Building or District. Building overrides District. Update when doing KG registration to include ‘How Received’ and ‘Percent of Time’ so these values don’t have to be updated for each student.

Sharing data Shared Students (StudentInformation – EZ Query – EZ Students – Shared Student Data (JVS/Home) Used to ‘see’ student information from ‘other’ SI districts (within the same ITC). SSID’s must match between districts to see the data Can be used for any districts that share students Career Center and Home District Open Enrolled Districts Foster Placed Districts ESC and Home District District Trust (EZ Query) must be set up for both districts for this to work: (StudentInformation – Management – District Administration – District Trusts)

Ad Hoc Memberships Ad Hoc Memberships (StudentInformation – My Account – Ad Hoc Memberships) Common lists for students that can be used over and over (Gifted, CCP, Satellite, Teams, Sports, etc.) Create by: Searching Grade Level, Homeroom, Team, Program, Status, EMIS Situation, Course/Section Student Id Entry Comma Separated list of student id’s Use website to create comma separated list then copy and paste the list into SI (https://convert.town/column-to-comma-separated-list) Use excel file to create comma separated list then copy and paste the list into SI (see following slides)

Ad hoc Memberships Excel Comma Separated list instructions: Edit your Excel file by inserting a blank column next to your Student Id column (or anywhere in the spreadsheet). Then use a formula (shown below) in the newly created column to create the comma separated student id listing. For example: If your Id numbers are in Column C Row 1.  Go to the new blank column in your worksheet (Column F in my example) and insert the following formula:   =C1   In F2 the formula would be:   =F1&”,”& C2   Copy that formula from F2 down to the end of the list of id numbers.  The last row in column F (highlighted) will have your comma separated list of Id numbers that you can copy and paste into SI to create your Ad-Hoc Membership.

Ad hoc memberships ColumnA ColumnB ColumnC ColumnD ColumnE ColumnF Sally Smith 123456 12 1/1/1990 John 54687 11 123456,54687 Mickey Mouse 987548 10 123456,54687,987548 Minnie 985246 123456,54687,987548,985246 Donald Duck 958495 123456,54687,987548,985246,958495 Daisy 94984 123456,54687,987548,985246,958495,94984 Sam Spade 154224 123456,54687,987548,985246,958495,94984,154224 Doe 5956464 123456,54687,987548,985246,958495,94984,154224,5956464 Jane 554324 123456,54687,987548,985246,958495,94984,154224,5956464,554324 Tim Jones 264564 123456,54687,987548,985246,958495,94984,154224,5956464,554324,264564 Highlighted row is copied and then pasted into SI, Ad Hoc Membership Student Id listing

Ad hoc memberships Ad Hoc Memberships have many different uses: Bulk Updating Student Data (StudentInformation – Management – Ad-Hoc Updates - …) Student Profile Bulk Update Counselor Fall Initialization Blocks Lockers Student Fee Assignment Graduation Date Common Uses of Student Profile Bulk Update process: Include in Honor Roll, Ranking, GPA Student Team Student Progression Track Program Student Calendars (General & FD Tabs) EMIS Situation & % of Time Fiscal Year Began 9th Grade (Career Tech Full Time & Satellite Students) 3rd Grade Reading Guarantee fields Graduate Information (CORE Values, Grad Date, Diploma Type)

Ad hoc Memberships Ad Hoc Membership Uses... Scheduling Bulk assigning Requests (StudentInformation – Management – School Administration – Scheduling Administration – Request Update Groups – Rules) Bulk assigning Course Assignments (StudentInformation – SIS – Scheduling – Bulk Assign) Running Reports Most SI reports have Ad Hoc Filtering options Data Extracts EZ Query SIS Student Search (StudentInformation – EZ Query – Reports – SIS Student Search)

Ad Hoc Memberships Ad Hoc Membership Uses…. Adding Program Codes to Student in Bulk (StudentInformation – Management – School Administration – School Building Administration – Ad-Hoc Copy)

Student Data Tasks Promotions/Enrollment (StudentInformation – Management – School Administration – Student Promotion – Student Data Tasks) Copy Homerooms forward to new school year so that you can filter/sort reports based off current year homerooms.

Student data management Early Grad Tracking (StudentInformation – Management – School Administration – Student Codes Administration – Student Status Codes) Create new Student Status (G, EG, etc.) to track these students. Make status an ‘Active’ Overall Status so the students are included in GPA and on reports if status is selected.

Student data management Attendance Fast Delete (StudentInformation – SIS – Attendance – Attendance Fast Delete) Absences have been entered in advance, now there is a calamity day. Go to this screen (before changing the day to a Non-Attending Day on the Calendar) and see all the absences for that day. Delete them all with a couple of mouse clicks.

Student Data Management EMIS (StudentInformation – EMIS – Verify/Update and Transfer) Generate Flat File (by selecting the Transfer Type of Flat file transfer) to check/verify your data before transferring it to the Data Collector.

Student Data Management Staff Member Records (StudentInformation – Management – Security – View Staff Members) Scheduling Tip: Unknown New Staff Hires Create a staff record for each new position you will be hiring for instead of one generic ‘Staff’ record. Assign the course sections the applicable new staff code. Once staffing decisions are made, you can change the code/name on the Staff Member record. All associated records will be updated (course sections, student schedules, etc.).  

Reports Student Composite (R112) (StudentInformation – SIS – Marks – Marks Reports – Student Composite (R112)) Shows attendance, marks, GPA information (mini report card report)

reports Student Status/Attendance Code (STAT) (StudentInformation – SIS – School – Student Reports – Student Status/Attendance Code (STAT)) Shows students EMIS Situation. Use to check ‘special situations’ to ensure students are coded correctly (Sort by EMIS Situation)

reports Ethnicity Summary Report (StudentInformation – SIS – School – Student Reports – Ethnicity Summary Report) Ethnicity totals by Grade/Building/District

Reports Year-End Enrollment Summary (R306B) (StudentInformation – SIS – School – Year-End Enrollment Summary (R306B)) Shows Admission/Withdraw information by code/grade/gender for specified date. Click on any of the hyperlinked information for student names included in the count.

reports Course Section Summary Report (StudentInformation – SIS – School – Course Section Summary Report) Enrollment totals by course/section. Can filter by Term, Period, Course/Section

Reports Medical Alert Class List (StudentInformation – Teacher Menu – Medical Alerts) Listing of students in class with Medical Alerts (field trips)

Reports Download Class List (StudentInformation – EZ Query – Reports – Download Class List) CSV/HTML/TAB File of class lists

Reports Report Load Settings All SI reports have this option Save your selection criteria for reports you run on a regular basis to save time on selections R700 – Report Cards (needed to post report cards to EFC) R702 – Transcripts (needed for ‘I want to’ drop down) R701 – Schedules (needed for ‘I want to’ drop down) R320 – Attendance Letters R309 – Perfect Attendance/5 or more days absent

Reports Report Load Settings ‘I want to’ drop down View Student Transcript View Schedule

Questions or Other Ideas to Share Thank you Questions or Other Ideas to Share Glenda Baker, SWOCA