how-to process student based standards & competencies · and 4th grade students in music but...

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How-To Process Student Based Standards

& Competencies

Summary: This document summarizes how to assign teachers to competencies, build student competencies, change or enter marks for teachers, and print elementary standards and competency report cards.

Steps 1. Check marking period dates

Path: Registration Center > Setup > Marking Periods

Click Search to generate a list of the buildings

Click on the name of your building

Check the beginning and ending dates for each marking period

If dates need to be changed, select dates from the calendar that are attendancedates and click Save.

2. Change the Mark Reporting Configuration to reflect the current Report Card run:Path: Administration > System Setup > Building > Mark Reporting

Click Search to generate a list of the buildings

Click on the name of your building

Change the number in the Current RC Run field to reflect the current marking periodor report card run

Click Save

Type current

report card run

number here.

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3. If chorus, orchestra, band or instrumental music competencies are assigned to specific students based on the house/team field, enter the house team associated with them in the house/team field on the registration screen in the student’s record.

4. Assign teachers to the competencies Path: Mark Reporting Center > Setup > Teacher Assignment List

If the list of competencies does not display, click Search to produce the list

If the competency is assigned by Primary Homeroom, select Primary Homeroom in the Default Teacher Assignment Column beside that competency.

If the assignment is based on student criteria select Student Criteria in the Default Teacher Assignment column.

Then continue with either step 1 or 2 below.

For each competency group, the default teacher column must be filled in. The two options all districts use are Primary Homeroom and Student Criteria.

You must click SAVE on this page in order to be able to build competencies for students.

1. Filter for the correct group of students.

Click “Add New” in the Staff ID column on the Teacher Assignment List screen

The Teacher Assignment Criteria screen will display

Type in the staff id number for the teacher in the Staff ID field or select it from the drop down.

Type the criteria to assign the appropriate students to the teacher if

they are different from the criteria set up in the competency section of

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the screen. For example, the competency might be assigned to all 3rd and 4th grade students in music but this teacher is assigned to only 3rd graders in music. The filter below can be used to select the third grade students.

Click generate student list. This will produce a list of the students who

are assigned this competency and associate them with this teacher `

Note: A pop up message will display asking if you want to set the selected box to YES. Choose “Yes” because you want to select each of these students to assign to this teacher. If you click on No, you will have to click in the select box beside each student you want to assign to the teacher.

If there is a student on the list who shouldn’t be there you can click on the delete box beside the student’s name and click save. That will remove the student from the teacher’s list.

Check this list carefully to make sure the correct students are on the list.

Click Save

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Follow these steps for each competency group. OR

2. Add students to the teacher’s list one by one

Click “Add New” in the Staff ID column

The Teacher Assignment Criteria screen will display

Type in the staff id number for the teacher in the Staff ID field or select it from the drop down

Go to the Student List portion of the screen and click the down arrow in the student id column.

Type in the student’s last name in the appropriate field and click Search.

Select the correct student from the list that is displayed.

Click on the checkbox in the Select column beside the students name.

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Add all other students on your list and click SAVE

NOTE: In marking periods 2, 3 and 4, if the teacher assignment is by Homeroom Primary, you don’t have to do the Teacher Assignment again. However if the assignment is by student criteria, you must check the students on the list each marking period. If a student should not be on the list anymore, click the delete box beside the name and click save. If new students need to be added to the list, there are two options.

1. To add new students to the list, go to the blank line on the bottom of the list, search for the student, click on the name, click OK. Make sure the select box is checked for each student and then click SAVE. The steps for doing this are listed above ( Step 4.2)

2. You can also delete the Teacher Assignment and redo it.

Go to Mark Reporting Center > Setup > Teacher Assignment

Click on the Teachers Name in the Staff ID column beside the correct competency.

Click the Delete Teacher button on the Teacher Assignment Criteria screen.

A dialog box will display. Click Yes

Continue with Step 4.1

Adding and deleting students is very important. You should do it each marking period.

5. Build Student Competencies Path: Mark Reporting Center > Calculations > Build Student Competencies This option creates student competency records, so that teachers can enter marks. Competency item records are created for students based on the competencies you have created, the marking periods in which marks are issued, and the filter in the competency. The teacher for the competency is based on the Teacher Assignments entered

Follow the steps below for each building you want to build competencies for:

Type your building number in the building field or select the building from the drop-down list

Type or select the correct report card run

Exclude Students Withdrawn from Building Before: Type a date in this field. Any student withdrawn from the building before this date will not have a competency assigned. Students who withdraw on or after this date will have competency records.

Exclude Students Entered into Building After: Type a date in this filed. New students who enter the building after this date will not have competencies built.

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Update Existing Teacher Assignments for These Students: Checked if you want to update the teachers name associated with the students. You should select the option.

Amount to Log in Statistics File: Click log errors only

If you want to build all competencies for every student in your building there is no need to filter. Otherwise filter for the selected competencies groups and students.

When you click run, a report will be generated in your reports directory which indicates the number of students processed and the number of records. Check to make sure the number of students processed looks reasonable and is not 0.

6. Open Teacher Access Center for the teachers to enter marks and comments. Path: Mark Reporting Center > Setup > Mark Types

Click “List” to display the list of your buildings

Select your building from the list

Click on the Standards and Competency tab

Under the section entitled Standards & Competency Mark Types Issued Multiple Times a Year, change the Teacher Access column to Maintain for the current marking period

Marking periods that have passed or those in the future should have View selected

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Path: Mark Reporting Center > Setup > Comments Open the comments for the teachers if your district uses canned comments

Click “List” to display the list of your buildings


Change the Teacher Access column to Maintain & View for the each comment type 7. Notify teachers that they can begin entering marks 8. Run the Competency Missing Submission Report if desired - This page will generate a report to identify missing submissions for student competencies. A competency group is listed for a teacher if the teacher has not submitted any grades for any students who are assigned to the teacher for the competency group. You can select to email teachers who have not submitted student competency marks if their email addresses are in eSchoolPLUS. Path: Mark Reporting Center > Reports > Report Cards > Competency Missing Submission

Select or type in your building and the correct report card run

Click in the Email Teachers box if you want to email the report to teachers. Remember their email addresses must be in the staff information to do this.

Check log statistics

If you want to check all teachers and all competencies, no filter is required.

Select the sort order

Changing from View to

Maintain and View allows

teachers to enter report card

marks.

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Caution: Just because a teacher’s name does not appear on your report doesn’t mean that they have entered marks for all their students. If one mark is entered and saved they will not appear on your list. 9 . To print a list of students with specific marks run the Student Competency Summary Report Path: Mark Reporting Center > Reports > Report Cards > Student Competency Summary Report

Type in or select your building from the drop down list.

Enter the Report Card Run

In the Print Marks field select the marks to print:

All - to print the summary for all students.

Selected - to print the summary for students who are receiving specific marks. Then, select the grading scale for the mark(s) you want to check. In the list of marks, Ctrl+click on the desired marks or Shift+click to select a range of marks. You can click the buttons next to the list of marks to add special character marks such as + or -.

Check for Blank Marks = Checked if you want to print competency information for students who have blank marks for the selected report card run.

Mark Types = select the mark types to print

All - to print all mark types.

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Selected - to print only selected mark types. In the list of mark types, Ctrl+click on the desired mark types or Shift+click to select a range of mark types.

Comment Types = select the comment types to print

All - to print all comment types.

Selected - to print only selected comment types.

None - to not include comment types on the report.

Print All Competency Groups = Checked if you want to print competency information for all competency groups for students who have received one of the selected marks for any competency group

Page Break After Each Student

Check Log Statistics

You can filter by competency or student or teacher if desired. Sort as desired.

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10. Student Competency Verification Sheet – This report prints the standards and competency marks, comments and absence information entered for each student. It can be distributed to teachers for verification purposes. You can filter by Teacher for this report if you would like to produce report cards for the students of a particular teacher. Another good way to verify report cards is to print the report card file and check it. Path: Mark Reporting Center > Competency Verification Sheet

11. Entering competency marks for teachers: Path: Mark Reporting Center > Mark Entry by Competency If a teacher cannot enter marks and you must do it for them, follow the steps below.

Select the Building, RC Run, Marking Period, Competency Group, and Teacher

Click on Enter Marks

The Mark Entry by Competency List will display

Click on the name of the student you want to enter marks for

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Enter the marks, canned comments, and free text comments and click Save

Select the next student and follow the same process

12. To change a student’s mark Path: Student Center > Mark Reporting > Student Competency Entry

Search for the student

Click on the student name

In the Competency Group field, select the group you want to enter or change marks for.

Enter the marks and comments or select them from the drop down list

You cannot enter free text comments using this screen

Click Save

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Closing & Printing Student Based Standards & Competencies 1. Close Teacher Access Center: Path: Mark Reporting Center > Setup > Mark Types This will enable teachers to view competency marks and comments but they will not be

able to change them

Click List to bring up a list of the buildings


Click on the Standards and Competency tab

Under the section for marks issued multiple times a year, change the Teacher Access column for the current marking period to V – VIEW

Click SAVE

Change from

M-Maintain to

V-View

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Path: Mark Reporting Center > Setup > Comment Types

Click List to bring up a list of the buildings


For each comment type, change the Teacher Access column from Maintain and View to View Only

Click SAVE

2. Calculate

Attendance Interval Totals: Run this calculation from MP1 through the current marking period to fill in Daily Attendance on the Report Card

Path: Attendance Center > Calculations > Interval Calculation

Building field – Type the building number or select it from the drop-down list

View Types – Click on selected and choose the correct absence view type. If you’re not sure what to choose, call the RIC.

Run Calculation – Select For Interval In MP1 select MP1 and run the calculation. In MP2, run the calculation for MP1 and then run it again for MP2. In MP3 run the calculation for MP1, MP2 and MP3. In MP4 run the calculation for MP1, MP2, MP3, and MP4.

Click RUN

This will produce a log in your reports directory

Change from

Maintain and

View to

View Only

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3. Generate Report Cards – This process will generate the report card file which may be printed or saved

Path: Mark Reporting Center > Reports > Report Cards > Print Elementary Report

Cards(Portrait Multiple Page Template) or Print Custom Elementary Report Cards(Lanscape Legal Size Template)

Select or type the building and report card run

Mailing Report Cards: Select which address you want to print

Refresh MR Data Before Print: Check this box so that all updates will be included

Process Courses without Marks: Decide whether or not you want courses without marks to print

Demographics as of Date: Date to use to select values for demographic information that is stored by date. The data warehouse will store the student's value that was active on the specified date.

Earliest Withdrawal Date for Inactive Students: The earliest withdrawal date for the inactive students that you want to print. Students withdrawn after this date will be included in the report card file.

Filter if necessary

RUN

A log file will be created as well as your report cards

Check the log file for missing contacts. These have to be corrected

NOTE: If you are sending report cards to those flagged in registration, report cards will be generated for the flagged contacts and the student.

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Please save a copy of the PDF file that is created in case you need to reprint a

report card. It is very important to save the file for the last marking period of the year because you cannot go back to a previous year and print a report card for a student.

how-to process student based standards & competencies · and 4th grade students in music but...

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