1. Secondary Records Monthly Meeting 10/23/2015

2. Troubleshooting Scenarios The more information you include with your help request, the faster we can try to solve your problem.

3. Troubleshooting Scenarios  The more information you include with your help request, the faster we can try to solve your problem.  Every email back and forth creates an opportunity for the ball to get dropped – on both sides.  Everyone is busy and emails can get lost.

4. Troubleshooting Scenarios  The more information you include with your help request, the faster we can try to solve your problem.  Every email back and forth creates an opportunity for the ball to get dropped – on both sides.  Everyone is busy and emails can get lost.  We may be waiting for a response from you while you are wondering why we haven’t fixed it yet.

5. Troubleshooting Scenarios  The more information you include with your help request, the faster we can try to solve your problem.  Every email back and forth creates an opportunity for the ball to get dropped – on both sides.  Everyone is busy and emails can get lost.  We may be waiting for a response from you while you are wondering why we haven’t fixed it yet.  OR  We emailed for clarification or more information, and then started working on another project or issue. Your issue has to wait for that task to be finished before we can return to it.

6. Sample Issue – Report Problem What else could you add: Teacher Name Screen shot What Program Name of Report Student ID… What are the filters/prompts What System – Insight, Cognos, Gradebook

7. Sample Issue – Report Problem Questions we might ask: What is wrong when you run the report? What report are you running (the exact path and name to the report)? What precise prompts are you using? Has anything changed with this report recently? How are you trying to view the output (HTML, Excel, PDF)? When was the report last modified?

8. Sample Issue – eSchoolPLUS is SLOOOW… Information that will help us troubleshoot:  Are your reports cleaned out  Is it happening on another computer?  Is it happening for other people?  Where in the process is it happening?  Include all the details you have.  Include errors.  What you’ve already tried.

9. Sample Issue – eSchoolPLUS is SLOOOW… Information that will help us troubleshoot:  What are you doing and how are you doing it? (e.g. searching for a student, changing a schedule, entering program information, etc.)  Is there anything different in how you are doing it (are there different parameters, has your computer being reimaged, has anything new been installed)?  Is it slow just doing that, or is it slow performing other tasks in eSchoolPlus?  Is it slow only in eSchoolPlus, or is it slow accessing anything over the network (e.g. Business Plus)?  Is it slow for you alone, or are others in your location experiencing issues?  When did you first notice the problem?  Is it slow for you on another computer?

10. New Blackboard Connect Phone number selections. Going live with New Blackboard Connect process in December

11. Quick update and Reminders  We will be sending you a diagram of which phone numbers are included by November 20 th.  Setting guardians to one of the NC relationship codes will exclude them from the Blackboard connect export.  The Registration labels flag will only indicate who should be receiving physical mail  You won’t need to clear out address information anymore  A new Certify rule will be started the first week of December to check that all guardians have address information.  Guardians with an NC contact type should not be G 1.

12. Address Change Notifications There’s been a change in the eSchoolPLUS processing behind the scenes.

13. A new certify rule will look for students whose address does not match one or more of the addresses of their living with contacts.

14. Duplicate Students The domino effect – how many things depend on matching to the existing student ID.

15. Internal and External Effects on Students  Internal  Any balances the student had previously are no longer linked  Prior Special education records are no longer attached  School Enrollment History is lost.  Assignment grades have to be re-entered in the gradebook.  External  SSID numbers can’t be assigned or Duplicate SSIDs are also generated  State Progress toward graduation is not accessible  Student is not available in the State Assessment system  No Booklet or login for the test  No way to indicate the accommodations needed.

16. What can you do to prevent Duplicate Records?  Remember to always use the “Sounds Like” checkbox when searching for new students  “Sounds like” will pull similar names that start with the same letter.  Make your search as wide as possible  Search with “Sounds like”, and Last name only  It is very easy to typo a birthdate!  Remember that Last names with a generation (Jr., II, III) appear at the end the list.  Search more than once for names that may have spaces or be hyphenated.  Use “Sounds Like”  Search for each half  Search with a space  Search with a hyphen

17. But I’m really busy.  Saves you time in the long run  We may need you to pull physical records to verify that they are the same or different students.  When the ID is changed, you have to communicate the change to everyone affected.  Student, parents, teachers, library, lunchroom, coaches, counselors and HRA/nurse  Teachers who have to re-enter scores get grumpy!

18. What happens in the gradebook?  Deleted ID#/student becomes inactive  Deleted/inactive student shown at bottom of gradebook 

19. What do Teachers see in TAC

20. Teacher Access Center  Rosters  Special Ed/Medical alerts  Confirm grades during IPR/Semester  Student information  Student drawer includes data/test scores  Tools  Cognos reports

21. NEW! – 504s in TAC/eSchoolPLUS  Now that 504s are in IEPPLUS the plans are available to teachers through TAC.  To get to it, Users should click on the Medical Alert icon.  Then click on the link in the pop-up window.

22. The Web Access flag in eSchoolPlus

23. Web Access – What does that mean in HAC?  For students and guardians, only those with the web access flag “checked” can log in to Home Access Center.  What can GUARDIANS see or do?  Change email address  Change phone number  See (some options depend on what you have turned on)  Student schedule  Attendance  Discipline  District/State Test scores

24. Web Access – What does that mean in the Gradebook?  For all contacts – those with the Web Access flag “checked” can log into the LMS gradebook.  (This is not limited to guardians, so you want to be vary careful about the web access flag and other contacts. Utilized for caseworkers, grandparents, etc.)  What do you see when you login to gradebook?  Schedule/attendance/grades/teacher emails  Grade Summary  Assignments/grades  Sign up for email alerts  Option to have assignments/grades sent to contact daily  Option to have an email alert if a grade drops below a certain point

25. What happens when you check the box?  You checked “web access” – what now?  On a daily basis, logins and temporary passwords are created for all new contacts to web access  At 1 a.m., contacts with the newly created usernames and passwords receive an email from LMS with their login information and instructions on how to update their password.* * Parents who request a password change, receive a temporary password and are required to change the password before they can log- in to the gradebook. Parents wo have never had a login/password are encouraged to change their password, but not required to immediately.

26. Waiving Credit in High School Fact finding and discussion of current practices. District policy 2410P

27. Q/A