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NC WISE School Setup Information

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Title: NC WISE School Setup Information


1
NC WISE School Setup Information
NC WISE Training Team NC DPI
2
Document Use
This document is the property of the NC DPI and
may not be copied in whole or in part without the
express written permission of the NC DPI. This
curriculum is intended for LEAs to use and/or
customize for re-delivery based on specific LEA
needs. If modifications and additions are made
to this curriculum, LEAs are responsible for the
content.
3
Overview
  • Working with Staff, Rooms and Homerooms
  • Managing Teams and Groups
  • Verifying School Set Up
  • Other School Information

4
Working Staff, Rooms and Homerooms
5
Adding Staff
6
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Navigate to Staff Maintenance
  • Understand the required Staff Details fields
  • Add a staff member
  • Add Staff Roles
  • Add Staff Duties

6
7
About Staff Members
  • Certified
  • Principals
  • Teachers
  • Counselors
  • Nurses
  • Non-certified
  • Administrative
  • Custodial

What are other examples of staff members?
8
About Staff Members
  • It is required that certified staff be recorded
    in eSIS.
  • Certified staff must have Roles and/or Duties
    assigned.
  • Keep in mind there are always exceptions to the
    rule!!

9
Staff Maintenance - Path
Navigation School gt School Information gt Staff
Maintenance
10
Staff Maintenance
Remember the Cert Name must be entered Last Name,
First Name and must match Licensure
11
About the Teacher Indicator
  • Makes the staff member visible in WebApps to
    update their security.
  • If the staff member is not truly a teacher, this
    must be unchecked after security has been
    updated.
  • Tells the SAR this staff member is a teacher.
  • Allows Teachers to see/use TAM.

12
Adding Staff - Steps
  • From Staff Maintenance, click ADD.
  • The Staff Details screen opens.
  • Update the required fields.
  • Click Save.

13
Exercise
  • Add two of your favorite TV characters.
  • One will be a Teacher and the second an Assistant
    Principal.
  • Hint Both need the Teacher Indicator checked.
  • Remain on Staff Details screen for the next
    Exercise.

14
Staff Roles
  • Assign Staff Roles to certified staff who do not
    have classes assigned in Course Section
    Maintenance.
  • Examples Principal, Assistant Principal,
    Counselor, Speech Therapist, Media Specialist, EC
    Teachers who have inclusion classes.
  • Teacher Assistants do not receive a Staff Role.

15
Staff Roles Screen
Staff may have more than one Role. Percentages
and End Dates may be applied.
16
Adding Staff Roles - Steps
  • Click Staff Roles.
  • Add the appropriate roles
  • Apply Percent of Time.
  • Apply End Dates if applicable
  • Click Save.

17
Exercise
  • Your staff member who is the Assistant Principal
    will be spending 50 of their time as the
    Technology Specialist.

Does your teacher staff member need a role?
18
Staff Duties - Path
Navigation School gt School Information gt Staff
Duties
19
Staff Duties Screen
20
About Staff Duties
  • Defines other activities of certified staff.
  • Certified staff not assigned to a class can be
    given a Staff Duty of Non Scheduled Instructional
    Support with student contact checked and of
    students listed if no staff role is applicable.
  • Planning and Lunch are required for all.

21
Adding Staff Duties- Steps
  • From the Staff Duty drop-down, click the
    appropriate duty.
  • Click ADD.
  • Click the Staff Name LOV, click the staff member.
  • Type the of Students if applicable
  • Check Student Contact if applicable.
  • Update HRS per week and Frequency Period.
  • Click Save.

22
Exercise
  • Both staff members have Lunch and Planning every
    day of the week for a half hour each day.

23
Module Review
  • So far we have covered
  • Navigating to Staff Maintenance
  • Understanding the required Staff Details fields
  • Adding a staff member
  • Adding Staff Roles
  • Adding Staff Duties

23
24
Adding Rooms
25
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Navigate to Room Maintenance
  • Add a room

25
26
About Rooms
  • Rooms are physical places where students meet,
    include all instructional rooms to be used.
  • Avoid updating Rooms with Staff names.
  • Rooms being used cannot be deleted until after
    Year End Transition (YET).

27
Adding Rooms - Path
Navigation School gt School Information gt Rooms
28
Room Maintenance Screen
29
Adding Rooms - Steps
  • Click ADD.
  • A new row is added to the rooms list.
  • Update the Code, Long Name, Capacity, and Room
    Type.
  • Click Save.

30
Exercise
  • Your school has received a new portable with the
    capacity for 40 individuals.

Do you type the teachers name in the Long Name
field?
31
Module Review
  • So far we have covered
  • Navigating to Room Maintenance
  • Adding a room

31
32
Working with Homerooms
33
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Navigate to Homerooms
  • Add a homeroom
  • Assign individual students to homerooms
  • Assign multiple students to homerooms

33
34
About Homerooms
  • Must be created for Daily Attendance.
  • Ties teachers, students and rooms together may
    be used for reporting purposes in both Daily and
    Period schools.
  • Codes should be numeric and must be set up for
    each semester.
  • All homerooms must be Full Time!!!

35
About Assigning Students
  • Single students assigned from
  • Basic screen
  • Homeroom Assignment screen
  • Home Room and Staff Assignment screen
  • Students may be mass assigned
  • By Period
  • By Grade level
  • Mass Assignment may be use after YET and before
    Start of School

36
Adding Homerooms - Path
Navigation School gt School Information gt Home
Room Maintenance
37
Home Room Maintenance Screen
38
Adding a Homeroom - Steps
  • Click ADD.
  • A new row is added to the homerooms list.
  • Type the Hroom code, the S(semster) an the Seats.
  • Click the appropriate Teacher from the LOV.
  • Click the appropriate Room and Full/Part Time
    from the drop-down.
  • Click Save.
  • Recreate a second record for semester 2 if
    needed.

39
Exercise
  • Add a homeroom.
  • HINT Remember how many semesters are set in your
    school.

40
Home Room Assignment Screen
41
Assigning a Student Steps (Home Room Assignment)
  • From Homeroom Maintenance, highlight the
    applicable row, click Homeroom List.
  • Click Assign Students.
  • Click Add.
  • From the Select Pupil screen, query for the
    student.

42
Assigning a Student Steps (Home Room
Assignment)
  • Highlight the student record, click Select.
  • Click Save.

43
Home Room Staff - Path
Navigation eSIS Main Start Screen gt Common View
gt Home Room / Staff Assignments
44
Home Room and Staff Assignments Screen
45
Assigning a Student - Steps(Homeroom / Staff
Assignment)
  • Query for the student.
  • Click the appropriate the homeroom from the Home
    Rooms drop-down list.
  • Click Save.

46
Exercise
  • Add a student to the homeroom using the Assign
    Students button from Home.
  • Add one student through the Homeroom/Staff
    Assignment screen.

47
Mass Assigning Homerooms
48
About Mass Assigning Homerooms
  • By Period
  • By Grade

49
Mass Assigning Homerooms by Period
50
Mass Assigning Homerooms by Period - Path
Navigation School gt School Information gt Mass
Assignments gt Mass Homeroom Assignment gt Mass
Homeroom by Period
51
Mass Homeroom Assignment by Period Screen
52
Demonstration
  • On the Mass Homeroom Assignment by Period screen,
    select by chosen period and current year.
  • Click the Assign Homerooms button.
  • Click OK when the system says Done!

53
Other Functionality
54
Mass Assign Home Rooms Screen
55
Mass Assign Home Rooms by Grade
56
Mass Assignment of Home Room by Grade - Path
Navigation School gt School Information gt Mass
Assignments gtMass Home Room Assignment gt Mass
Home Room by Grade
57
Mass Assign Home Rooms by Grade Screen
58
Demonstration
  • Select Alpha or Random.
  • Select Grade Level. The number of student
    automatically populates.
  • Select the semester.
  • Type in the class size and hit the Tab key on the
    keyboard.
  • The number of classes needed will populate.

59
Demonstration
  • Select the Populate Class List button.
  • Enter the homeroom codes for the semester(s)
    chosen.
  • Click the Save button.
  • Click the Assign Homerooms button.
  • Click the Save button.
  • Repeat for each Grade Level.

60
Module Review
  • So far we have covered
  • Navigating to Homerooms
  • Adding a homeroom
  • Assigning individual students to homerooms
  • Assigning multiple students to homerooms

60
61
Managing Teams and Groups
62
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Navigate to Teams/Groups
  • Add a Team
  • Add members to a Team

62
63
About Teams and Groups
  • Teams may be created for academic and sporting
    events.
  • Chess
  • Football (Junior or Varsity)
  • Groups may be created for virtually anything.
  • ELS Team
  • Class Transfer
  • Hurricane Katrina

64
About Teams and Groups
  • Two step process
  • Create the Team / Group
  • Assign students

65
Adding a Team - Path
Navigation School gt School Information gt
Teams/Groups
66
Team/Group Maintenance Screen
Team Code must be numeric Faculty Assigned
allows staff member to view team in TAM
67
Adding a Team - Steps
  • From Team / Group Maintenance, click ADD.
  • The Teams/Groups Maintenance Detail screen
    opens.
  • Update fields with the appropriate information.
  • Click Save.

68
Exercise
  • Add a team for the Science Club.
  • Remain on this screen for the next Exercise.

69
About Adding and Deleting Team Members
  • Single or mass assignments and deletions.
  • Flexible mass capabilities.
  • Grade
  • Gender
  • Birth Date
  • Homeroom
  • Random

70
Team/Group Membership Screen
Use caution when deleting all members!
71
Adding a Student to a Team - Steps
  • From the Team/Group Maintenance Details screen,
    click Members.
  • Click Add Team Member.
  • The Select Pupil screen opens.
  • Query for the student.
  • Click Select.
  • Click Save.

72
Adding Multiple Students to a Team - Steps
  • Click Mass Assign Members.
  • Update Criteria fields.
  • Click Query.
  • Determine students who should be in the group
  • Uncheck student not on team, click Selectedor
  • Click All.
  • Click Apply.

73
Exercise
  • Add a single student to the Science Club team.
  • Add all females of your highest grade level to
    the Science Club team.

74
Module Review
  • So far we have covered
  • Navigating to Teams/Groups
  • Adding a Team
  • Adding members to a Team

74
75
School Set Up Screen Order
  • School Details
  • Schedule
  • Non-School Days
  • Course Lengths and Formats
  • Course Start Dates
  • School TA Config
  • Reporting Periods
  • School Reporting Dates
  • Data must be added in this order!

76
Reviewing School Details
77
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Navigate the School Details screens
  • Understand required fields and settings

77
78
School Details - Path
Navigation School gt School Information gt School
Details
79
Reviewing School Details
  • There are four screens
  • School Details
  • More School Details
  • Current Year
  • Next Year

80
School Details Screen
81
School Details Screen
82
School Details Screen
83
School Details Screen
84
More School Details Screen
Verify accreditations are accurate.
85
More School Details
86
More School Details
87
Current School Year Screen
88
Current School Year Screen
89
Current School Year Screen
90
Next Year Screen
91
Exercise
  • Navigate through the School Details loop.

92
Module Review
  • So far we have covered
  • Navigating the School Details screens
  • Understanding required fields and settings

92
93
Verifying the Instructional Calendar
94
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Understand the components of the Instructional
    Calendar
  • Navigate to the School Schedule
  • Identify Non School Days

94
95
What Screens create the Instructional Calendar?
  • Schedule
  • Non-School Days
  • Attendance Tumble Calendar
  • Built after YET

96
About the Schedule Screen
  • Defines start and end dates of school year
    including semesters and terms.
  • Semester 0 / Term 0 defines the entire school
    year and must include the day before and the day
    after the instructional calendar for admission
    and withdrawal purposes.
  • Terms are defined any course spanning less than
    18 weeks.
  • Dates entered must not overlap and must be
    chronological.

97
Actual dates may vary
98
Schedule - Path
Navigation School gt School Information gt Schedule
99
Schedule Screen
100
Schedule Screen
  • The Modify Year Start Date button allows you to
    update a New Year Start Date.

101
Schedule Screen
  • Data Elements impacted, number of Records, Action
    taken

102
Schedule Screen
  • The Modify Year End Date button allows you to
    update the end of the school year.

103
Schedule Screen
  • Data Elements impacted, number of Records, Action
    taken

104
Schedule Screen
  • The Validate Schedule button will verify there
    are no conflicts with the dates in the new
    schedule.

105
Example One Semester
106
Example Two Semesters, No Terms
107
Example Two Semesters, Two Terms
108
Example Two Semesters Three Terms
109
About Non-School Days
  • Includes holidays, teacher work days, inclement
    weather, Saturdays (if checked in School
    Details), etc
  • Not included in the schools instructional days
  • May be updated during the current year as needed
  • Must include day 0 and day 181

110
Non-School Days - Path
Navigation School gt School Information gt
Non-School Days
111
Non-School Days Screen
112
About the Attendance Tumble Calendar
  • The Attendance Tumble Calendar uses the dates in
    the School Schedule minus the Non-School Days to
    determine the calendar dates for the
    instructional school days.
  • Must be built after YET and right before the
    Start of School.

113
Tip Track School Setup
  • The School Schedule must begin with the 0 day of
    the first track and end with the 181st day of the
    last track.
  • Non school days are common to all tracks.
  • All students are admitted and withdrawn through
    the admin school and cross-enrolled to the track
    school.

114
Module Review
  • So far we have covered
  • Understand the components of the School Schedule
  • Navigate to the School Schedule
  • Reviewed Non School Days

114
115
Identifying Pre-Course Set up
116
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Explain Course Lengths and Formats
  • Identify Course Start Dates

116
117
Pre Course Set up
  • Identify the length of courses taught.
  • Determine if the courses meet everyday or follow
    an alternating day format.
  • Associate start dates with each course length
    defined.

118
About Course Lengths and Formats
  • Course Lengths and Formats are used to identify
    the length of time a course will meet before it
    receives a final mark.
  • Include all lengths and formats that might be
    needed before the start of the school year.
  • It is not necessary to use all that have been
    added.

119
Course Lengths and Formats - Path
Navigation School gt School Information gt School
Details gt More Info gt Course Lengths and Formats
120
Course Lengths and Formats Screen
121
Adding Course Lengths and Formats - Steps
  • Click Add.
  • Type a value in the Number column.
  • From the Course Lengths drop-down, make the
    appropriate selection.
  • From the Course Formats drop-down, make the
    appropriate selection.
  • Click Save.

122
Exercise
  • Review the Course Lengths and Formats for your
    school.

123
About Course Start Dates
  • Course Start dates are used to indicate the start
    date of a course that receives a final mark.
  • Course Start dates are pulled directly from the
    (School) Schedule screen.
  • Always use the LOV!
  • Include a start date for all course lengths that
    might be needed.

124
Course Start Dates - Path
Navigation School gt School Information gt School
Details gt More Info gt Course Start Dates
125
Course Start Dates Screen
126
Adding Course Length Start Dates - Steps
  • From the Course Length drop-down, make the
    appropriate selection.
  • Click Add.
  • From the Description column, click the ?.
  • Click the applicable date, click OK.
  • Click Save.

127
Exercise
  • Review the Course Length Start Dates in your
    school.

128
Module Review
  • So far we have covered
  • Setting up Course Lengths and Formats
  • Adding Course Start Dates

128
129
Reporting Periods
130
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Navigate to Reporting Periods
  • Understand Best Practices for Reporting Period
    names

130
131
About Reporting Periods
  • Reporting Periods determine the time periods
    marks will be created for each Course Length
    Course Start date.
  • Defines the End Date for each mark.
  • Sets the method of mark creation
  • Mark Entry
  • Calculated

132
About Reporting Periods
  • Determines if the mark is Final.
  • Allows schools to set a threshold for amount of
    time teachers may update marks.
  • Each report period should be uniquely named for
    easy identification.
  • Required before any teacher creates Preps in TAM.

133
Reporting Periods - Path
Navigation School gt School Information gt
Reporting Periods
134
Reporting Periods Screen
135
Best Practices for Naming Conventions
136
6 Weeks Reporting Year Long
  • 1RY 1st reporting period year long
  • 2RY 2nd reporting period year long
  • 3RY 3rd reporting period year long
  • 1SY Semester one average for year long
  • 4RY 4th reporting period year long
  • 5RY 5th reporting period year long
  • 6RY 6th reporting period year long
  • 2SY Semester two average for year long
  • FMY Final Mark year long

137
Nine Weeks Reporting Year Long
  • 1RY 1st reporting period year long
  • 2RY 2nd reporting period year long
  • 1SA Semester one average year long
  • 3RY 3rd reporting period year long
  • 4RY 4th reporting period year long
  • 2SA Semester two average year long
  • FMY Final Mark year long

138
6 Weeks Reporting - Semester
  • 1RS 1st reporting period semester long
  • 2RS 2nd reporting period semester long
  • 3RS 3rd reporting period semester long
  • 1ES Exam semester one
  • 1FS Final mark semester one
  • 4RS 4th reporting period semester long
  • 5RS 5th reporting period semester long
  • 6RS 6th reporting period semester long
  • 2ES Exam Semester two
  • 2FS Final mark semester two

139
Nine Weeks Reporting Semester Long
  • 1RS 1st reporting period semester long
  • 2RS 2nd reporting period semester long
  • 1SE Semester one exam
  • 1SF Semester one final mark
  • 3RS 3rd reporting period semester long
  • 4RS 4th reporting period semester long
  • 2SE Semester two exam
  • 2SF Semester two final mark

140
Module Review
  • So far we have covered
  • Navigating to Reporting Periods
  • Best Practices for Creating Reporting Period
    names

140
141
Other School Information
142
Module Objectives
  • Upon completing this module the participant will
    be able to
  • Enter and print Report Card Comments
  • Navigate to Grades and Catchments
  • Navigate to Departments

142
143
Report Card Comments
  • LEA can establish standards of comments across
    the LEA.
  • Schools can enter/update the comments to be used.
  • Print comment lists from eSIS for use during Mark
    Entry.

144
Report Card Comments
Navigation School gt Mark Information gt Comments
145
Report Card Comments Maintenance Screen
146
Adding Report Card Comments - Steps
  • Click ADD.
  • Type a unique numeric value in the Number column.
  • Update the Comment field.
  • Use Replacement Characters as desired.
  • Click Save.

147
Grades and Catchments - Path
Navigation School gt School Information gt School
Details gt More Info gt Grades and Catchments
148
Grades and Catchments
  • Verify grades at school.
  • Last grade at school should be checked.
  • Not all LEAs use catchments.

149
Grades and Catchments Screen
150
Departments
  • Reports can be printed based on departments.
  • Determined by the school as to what the
    departments are and whether to use them.

151
Departments - Path
Navigation School gt School Information gt
Departments
152
Departments Screen
153
Module Review
  • So far we have covered
  • Entering and printing Report Card Comments
  • Navigating to Grades and Catchments
  • Navigating to Departments

153
154
Questions
155
More Information
156
Reference Documents
  • Creating Reporting Periods
  • Mass Assigning Homerooms
  • Updating the School Schedule during the Current
    Year
  • Post Conversion Worksheet
  • Post Conversion Guide

157
Training Support Contacts
  • NC WISE Training Team Mailbox
    ncwisetraining_at_dpi.state.nc.us
  • NC WISE Service Desk Mailboxhelp_at_dpi.state.nc.us
  • Service Desk phone number 919.807.4357

158
www.ncwise.org
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