NC WISE School Setup Information

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NC WISE School Setup Information
NC WISE Training Team NC DPI
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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.
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Overview

• Working with Staff, Rooms and Homerooms
• Managing Teams and Groups
• Verifying School Set Up
• Other School Information

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Working Staff, Rooms and Homerooms
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Adding Staff
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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

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About Staff Members

• Certified
• Principals
• Teachers
• Counselors
• Nurses

• Non-certified
• Administrative
• Custodial

What are other examples of staff members?
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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!!

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Staff Maintenance - Path
Navigation School gt School Information gt Staff
Maintenance
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Staff Maintenance
Remember the Cert Name must be entered Last Name,
First Name and must match Licensure
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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.

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Adding Staff - Steps

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

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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.

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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.

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Staff Roles Screen
Staff may have more than one Role. Percentages
and End Dates may be applied.
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Adding Staff Roles - Steps

• Click Staff Roles.
• Add the appropriate roles
• Apply Percent of Time.
• Apply End Dates if applicable
• Click Save.

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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?
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Staff Duties - Path
Navigation School gt School Information gt Staff
Duties
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Staff Duties Screen
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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.

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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.

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Exercise

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

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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

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Adding Rooms
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Module Objectives

• Upon completing this module the participant will
  be able to
• Navigate to Room Maintenance
• Add a room

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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).

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Adding Rooms - Path
Navigation School gt School Information gt Rooms
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Room Maintenance Screen
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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.

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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?
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Module Review

• So far we have covered
• Navigating to Room Maintenance
• Adding a room

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Working with Homerooms
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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

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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!!!

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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

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Adding Homerooms - Path
Navigation School gt School Information gt Home
Room Maintenance
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Home Room Maintenance Screen
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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.

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Exercise

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

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Home Room Assignment Screen
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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.

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Assigning a Student Steps (Home Room
Assignment)

• Highlight the student record, click Select.
• Click Save.

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Home Room Staff - Path
Navigation eSIS Main Start Screen gt Common View
gt Home Room / Staff Assignments
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Home Room and Staff Assignments Screen
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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.

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Exercise

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

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Mass Assigning Homerooms
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About Mass Assigning Homerooms

• By Period
• By Grade

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Mass Assigning Homerooms by Period
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Mass Assigning Homerooms by Period - Path
Navigation School gt School Information gt Mass
Assignments gt Mass Homeroom Assignment gt Mass
Homeroom by Period
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Mass Homeroom Assignment by Period Screen
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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!

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Other Functionality
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Mass Assign Home Rooms Screen
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Mass Assign Home Rooms by Grade
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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
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Mass Assign Home Rooms by Grade Screen
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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.

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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.

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Module Review

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

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Managing Teams and Groups
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Module Objectives

• Upon completing this module the participant will
  be able to
• Navigate to Teams/Groups
• Add a Team
• Add members to a Team

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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

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About Teams and Groups

• Two step process
• Create the Team / Group
• Assign students

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Adding a Team - Path
Navigation School gt School Information gt
Teams/Groups
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Team/Group Maintenance Screen
Team Code must be numeric Faculty Assigned
allows staff member to view team in TAM
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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.

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Exercise

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

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About Adding and Deleting Team Members

• Single or mass assignments and deletions.
• Flexible mass capabilities.
• Grade
• Gender
• Birth Date
• Homeroom
• Random

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Team/Group Membership Screen
Use caution when deleting all members!
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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.

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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.

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Exercise

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

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Module Review

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

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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!

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Reviewing School Details
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Module Objectives

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

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School Details - Path
Navigation School gt School Information gt School
Details
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Reviewing School Details

• There are four screens
• School Details
• More School Details
• Current Year
• Next Year

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School Details Screen
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School Details Screen
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School Details Screen
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School Details Screen
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More School Details Screen
Verify accreditations are accurate.
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More School Details
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More School Details
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Current School Year Screen
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Current School Year Screen
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Current School Year Screen
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Next Year Screen
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Exercise

• Navigate through the School Details loop.

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Module Review

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

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Verifying the Instructional Calendar
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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

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What Screens create the Instructional Calendar?

• Schedule
• Non-School Days
• Attendance Tumble Calendar

• Built after YET

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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.

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Actual dates may vary
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Schedule - Path
Navigation School gt School Information gt Schedule
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Schedule Screen
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Schedule Screen

• The Modify Year Start Date button allows you to
  update a New Year Start Date.

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Schedule Screen

• Data Elements impacted, number of Records, Action
  taken

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Schedule Screen

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

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Schedule Screen

• Data Elements impacted, number of Records, Action
  taken

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Schedule Screen

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

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Example One Semester
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Example Two Semesters, No Terms
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Example Two Semesters, Two Terms
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Example Two Semesters Three Terms
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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

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Non-School Days - Path
Navigation School gt School Information gt
Non-School Days
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Non-School Days Screen
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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.

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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.

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Module Review

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

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Identifying Pre-Course Set up
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Module Objectives

• Upon completing this module the participant will
  be able to
• Explain Course Lengths and Formats
• Identify Course Start Dates

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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.

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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.

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Course Lengths and Formats - Path
Navigation School gt School Information gt School
Details gt More Info gt Course Lengths and Formats
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Course Lengths and Formats Screen
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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.

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Exercise

• Review the Course Lengths and Formats for your
  school.

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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.

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Course Start Dates - Path
Navigation School gt School Information gt School
Details gt More Info gt Course Start Dates
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Course Start Dates Screen
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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.

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Exercise

• Review the Course Length Start Dates in your
  school.

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Module Review

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

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Reporting Periods
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Module Objectives

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

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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

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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.

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Reporting Periods - Path
Navigation School gt School Information gt
Reporting Periods
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Reporting Periods Screen
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Best Practices for Naming Conventions
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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

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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

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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

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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

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Module Review

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

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Other School Information
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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

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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.

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Report Card Comments
Navigation School gt Mark Information gt Comments
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Report Card Comments Maintenance Screen
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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.

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Grades and Catchments - Path
Navigation School gt School Information gt School
Details gt More Info gt Grades and Catchments
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Grades and Catchments

• Verify grades at school.
• Last grade at school should be checked.
• Not all LEAs use catchments.

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Grades and Catchments Screen
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Departments

• Reports can be printed based on departments.
• Determined by the school as to what the
  departments are and whether to use them.

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Departments - Path
Navigation School gt School Information gt
Departments
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Departments Screen
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Module Review

• So far we have covered
• Entering and printing Report Card Comments
• Navigating to Grades and Catchments
• Navigating to Departments

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Questions
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More Information
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Reference Documents

• Creating Reporting Periods
• Mass Assigning Homerooms
• Updating the School Schedule during the Current
  Year
• Post Conversion Worksheet
• Post Conversion Guide

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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

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www.ncwise.org