Handbook Summer School Maintenance Version 5.0 June 4, 2018
Copyright 2018, San Diego Unified School District. All rights reserved. This document may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without written permission of San Diego Unified School District, Integrated Technology Division (ITD), 4100 Normal St, San Diego, CA 92103 Summer School Maintenance Page 2
Table of Contents Part 1: General Information and Overview... 7 Contact Information... 8 General Information... 9 San Diego Unified Summer School Support Webpage... 11 San Diego Unified Summer School Support Webpage... 12 Launching and Signing on... 13 Enabling Smart Search... 14 Editing Student Demographic Information... 15 Incident Management (Behavior)... 16 Summer School Entry/Exit Codes... 17 Part 2: Managing Staff... 19 Using District Staff Search to Assign Missing Staff... 20 Office Staff Setup Security Access... 22 Teacher Setup Security Access... 27 Part 3: Enrolling Students... 29 Enrolling New Students Overview... 30 Students Active at a District Summer School Other than Yours:... 30 Students New to the District:... 30 Students Currently Attending Private Schools:... 30 Using District Search/Student Transfer... 31 Transferring Active Students... 31 Transferring Inactive Students (Re-Enrolling)... 36 Part 4: Transfer Out Students... 41 Transfer Out Student Overview... 42 Summer School Exit Codes... 42 Transferring a Student Out of Summer School... 43 Summer School Maintenance Page 3
Transferring Out a No Show Student... 45 Part 5: Maintaining Courses... 47 Course Section Overview... 48 ESY Elementary Schools... 48 ESY Middle Schools... 48 High Schools... 48 Creating a Course Section... 49 Editing a Course Section... 53 Deleting a Course Section... 54 Part 6: Student Scheduling... 55 Identifying Pre-Registered and Enrolled Students... 56 Determining ESY Classes For ESY Elementary, Middle and High Schools... 58 Adding One Student to Class... 59 Mass Adding Students to a Class... 61 Dropping One Student from a Class... 63 Dropping Multiple Students from a Class... 65 For Students Taking Online Classes... 67 Printing Student Schedules... 68 Part 7: Managing Attendance... 71 Summer School Attendance Codes... 72 Attendance Overview... 73 Entering Attendance from a Class Roster... 75 Entering Attendance for One Student... 79 Part 8: Attendance Reports... 81 Attendance Rosters... 82 PowerTeacher Attendance Report... 84 Single Student Attendance Report (Optional)... 87 CE Weekly Attendance Summary... 88 Part 9: End of Summer School Reports... 91 End of Summer School Reporting... 92 CE Hourly Attendance Report for ESY Students Only... 93 CE Monthly Attendance Report for ESY Students ONLY... 97 Summer School Maintenance Page 4
Part 10: Additional Summer School Reports... 101 Secondary Transcript Unofficial (for scheduling purposes)... 102 Printing a Transcript for One Student... 102 Printing a Transcript through Historical Grades... 102 Printing a Transcript through System Reports... 103 Printing Transcripts for a Group of Students... 104 High School Summer School Reports... 107 ESY Reports... 108 Summer School Maintenance Page 5
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Part 1: General Information and Overview Summer School Maintenance Page 7
Contact Information For general Summer School questions or questions regarding specific Summer School procedures (i.e. if you are missing a course that should be available when creating your Master Schedule): Lisa Sheldon 619-725-7139 lsheldo1@sandi.net For Summer School Term, Calendar, Bell Schedules, Period setup, or Attendance and End of Summer School Reports questions: Isela Young 619-725-7577 iyoung@sandi.net For Special Education assistance and ESY student placement authorization: Naomi Lewis 619-725-7426 nlewis1@sandi.net For questions regarding online courses and ihigh Virtual Academy: Maureen Cottrell mcottrell@sandi.net For assistance with a performance issue in : IT Help Desk 619-209-HELP(4357) Summer School Maintenance Page 8
General Information The following information should be communicated with any staff that will access for Summer School. 1. DIFFERENT URL Summer School is in a separate database. You will use a different URL for Summer School: https://powerschoolsummer.sandi.net/admin NOTE: The Teacher and Parent/Student URLs are also different: Teachers: https://powerschoolsummer.sandi.net/teachers Parents/Students: https://powerschoolsummer.sandi.net 2. SCHOOL NAME BEGINS WITH SS When you log into your Summer School, you will see that the school name displayed at the top right begins with SS. This is a good visual cue to tell you in which database you are working. 3. TERM IS 18-19 (2018-2019) When working in the Summer School database, be sure that the Term is set to 18-19 Year (2018-2019) 4. BLOCKED CLASSES Summer School classes must be blocked, allowing attendance to be taken multiple times a day for the same class. 5. STUDENTS ARE BUMPED UP BY ONE GRADE LEVEL Your Summer School students are copied into your Summer School database by IT, and their grade levels are bumped up by one. With the exception of ESY students who remain in their same grade level for Summer School. NOTE: Students in Grade 12 will stay in Grade 12. IMPORTANT! When enrolling new students, be sure to verify they are in the correct grade for next year. Summer School Maintenance Page 9
6. SPECIAL EDUCATION STUDENTS IT moved special education students into your Summer School database based on what was entered on the ESY Registration page. 7. ENROLLMENTS WILL BE CREATED FOR SUMMER SCHOOL/ESY STUDENTS The End of Year Process will create an enrollment for every student assigned to your school for summer school and ESY. After June 11 th, all sites will need to enroll new students manually. 8. IT WILL CLOSE ALL STUDENT RECORDS AT THE END OF SUMMER SCHOOL Before the beginning of next year s Summer School, IT will run a process to close all Summer School records. Schools will be responsible for transferring (withdrawing) any student that stopped attending Summer School during the session. NEW! Effective June 7 th at 4:00 pm, the tagging of students for Summer School will be closed in the Production environment. Any new summer registrations, class changes, and school enrollments will need to happen in the Summer School environment. Case managers may continue to use the ESY Registration Screen. The ESY screens will continue to be copied to the Summer School, but students will NOT be enrolled. Summer School Maintenance Page 10
San Diego Unified Summer School Support Webpage On the San Diego Unified 2018 Summer School Program webpage you will find information related to the Summer School Program: https://www.sandi.net/oss From the navigation menu on the left, under Departments > OSS, select 2018 Summer School Summer School Maintenance Page 11
San Diego Unified Summer School Support Webpage On the district s Handbooks and Job Aids webpage you will find content related to specific topics https://www.sandi.net/itd/it-resources/powerschool/powerschool-handbooks-and-job-aids. District Home Page> Staff Portal > Technical Support/Help Desk > IT Resources> > Handbooks and Job Aids Click on Summer School to see all support documents related to Summer School. Summer School Maintenance Page 12
Launching and Signing on Summer School is set up as a different database from the regular school year (Production ). Use the following URL to sign in to Summer School: https://powerschoolsummer.sandi.net/admin After signing in to Summer School, be sure to select your SS School and the Term. RIGHT! WRONG! If you do not see SS for your site, it is because you do not have access. Have your Power User give you the access you need. If you are the Power User and need access, please call the IT Help Desk at 619-209-4357. If you sign in to Summer School but see the message Insufficient Access Privileges on a screen you need to access, contact your Power User to give you the access you need in Summer School Maintenance Page 13
Enabling Smart Search The Smart Search feature makes searching for Active and Inactive students and staff faster and easier. Because the Summer database is new, you will need to enable Smart Search. Follow the instructions to enable Smart Search. 1. On the start page, click Personalize on the main menu. The Personalize page appears. 2. Click Interface. The Personalize Interface page appears. 3. Check the boxes for Enable Smart Search and Include Inactive Student/Staff Results. 4. Click Submit. Summer School Maintenance Page 14
Editing Student Demographic Information IMPORTANT! The Summer School database is refreshed nightly. Therefore, any changes made to the Student Demographics Page in summer school will not be saved. If you need to make a change to the Student Demographics page and the student attends your school during the regular school year, you must make the change in the regular Production database and the nightly process will copy it into your Summer School database. If you need to make the change to a student who does not attend your school during the regular year, you must contact the owning school to have them make the correction in their database. If the owning school is not in session, and changes must be made to the student s Demographics page, contact: For district approved High School Summer School Lisa Sheldon 619-725-7139 lsheldo1@sandi.net For ESY Naomi Lewis 619-725-7426 nlewis1@sandi.net Summer School Maintenance Page 15
Incident Management (Behavior) Any behavior information entered in the Summer School database will not be copied into the regular Production database and will not be part of the students behavior history. Schools must put suspensions (and any other behavior information that should be part of the student s behavior history) into the regular Production database if the Summer School site has ownership of the student. If the Summer School site does not have ownership of the student, they should forward the information (e.g., suspension form, etc.) to the student s 2018-2019 fall school for entry into the regular Production. Summer School Maintenance Page 16
Summer School Entry/Exit Codes Entry Codes When enrolling a student into Summer School, always use the Entry Code: E11 (Enter from within SDCS) Exit Codes These codes are used in when transferring a student out of Summer School. Code Description N470 (No Show- Enrollment Dropped) SS (Summer School) 999 (CENTRAL OFFICE USE ONLY) Usage Used when student in any grade level was expected to attend Summer School but did not do so. Used when a student in any grade level attends part of the Summer School session, but leaves before the end of Summer School. This includes transferring to another district Summer School. DO NOT USE. Summer School Maintenance Page 17
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Part 2: Managing Staff Summer School Maintenance Page 19
Using District Staff Search to Assign Missing Staff Use the District Staff Search to find staff members who are assigned to your school, but are not in your summer school database. IMPORTANT! Do not add a staff member until HR has assigned them to your school. On the Summer School Start Page, select the District Staff tab. Enter the staff member name. Click Search. On the District Staff Search Results page, click the edit (pencil) icon under the Assign heading. On the Assign Staff Member To This School page, verify that you have the correct staff member. Click Submit. Summer School Maintenance Page 20
You will receive confirmation that the staff member has been assigned to your summer school. Click the Security Setting link to complete the appropriate security access. Summer School Maintenance Page 21
Office Staff Setup Security Access IT will set up staffing at each Summer school site based on information received from HR. You will need to make sure that each staff member has the appropriate security access to perform their duties during Summer school. 1. On the Start Page, search for and select the staff member. NOTE: If you are unable to find the staff member, see Using District Staff Search to Assign Missing Staff on page 20. 2. On the Staff Navigation pane, click Security Settings. Summer School Maintenance Page 22
3. On the Security Settings page, select the Teachers and Affiliations tab. a. Do not check the Sign in to PowerTeacher box. b. Verify the Home School button is selected, and the Active box next to your Summer School is checked. c. Verify the Staff Type is correct. Change, if needed. d. If you made changes to this page, click Submit. 4. Next, select the Admin Access and Roles tab. Verify that Sign in to Administrative Portion of box is checked. NOTE: The Admin Username and LDAP Enabled box will be filled in by default, and disabled. Summer School Maintenance Page 23
IF YOUR SUMMER SCHOOL IS LISTED UNDER ROLES and SCHOOLS: If the staff member is fulfilling the same security role as the Default Group for Summer school, click Submit. If the staff member will be fulfilling a different role in Summer School, click the edit button. On the Edit User Access Roles window, select the Use All Roles button, and check the appropriate role from the menu. Click OK. Summer School Maintenance Page 24
IF YOUR SUMMER SCHOOL IS NOT LISTED UNDER ROLES and SCHOOLS: If your Summer School is not listed, click Add. On the Add User Access Roles window, under Step 1: Schools, check the box of your Summer School (Home School). Click Next. Summer School Maintenance Page 25
Under Step 2: Roles o o If the staff member is fulfilling the same security role as the Default Group for Summer School, select Use Default Group, click OK. If the staff member is fulfilling a different role in Summer School, select Use All Roles, then check the appropriate role from the menu, click OK. Summer School Maintenance Page 26
Teacher Setup Security Access IT will set up teachers at each Summer school site based on information received from HR. You will need to make sure that each teacher has the proper security access to perform their duties during Summer school. On the Start Page, search for and select the teacher. On the Staff Pages menu under Functions, click Security Settings. Summer School Maintenance Page 27
Do the following on the Teachers and Affiliations tab. Verify that the Sign in to PowerTeacher box is checked. NOTE: The Teacher Username and LDAP Enabled box will be filled by default and disabled. Verify that Teacher is displayed in the Staff Type drop-down menu. Make the summer school (SS) site the Home School. If you make any changes on this tab, click Submit. Summer School Maintenance Page 28
Part 3: Enrolling Students Summer School Maintenance Page 29
Enrolling New Students Overview Beginning June 11 th, you will need to enroll students who are new to your summer school. All students currently active at any district school who have not been registered for Summer School will be in the Summer School database as Inactive students. IMPORTANT! ESY students may NOT be transferred to, or enrolled in another ESY school BEFORE calling the Special Education Department. Contact Naomi Lewis at (619)725-7426 or email nlewis1@sandi.net. Students Active at a District Summer School Other than Yours: Before the start of Summer School: Use the District Search/Student Transfer process to enroll a student currently Active at another Summer School. After Summer School begins, and attendance has been taken: You must have the other school Transfer Out the student before you can use the District Search/Student Transfer (Re-Enroll) process. Students New to the District: First enroll the student in Production for 2018-19 using the first day of school in the fall. Once the student is enrolled, IT will run a nightly process to place the student in to the Summer School database as an Inactive student. The next day, the inactive student can be enrolled in the appropriate Summer School using the District Search/Student Transfer process. Don t forget to schedule the student for classes. Students Currently Attending Private Schools: Per the San Diego Unified legal department, any private school student who lives in our district boundaries and pays property taxes to support our schools, must be allowed our summer school program if there is space available. They must fill out ALL necessary paperwork to fully enroll for fall. After their application is complete and entered, the nightly process will place the student in to the Summer School as an Inactive student. The next day the inactive student can be enrolled using the District Search/Student Transfer process. NOTE: In the case above, if the student is enrolled in Production as a new student only to attend a district Summer School and will not be attending school in the fall, the student will need to be Transferred Out of the Production school with the code of N470 (No-Show Enrollment Dropped). Summer School Maintenance Page 30
Using District Search/Student Transfer Transferring Active Students Before transferring a student currently enrolled at another summer school to your school, ask yourself the following questions: Is this an ESY student? If yes, STOP! You must call Naomi Lewis in the Special Education Department for authorization to enroll this student. (619)725-7426. If no, proceed to the next question Has Summer School started? If no, use the District Search/Student Transfer process to enroll the student at your school. Use exit code N470 (No Show-Enrollment Dropped) and today s date as the exit date. If yes, STOP! You must call the owning school to Transfer Out the student. o o If the student been marked Absent since day 1 (no-show), the owning school should no-show drop the student. If the student has attendance, the owning school must drop the student the day after the last day of attendance. Next, the receiving school can use the District Search/Student Transfer process to enroll the student. On the Start Page, select the District Students tab. Search for the student, click Search. Summer School Maintenance Page 31
On the District Search Results page, click the edit (pencil) icon under the current school to access the Student Transfer page. On the Student Transfer page, colored icons indicate your progress through each step: The green circle indicates the current step. The red circle indicates which steps are coming next. The green checkmark displays once the step is completed. Complete the Transfer Student Out tab. a. Transfer comment (optional): Enter a Transfer comment, if applicable. b. *Exit Date: Enter today s date. c. *Exit Code: Select N470 (No Show Enrollment Dropped) from the drop-down menu. d. Click Submit. NOTE: if the student has attendance at the other school, you will be prompted to call the other school to have the student transferred out. Summer School Maintenance Page 32
You will receive the following Alert. Click Back. Step 1 is complete. The student has been transferred out of the other school. Select the Transfer to School tab or click the blue Transfer to School link in Step 2. Click Submit. The student will be transferred to your school. Summer School Maintenance Page 33
You will receive following Alert. Click Back. Step 2 is now complete. The student is now Inactive at your school. Select the Re-Enroll in School tab or click the blue Re-Enroll in School link in Step 3. Complete the Re-Enroll screen: a. *Entry Date: Enter the student s first expected day of attendance. NOTE: You will receive a validation error if the Entry Date does not fall within your school s calendar. b. Entry Code: Enter the appropriate Entry Code. c. Entry Comment (optional): Enter an Entry comment, if applicable. d. Grade Level: The grade level will default to the student s current summer grade. Your Summer School students are copied into your Summer School database by IT, and their grade levels are bumped up by one. With the exception of ESY students who remain in their same grade level for Summer School. NOTE: Students in Grade 12 will stay in Grade 12. Summer School Maintenance Page 34
Click Submit. Step 3 is now complete. The student has been re-enrolled at your school. On the Student Transfer page, click Make this student the current selection. Proceed to schedule this student in class. (See Page 55, Scheduling Students into Classes.) Summer School Maintenance Page 35
Transferring Inactive Students (Re-Enrolling) REMEMBER! When searching for an Inactive student, the student s grade level may not be correct. Be sure to enter the correct grade level when re-enrolling the student. On the Start Page, select the District Students tab. Search for the student, click Search. On the District Search Results page, click the edit (pencil) icon under the current school to access the Student Transfer page. Notice on the Student Transfer page, that Step 1: Transfer student out of their current school is already complete. Select the Transfer to School tab or click the blue Transfer to School ink in Step 2. Summer School Maintenance Page 36
Click Submit. The student will be transferred to your school. You will receive following Alert. Click Back. Step 2 is now complete. The student is now Inactive at your school. Select the Re-Enroll in School tab or click the blue Re-Enroll link in Step 3. Summer School Maintenance Page 37
Complete the Re-Enroll screen: a. *Entry Date: Enter the student s first expected day of attendance. NOTE: You will receive a validation error if the Entry Date does not fall within your school s calendar. b. Entry Code: Enter the appropriate Entry Code. c. Entry Comment (optional): Enter an Entry comment, if applicable. d. Grade Level: Be sure to select the student s correct grade level. Click Submit. Summer School Maintenance Page 38
Step 3 is now complete. The student has been re-enrolled at your school. On the Student Transfer page, click Make this student the current selection to continue to schedule the student for classes. Summer School Maintenance Page 39
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Part 4: Transfer Out Students Summer School Maintenance Page 41
Transfer Out Student Overview IMPORTANT! If an ESY student needs to change schools, you MUST call Naomi Lewis in the Special Education Department (619)725-7426 for authorization. Before transferring out a student, it is strongly recommended that the student s attendance history is printed and kept on file. Always use the day AFTER the student s last day of attendance as their Exit Date. IMPORTANT! Students should be marked PRESENT on last day. Below are the three scenarios most schools might experience. 1. You need to Transfer the student out of your Summer School because they are transferring to another Summer School. 2. You need to Transfer the student out of your Summer School because they will no longer be attending any district Summer School. 3. The student never showed up for Summer School. The student is a no-show. Summer School Exit Codes These codes are used in when transferring a student out of Summer School. Code Description N470 (No Show- Enrollment Dropped) SS (Summer School) 999 (CENTRAL OFFICE USE ONLY) Usage Used when student in any grade level was expected to attend Summer School but did not do so. Used when a student in any grade level attends part of the Summer School session, but leaves before the end of Summer School. This includes transferring to another district Summer School. DO NOT USE. Summer School Maintenance Page 42
Transferring a Student Out of Summer School While there are many different reasons a student may withdraw from your school, the Transfer Out Process is the same for every scenario: On the Summer School Start Page, search for the student. On the Student Page under Enrollment on the main menu, click Functions. On the Functions page, click Transfer Out Of School. Complete the Transfer Student Out page: (NOTE: Asterisk *indicates a required field.). a. Transfer comment: Enter a transfer comment (OPTIONAL). b. Exit Date: Enter the appropriate Exit Date. This should be the day AFTER the student s last day in class. c. Exit Code: Select SS (Summer School) from the drop down menu. NOTE: If you receive a validation notice that the student has future attendance records, check the box to delete all future attendance records. Summer School Maintenance Page 43
IMPORTANT! Be sure that your exit date is one day AFTER the last day of actual attendance. The day before the exit date must have at least one period of valid attendance. DO NOT EXIT a student the day after a 100% absent day. This causes overlapping enrollments that only IT can fix from the backend. Be very careful when exiting a student. d. Click Submit. Summer School Maintenance Page 44
Transferring Out a No Show Student If a student is enrolled at your summer school, but never shows up for class, they are a No Show. On the Start Page, search for the student. 2. On the Student Page under Enrollment on the main menu, click Functions. 3. On the Functions page, click Transfer Out Of School. 4. Complete the Transfer Student Out page: (NOTE: Asterisk *indicates a required field.). a. Transfer comment: OPTIONAL. b. Exit Date: Enter the same day as the Entry Date. c. Exit Code: Select N470 (No Show Enrollment Dropped) from the drop-down menu. 5. Click Submit. Summer School Maintenance Page 45
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Part 5: Maintaining Courses Summer School Maintenance Page 47
Course Section Overview IMPORTANT! All Summer School course sections must be blocked, allowing attendance to be taken multiple times a day for the same class. ESY Elementary Schools ESY Elementary teachers teach the same course section for four periods. Therefore, they need to be set up with one section that meets four periods. This is done by assigning them one section and checking periods 1, 2, 3, and 4. ESY Middle Schools ESY Middle school teachers teach two, 2-period course sections. The first course section is blocked for periods 1 and 2. The second course section is blocked for periods 3 and 4. High Schools High School teachers teach two, 2-period course sections. The first course section is blocked for periods 1 and 2. The second course section is blocked for periods 3 and 4. DO NOT USE period 5. IMPORTANT The ihigh Lab course (8155) must have four separate sections. This will allow attendance to be taken when a student shows up for support. The sections are blocked 1 4, 1 & 2, 3 & 4, and period 5. Summer School Maintenance Page 48
Creating a Course Section IMPORTANT! All Summer School classes must be blocked, allowing attendance to be taken multiple times a day for the same class. On the Summer School Start Page under Setup, click School. On the School Setup Page, under Scheduling, click Sections. Select the course name from the menu on the left. On the Course page, click New. Configure the Edit Section page as follows: Schedule - Select the expression (periods) when the course meets. ESY Elementary Schools Summer School Maintenance Page 49
ESY Middle Schools High Schools Core Course Sections Summer School Maintenance Page 50
High Schools ihigh Lab Course Sections (8155 ONLY) Teachers Section Lead - click Add. o o Select the teacher name from the Staff drop-down. The Start Date and End Date fields will default to the current term dates, but they can be modified. OPTIONAL Teachers/Staff Additional - click Add to associate additional teachers or staff to this section. Room- Enter the room number. Section Number* - Leave blank, the system will assign a section number automatically. Maximum Enrollment Enter a maximum enrollment for this section. Summer School Maintenance Page 51
Program - Select the appropriate SS Program for your school. You will not be able to submit this page, if you leave this field blank. Record Attendance using Attendance Mode Interval is the default value. Record Attendance - Select the Each Meeting Separately radio button. This setting will force teachers to take attendance each hour. Use the default values for the remaining fields. Click Submit. Summer School Maintenance Page 52
Editing a Course Section You may need to edit course sections during Summer School. For example, you may need to make a change to a teacher or a room change. On the Start page, under Functions, click Teacher Schedules. Select the name of the teacher from the main menu. Click the Sec # of the section you need to edit. Make the necessary changes to the Edit Section screen. Click Submit. Summer School Maintenance Page 53
Deleting a Course Section IMPORTANT! Once Summer School starts, and attendance has been taken, you cannot delete a section. If a section needs to be closed and attendance has been taken, drop the students as of the day after the last day of attendance, and edit the room number to CLOSED (See page 53, Editing a Course Section). If you have a section that needs to be deleted BEFORE Summer School has started, do the following: Withdraw all students from the section. Make sure students are withdrawn with an Exit Date that matches the Entry Date for the section. Contact the Help Desk to request assistance with removing the section from your Summer School master schedule. Please ensure the following information is provided in the request: School Name (be sure to include SS before your school name) Course Number Section Number Teacher Please also confirm with the Help Desk that students have been withdrawn from the class. Help Desk (619)209-HELP (4357) Summer School Maintenance Page 54
Part 6: Student Scheduling Summer School Maintenance Page 55
Identifying Pre-Registered and Enrolled Students Use the following two Search Commands to find Pre-Registered and Enrolled students who need schedules at your SS site. Use the search command: /enroll_status=-1 to find Pre-Registered students. Click the search button. Notice the Pre Registered students become the Current Student Selection. 2. Next, if you would like to add the Pre-Registered students to your currently enrolled students, check the Advanced box. 3. Click All (or use the following search command: enroll_status=0 ) and click the search button. Notice the currently enrolled students become the Search Results. Summer School Maintenance Page 56
4. Click Add. 5. Notice how the Current Student Selection increased to include both Pre-Registered and Enrolled student. Summer School Maintenance Page 57
Determining ESY Classes For ESY Elementary, Middle and High Schools Before scheduling ESY students, use the ESY Assigned Student List SS to determine what class they need. From the Summer School Start page under Reports, select System Reports. On the System Report page, select the sqlreports4 tab. Under the Summer School heading, select ESY Assigned Student List SS. 4. On the Run sqlreport page, click Submit. 5. On the ESY Assigned Student List, the student s Classification will indicate the class they need. REMEMBER! ESY students will remain in their current grade for summer school (They are not bumped up a grade level). In this example, the student should be scheduled in Spec Day-MildMod/Sixth (SDC_N6). Summer School Maintenance Page 58
Adding One Student to Class Use the Modify Schedule page to add classes to a student s schedule. From the Start page, search for and select a student. Select Modify Schedule. The student s Modify Schedule Enrollments screen will display. Select the Effective Enrollment Date. This date MUST be the student s first day of attendance. Select the desired Period from the Period drop-down menu select All to list all classes available. Click Find. NOTE: if you know the exact course and section number, you can use the Quick Enroll feature. 6. Verify the Enroll Date is correct, change if needed. Click on the Course Name link for the class you want to enroll the student in. Summer School Maintenance Page 59
7. The Modify Schedule Enrollments screen will display and the student will be enrolled in that class. Summer School Maintenance Page 60
Mass Adding Students to a Class To mass enroll students into a class, you must first select the group of students you want to enroll. Then, use the Mass Enroll group function to enroll students in the same class with the course section number. 1. On the Start Page, click a specific grade level or click All to choose from all students at a school. 2. Select the Select By Hand button. 3. Check the names of the desired student. 4. Click the Update Selections button. 5. Click the Select Functions button, then select Mass Enroll. 6. Search for the desired class by using any of the Filters, or leave them defaulted to All, to search for all classes available. NOTE: if you know the exact course and section number, you can use the Quick Enroll feature. Click Search. 8. On the Mass Enroll screen, select the Course Name by clicking the blue course link. Summer School Maintenance Page 61
9. Verify the specific section information. 10. Edit the Entry Date if needed by clicking the Edit Date button. Click Enroll Students. You will be returned to the Class Roster page, and the students will be enrolled. Summer School Maintenance Page 62
Dropping One Student from a Class Use the Modify Schedule page to drop classes from a student s schedule. If you need to move a student from one teacher to another, be sure to drop all classes taught by the former teacher. On the Summer School Start Page, search for and select a student. 2. Click Modify Schedule in the Scheduling part of the student menu. 3. Next to each class you need to drop, check the Drop checkbox. 4. Click Drop Selected. 5. Enter the Exit Date, which should be the day after the student s last day of class. 6. Click Drop Classes. Summer School Maintenance Page 63
7. An Alert message will appear if the student has attendance on or after the drop date. Click the Delete button to delete the attendance. CAUTION! Deleted attendance cannot be recovered! Pay special attention to the number of days being deleted, if the number of attendance days seems excessive, confirm the drop date BEFORE deleting. 8. Click Confirm Delete to proceed with the drop. (Click Cancel if you are not sure you want to delete the attendance.) 9. You will get a confirmation message and be returned back to the Student s Modify Schedule page. Summer School Maintenance Page 64
Dropping Multiple Students from a Class To balance sections, you may need to drop some students from one section, and enroll them into a new section. Perform both the drop and reschedule functions for multiple students using the options on the teacher s Class Roster page. On the Start Page, click Teacher Schedules. 2. Select a teacher s name. 3. Select the section s enrollment number that corresponds to the class from which the students will be dropped. 4. Uncheck the Select All check box. 5. Check only the student names that you want to drop from the class. 6. Click Drop from this class. Summer School Maintenance Page 65
7. On the Student Drop Preview page, verify the Exit (drop) Date is the day AFTER the student was in class. IMPORTANT! Check the box Clear Attendance on or after the exit date. If you have made the wrong student selection, click the Back button to return to the Class Roster. After verifying the information is correct, click the Drop Students button. 8. You will be returned back to the Class Roster, notice the green confirmation that Your changes have been saved. Summer School Maintenance Page 66
For Students Taking Online Classes You will not enroll or schedule students in your school if they are taking online courses, even if they are also taking seat time courses at your school. ihigh Virtual Academy will always be the primary school of enrollment. For the rare cases where a student will be taking online and seat time courses, a separate application must be completed, signed by both current principal and counselor, and submitted to Maureen Cottrell for approval. Once the application has been approved, Maureen will enroll the student in the seat time course at your school. IMPORTANT! If changes need to be made to a student with both online and seat time courses at your school, you must contact Maureen Cottrell at mcottrell@sandi.net. Summer School Maintenance Page 67
Printing Student Schedules This report can be used to print individual or groups of student schedules at secondary schools. 1. From the Start Page, select the student(s). 2. Click Select Functions. 3. From the Group Functions menu, select Print Reports. Summer School Maintenance Page 68
4. Click Student Schedule from the drop-down menu. 5. Click Submit. 6. The Report Queue should open. When the Status of the report is Completed, right-click on View, and select Open Link in New Tab. The schedules should display and be ready for printing. Summer School Maintenance Page 69
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Part 7: Managing Attendance Summer School Maintenance Page 71
Summer School Attendance Codes The following table lists attendance codes used in for Summer School. CODE DESCRIPTION PRESENCE P Present Present A Absent Absent T Tardy Present S Suspended Absent Summer School Maintenance Page 72
Attendance Overview Summer School is positive attendance. Teachers will have to manually select the attendance code for each student for each period in the day. No attendance codes will be set as the default code for students. Summer School attendance must be posted every hour. This means Summer School teachers will post attendance four times each day, for each class section. Teachers are expected to use PowerTeacher to post attendance for all four periods. The office staff is expected to complete the following attendance tasks: o o o o o o o For Summer School, you are not required to make phone calls to clear unverified absences in. Print Attendance Rosters and distribute to the substitute (visiting) teachers. (See page 82, Printing Attendance Rosters) Enter the Attendance Roster data in. IMPORTANT! The Attendance Roster must be signed and dated by the visiting teacher. Attach Attendance Rosters to the daily PowerTeacher Attendance report, and file together. (See page 75, Entering Attendance from a Class Roster) During the day: Determine which teachers have not posted attendance. Generate a PowerTeacher Attendance report, during each period of the day, to check which teachers have not taken attendance for that period. Notify those teachers to post their attendance. At the end of the day: Print the PowerTeacher Attendance report for all periods. The purpose of the report is to show that attendance was posted by every teacher. Teacher names will appear on this report who did not take attendance or had their attendance taken by a sub on a paper roster. The only names that should appear on the list are teacher names that had substitutes for the day. This report must be signed, dated, and retained for auditing purposes. Attach any signed substitute rosters to the report. (See page 82, PowerTeacher Attendance report) IMPORTANT! If teacher names appear on the report and they did not have a substitute teacher, the report must be reviewed, signed and dated by the Principal or Vice Principal before it is filed. Every Friday: After all attendance has been posted, print the CE Weekly Attendance Summary report and distribute to all teachers. Teachers must verify the attendance, make any corrections and initial, sign the rosters, and return them to you. These rosters are kept on file at the site. (See page 88, CE Weekly Attendance Summary report). Summer School Maintenance Page 73
o The CE Hourly Attendance report is to be run only for Special Education ESY students on the last day of the Summer School session, after all attendance has been entered. The signatures of both the clerk and the principal are required on the report. Send the originals to the Pupil Accounting Office, Ed Center, Room 3110. Keep a copy for your records. The copy is kept on file at the site. (See page 93, CE Hourly Attendance Report for Special Education ESY Students Only) NOTE: The following schools will run the report for ALL students only: o SS Home & Hospital/Transition Support SS Riley/New Dawn SS Twain High SS Whittier K-12 The CE Monthly Attendance report must be run only for Special Education ESY students on the last day of the Summer School session, after all attendance has been entered. The signatures of both the clerk and the principal are required on the report. Send the originals to the Pupil Accounting Office, Ed Center, Room 3110. Keep a copy for your records. The copy is kept on file at the site. (See page 97, CE Monthly Attendance Report for Special Education ESY Students Only) NOTE: The following schools will run the report for ALL students only: SS Home & Hospital/Transition Support SS Riley/New Dawn SS Twain High SS Whittier K-12 Summer School Maintenance Page 74
Entering Attendance from a Class Roster For any teacher that took attendance on a paper roster, you will need to enter the attendance into. For Summer School, you will only have access to four codes: Present, Absent, Tardy or Suspended (See page 72, Summer School Attendance Codes). Use Teacher Schedules on the Start Page to input attendance for one teacher, one period at a time. IMPORTANT! You must use the Teacher Schedules application to post attendance for visiting (substitute) teachers. Summer School Maintenance Page 75
On the Summer School Start Page, click Teacher Schedules. 2. Select the Teacher. 3. Click the chair icon for the class you want to enter attendance. Summer School Maintenance Page 76
4. Notice on the Record Interval Attendance screen, the Attendance Code drop down defaults to P (Present) and the students have no assigned attendance. IMPORTANT! For Summer School, you MUST ENTER an attendance code for every student; either P(Present) or A (Absent). You cannot leave any attendance field blank. 5. Select the appropriate Attendance Code from the drop down menu. 6. Slect the appropriate Date and Period from the drop down menu.. 7. Click the attendance field next to each student to enter the appropriate Attendance Code. 8. Click Submit after you have entered attendance for all students. REMEMBER: Do not leave any attendance fields blank. Summer School Maintenance Page 77
9. NOTE: If a teacher is teaching multiple sections during the same period, schools may use the Show Multiple Sections button to combine sections from the same period to post the attendance. Summer School Maintenance Page 78
Entering Attendance for One Student To change or edit attendance for an individual student, follow the directions below: On the Start Page, search for and select the student. 2. On the Student Page, click Enter Attendance. 3. On the Edit Interval Attendance screen: Select the appropriate attendance code from the Current attendance code drop-down menu. Click the individual white period field, or Set All to apply the attendance code to all periods. 4. Click Submit. NOTE: The submit button is disabled until a change is made. You will be taken back to the Attendance screen, where the change has been applied. Summer School Maintenance Page 79
Summer School Maintenance Page 80
Part 8: Attendance Reports Summer School Maintenance Page 81
Attendance Rosters Use the Attendance Roster report to create class rosters or roll sheets for some or all of the teachers in your school. 1. From the Start Page, click System Reports. 2. Select the SDUSD tab 3. Choose Attendance Roster. 4. On the Attendance Roster page, enter the date, select the desired teachers and periods. Click Submit. Summer School Maintenance Page 82
5. The Attendance Roster Report will open in a new window. IMPORTANT! Before printing, follow the instructions written in red at the top of the report. Summer School Maintenance Page 83
PowerTeacher Attendance Report During the day: Determine which teachers have not posted attendance. Generate a PowerTeacher Attendance report, during each period of the day, to check which teachers have not taken attendance for that period. Notify those teachers to post their attendance. At the end of the day: Print the PowerTeacher Attendance report for all periods. The purpose of the report is to show that attendance was posted by every teacher. Teacher names will appear on this report who did not take attendance This report must be signed and dated by the Principal or Vice Principal, and retained for auditing purposes. Attach any signed substitute rosters to the report. 1. On the Summer School Start Page under Functions, click Attendance. 2. Click PowerTeacher Attendance. Summer School Maintenance Page 84
3. Select today s date. 4. Select the period(s) you want to check. 5. Click Submit. NOTE: When you run this report during the second period, make sure Periods 1 and 2 are checked. When you run this report during the third period, make sure Periods 1, 2, and 3 are checked, etc. When running for all periods, leave all periods blank. 6. On the Report Queue page, Refresh the screen until the report is Completed. Summer School Maintenance Page 85
7. Right-click the View link, and choose Open Link in New Tab. 8. Teacher names will appear on this report who did not take attendance OR had their attendance taken by a sub on a paper roster. The only names that should appear on the list are teacher names that had substitutes for the day. Contact teachers who have not taken attendance for each period, and remind them they need to submit their attendance.. After all attendance has been entered by teachers, and all substitute Attendance Roster data has been entered into, print, sign, and date the report and retain for auditing purposes. Attach any signed substitute Attendance Rosters to the report. IMPORTANT! If teacher names remain on the report at the end of the day, and these teachers did not have a substitute, the report must be reviewed, signed and dated by the Principal or Vice Principal before it is filed. Summer School Maintenance Page 86
Single Student Attendance Report (Optional) This report shows a single student s detailed summary of attendance. On the Summer School Start Page, search for and select the student. 2. On the Student Page under Academics, click Attendance. 3. On the student s Attendance Page, click the print Icon in the upper right corner. Summer School Maintenance Page 87
CE Weekly Attendance Summary After all of the attendance has been posted on Friday, teachers attendance summary rosters for that week need to be printed and distributed to the teachers. Teachers need to verify the attendance, make any corrections if necessay and initial, sign the rosters, and return them to you. These rosters are then kept on file. From the Summer Start Page under Reports, click System Reports. On the System tab, under the Attendance for Continuation and Independent Study Schools section, click CE Weekly Attendance Summary. Configure the screen like this: a. On the Teachers menu, select ALL TEACHERS. b. Leave the periods blank. c. On the Weeks drop-down menu, select the appropriate week. d. under Attendance Codes: Present: Enter P,T Absent: Enter A,S. Summer School Maintenance Page 88
IMPORTANT: Make sure there are no spaces between the attendance codes and that they are all in uppercase. They should only be separated by commas. e. In the Audit Students field, leave the default of Currently Enrolled in Class. f. Fill the Include Student Number checkbox. g. Fill the Include Verification Line checkbox. h. Check all five boxes to the far right to save as default settings. Click Submit. Summer School Maintenance Page 89
On the Report Queue page, Refresh the screen until the report is Completed. Right-click the View link, and choose Open Link in New Tab. The report opens in a new tab, displaying the attendance taken by each teacher for the entire week. Print and distribute these rosters to teaching staff, asking each teacher to review, make any corrections if necessary and initial each change, sign and date at the bottom of each roster, and return to you. The Attendance Clerk should go through the rosters and make any necessary attendance changes in based on the teacher s corrections. These rosters are then filed with the other Summer School reports. These rosters are not mailed or faxed to any department. They are only kept on site for auditing purposes. Summer School Maintenance Page 90
Part 9: End of Summer School Reports Summer School Maintenance Page 91
End of Summer School Reporting On the last day of your Summer School session, after all attendance has been entered for the entire summer school session, run the following two reports for Special Education ESY students only: CE Monthly Attendance Report CE Hourly Attendance Report Follow the instructions on the following pages to run and print the reports. The signatures of both the clerk and the principal are required on the report. Send the originals to the Pupil Accounting Department, Ed Center, Room 3110. Keep a copy of the report for your records. The copy is kept on file at the site. NOTE: The following schools will run these two reports for ALL students only: SS Home & Hospital/Transition Support SS Riley/New Dawn SS Twain High SS Whittier K-12 Summer School Maintenance Page 92
CE Hourly Attendance Report for ESY Students Only On the last day of the summer session after all of the attendance has been posted for the entire summer session, the CE Hourly Attendance report must be generated and printed. The signatures of both the clerk and the principal are required on the report. Send the originals to the Pupil Accounting Department, Ed Center, Room 3110. Keep a copy of the report for your records. The copy is kept on file at the site. IMPORTANT! The following schools will only run the report for ALL students, not just for Special Education ESY students: SS Home & Hospital/Transition Support SS Riley/New Dawn SS Twain High SS Whittier K-12 1. From the Start Page, enter the following search command to search for the ESY students: U_STUDENTS_ESY_ASSIGN.ESY_School_Number > 2. The students who meet the search criteria will appear as the Current Student Selection. Summer School Maintenance Page 93
3. From System Reports, click the System tab and select CE Hourly Attendance. 4. Set up the report as follows:. a. Select Reporting Period*: Select User Defined Start and End Dates. b. Manually enter the start date and end date for your summer session: Most High Schools: 6/18/2018 7/27/2018 Most ESY Elementary and Middle Schools: 7/23/2018 8/17/2018 c. Students to Include*: Select The Selected (number) Students Only. These should only be the Special Education ESY students. d. Sort by Grade: select No. e. Click Submit. Summer School Maintenance Handbook Page 94
5. On the Report Queue page, Refresh the screen until the report is Completed 6. Right-click the Completed link, and choose Open Link in New Tab. 7. Click the new tab at the top of the screen to open the report. 8. Print and staple the report. The signatures of both the clerk and the principal are required on the report. Send the original report to the Pupil Accounting Department, Ed Center, Room 3110. Keep a copy of the report for your records. The copy is kept on file at the site. Summer School Maintenance Handbook Page 95
CE Hourly Attendance Report Summer School Maintenance Handbook Page 96
CE Monthly Attendance Report for ESY Students ONLY On the last day of the summer session after all of the attendance has been posted for the entire summer session, the CE Monthly Attendance report must be generated and printed. NOTE: This report may take up to 15 minutes to complete. The signatures of both the clerk and the principal are required on the report. Send the original report to the Pupil Accounting Department, Ed Center, Room 3110. Keep a copy of the report for your records. The copy is kept on file at the site. IMPORTANT! The following schools will run the report for ALL students only: SS Home & Hospital/Transition Support SS Riley/New Dawn SS Twain High SS Whittier K-12 1. From the Start Page, enter the following search command to search for the ESY students: U_STUDENTS_ESY_ASSIGN.ESY_School_Number > 2. The students who meet the search criteria will appear as the Current Student Selection. Summer School Maintenance Handbook Page 97
3. From System Reports, click the System tab and select CE Monthly Attendance. 4. Set up the report as follows: a. Leave all Grades unchecked. b. Select Reporting Period*: Select User Defined Start and End Dates. c. Manually enter the start date and end date for your summer session: Most High Schools: 6/18/2018 7/27/2018 Most ESY Elementary and Middle Schools: 7/23/2018 8/17/2018 d. Students to Include*: Select The Selected (number) Students Only. These should only be the Special Education ESY students. e. Click Submit. Summer School Maintenance Handbook Page 98
5. On the Report Queue page, Refresh the screen until the report is Completed 6. Right-click the Completed link, and choose Open Link in New Tab. 7. Click the new tab at the top of the screen to open the report. 8. Print and staple the report. The signatures of both the clerk and the principal are required on the report. Send the original report to the Pupil Accounting Department, Ed Center, Room 3110. Keep a copy of the report for your records. The copy is kept on file at the site. Summer School Maintenance Handbook Page 99
CE Monthly Attendance Summary Report Summer School Maintenance Handbook Page 100
Part 10: Additional Summer School Reports Summer School Maintenance Handbook Page 101
Secondary Transcript Unofficial (for scheduling purposes) Printing a Transcript for One Student There are a two ways to print an unofficial transcript for a single student. One is through Historical Grades and the other is through System Reports. Printing a Transcript through Historical Grades On the Start Page, search for and select a student. On the Student Page, click Historical Grades. Select the Transcript button. The transcript has three optional settings that may be selected for display on transcript. Defaults have been left unchecked for user selection. Select an option: Include Class Rank Will not list for Summer School. Include CAHSEE Assessment will be displayed if one exists. Include Work in Progress will include all summer classes a student may be working towards. Unofficial is the default Watermark setting Click Generate Transcripts. Summer School Maintenance Handbook Page 102
Printing a Transcript through System Reports On the Start Page, select System Reports, then the SDUSD tab. On the SDUSD Tab, click on Transcripts. On the Student Transcripts page, previously selected students will appear as the Current Selection. To select a new single student, type their name in the search field, or scroll through the list of Active students to find them. Select an option: Include Class Rank Will not list for Summer School. Include CAHSEE Assessment will be displayed if one exists. Include Work in Progress will include all summer classes a student may be working towards. Unofficial is the default Watermark setting Click Generate Transcripts. Summer School Maintenance Handbook Page 103
Printing Transcripts for a Group of Students There are times when you need to print transcripts for a group of hand selected students. On the Start Page, hand select a group of students. Select System Reports from the main menu. On the Reports page, click on the SDUSD tab, then select Transcripts. Summer School Maintenance Handbook Page 104
On the Student Transcripts page, the selected students will appear as the Current Selection. Select an option, if needed: Include Class Rank Will not list for Summer School. Include CAHSEE Assessment will be displayed if one exists. Include Work in Progress will include all summer classes a student may be working towards. Unofficial is the default Watermark setting. Click Generate Transcripts. Summer School Maintenance Handbook Page 105
Summer School Unofficial Transcript (for scheduling purposes) Summer School Maintenance Handbook Page 106