Spring Branch ISD Secondary & Elementary Grading Module 2010-11 School Year 09/05/2011
Table of Contents Spring Branch Documentation and Implementation/Training Calendar... 3 Login Options... 5 General System Overview... 6 Grading Periods... 12 Student Changing a Schedule After School Starts... 13 Changing from one Section to another after school starts... 13 Changing from one Course to another after school starts... 16 Grade Entry from Student Profile... 19 Grade Entry by Student... 21 Grade Entry by Class... 22 Educator Access Plus Functions... 23 Grading Differences Report... 23 Teacher Requests for Changes to Previously Posted Grades... 24 Grade Book Tracker... 24 Selected Grades Report... 25 Grade Analysis Report... 26 Texas Honor Roll... 27 Grade and Attendance Summary Report... 28 Report Card Process... 29 Create Crystal Grading Report Table Step 1... 29 Print Report Cards Step 2... 30 Progress Report/Report Card Tips... 30 2
Spring Branch Documentation and Implementation/Training Calendar Go to the Spring Branch ISD internal web site and select Skyward from the Toolbox dropdown. Select Calendar to see the implementation/training calendar: 3
Select the Documents menu then select the documentation area. A list of documents in that area will be available to download. Documents will be updated periodically, so be sure to check this website to get the latest documentation. 4
Login Options 1. Login via the Staff Web Site. Go to TOOLBOX then click Skyward, then click Skyward Login. 2. Login: The same as your network user id. 3. Password: Network password. 4. Navigation by Point and Click buttons and Hyperlink. 5
General System Overview 7. 6. 5. 4. 3. 2. 1. 8. 1. Help: Tutorials; Use the arrow keys to scroll through the pages. Can print the tutorials. There is a Help button on each screen that will take you to the corresponding tutorial. Use the Index feature to search for a specific word or topic. View Release Tutorials; These tutorials will show you what is in the upcoming updates to the software. Frequently Asked Questions. Current Issues. State and Federal Reporting. View Service Calls (IT Dept. ONLY). Submit a service call to Skyward (IT Dept. ONLY). Submit a RFE to Skyward (IT Dept. ONLY). 2. Student Locator: Click the Student link. Select the student, select the area in which you need to view. (Secondary campuses only.) 3. Customer Access: This is where you submit a service call to SBISD help desk. 4. Create New Window: This allows you to open multiple sessions of Skyward. 5. Preferences: This allows you to change the colors, etc on your screens. Be sure to change your filter options from 25 to 50 records and click the Save button. 6. Notes: This is where you would write notes that only you can see. 7. Favorites: You can bookmark pages in Skyward. 8. Select Entity: Most users will only have access to one entity. 6
Student Profile Access Student Profile to view information such as address, family, emergency, schedule, attendance, and grades on individual students. Name Key Every person in the Skyward system is assigned a name key. The name key is the first five letters of a person s last name, the first three letters of a person s first name and a three digit tie-breaker number. (example: BRANCSAL001 for Sally Branch). You can enter a student s name key in the Student field or you can enter the student s local id in the Student field. Student Link Ranges You can select the students that appear in your selection by clicking the Ranges Link in the upper left-hand corner of the page. There are active and inactive students on your campus. Inactive students 7. You can search for a student by clicking the Student Link next to the Name Key field. Arrow Keys You can use the arrow keys next to the student s name to scroll to the next student record or previous student record. If you cannot find a student, double check your range settings.
are those students that have been enrolled on your campus and withdrawn either this year or sometime in the past eleven years. You might want to set your ranges to only display active students. You can also set your ranges to only view students in certain grade levels. Note: ZZZZZ represents a search for all records in the range. If you remove ZZZZZ, you will be searching for blanks. Customize Click the Customize Link next to the Extra Information section to select which fields you would like to have appear in this section. These fields will appear on every student screen. The tabs on the left-hand side of the screen represent different areas in which you can view information regarding the individual student. General Tab Profile - Demographic information. Indicators will display in the upper right hand-corner of this page if the student is in certain special programs: S - Special Ed; 5-504; A At-Risk; L- Bilingual/ESL; P Parent Consent Note; H- Health Condition; R Retained Last Year; G Gifted/Talented Family Address and Phone number for Guardians. Emergency Name and Phone number for Emergency contacts. Entry/Withdrawal Entry and withdrawal records for the current school year. Click the history button to view entry and withdrawal records from prior years. Attendance Attendance records for the current school year. Scheduling Current Current Year s schedule. Secondary campuses may want to click the Filter options to only view specific semester information. Use the View Transactions button to see schedule changes made on the student. Grades Current Year progress and report card grades. Note: Economic Disadvantage Indicator is located on the Food Service tab. Customize Tabs tabs. Click the customize tabs link at the bottom of the tabs to hide tabs or re-order 8
Student Profile Find a Student Click the Student Link next to student s name. 9
Search for student using any of the search fields and click the Search button. Last Name Begins First Name Begins Middle Name Begins Date of Birth Phone Guardian s Name Grade/Grad Yr Gender CY Status NY Status If you know the student s exact name or Other ID, use the right-hand side of the page and enter the information Select the student that you want to work with by highlighting the student s name in the list below and clicking the Select button. You can bypass the search screens by typing the Other ID or Student Name Key in the Student Name field on the Profile Page. Student Name Key: First five characters of last name, first three characters of first name and a three digit number. This is assigned by the computer and cannot be changed. 10
Use Student Ranges: Check this box to use your ranges settings. If you have ranges set at active only students, then the search would only look for active students. Excel Icon: Click this icon to export the search results into an excel document. All records returned in the search results will be exported into excel even though only a few records may display on the page. 11
Grading Periods Start Date/End Date: This is date range of the grade reporting period. Teachers need to be sure that the assignment dates in their grade book fall within this time frame. If the teacher uses the day after the end date of the reporting period on an assignment, that assignment will count for the next reporting period. Grade Input Start/End Dates: These dates indicate the date and time window that grade posting is open. The grades are automatically posted from the teachers grade books to the student management system during this time. 12
Student Changing a Schedule After School Starts There are two types of schedule changes that can be done after school starts. One is moving a student from one section to anther (same course, different teacher or period). You may also need to move a student from one course to another. Changing from one Section to another after school starts When you want to keep the student in the same course, but change sections, you will use the Change option. Filter apply the appropriate filter. Find the student that needs the schedule change. Expand the student s schedule by clicking + sign next to the current school year schedule. Click the C link next to the course for which you need to change the section. The Change option moves the report card grades from one section to another when the schedule change is made. 13
Select the section that you want the student scheduled into and click the Schedule button. You will receive a prompt asking if you want to Delete or Drop the section that you are changing. After school starts, you must use the Drop button. Report Card grades will automatically move from the previous section of the course to the new section of the course. Notice the Warning message that grades are present for the course you are dropping. You will receive a prompt asking for the effective date of the schedule change. The current date will default into the effective date field. Be sure to check the box to Move Attendance to the new section. Click the Save button. Note: The new PEIMS 300 Records rely on the effective date of schedule changes being correct. Be sure the effective date entered is the first day the student attends that class. 14
The course/section that was dropped, now appears highlighted in green. 15
Changing from one Course to another after school starts When you need to change a student s schedule from one course to another, you will replace the course/section. The Replace option does not automatically move the report card grades from one section to another when the schedule change is made. Click the R link to get a list of sections for that course. Find the course in which you want to schedule the student. Click the + sign next to the course to view all of the sections for that course. Find the section in which you want to schedule the student and click the Schedule Student link. You will receive a prompt telling you that you must drop the previous course/section because grades are present. 16
You will receive a prompt asking for the effective date of the schedule change. The current date will default into the effective date field. Be sure the effective date entered is the first day the student attends that class. Click the Save button. The course/section that was dropped now appears highlighted in green. When changing a student s schedule from one course to another, report card grades do not automatically move to the newly scheduled course. You must run a utility to move the report card grades! Select the Move Grades to a Different Course option under the Utilities menu. 17
The top portion of the page displays the grades from the dropped course. The bottom portion of the page displays the course/sections for which the student is currently scheduled. Highlight the course to which the dropped grades should be moved and click the Replace button. Once you answer the confirmation message, you will be returned to this same page showing you that grades are no longer associated to the dropped course. Click the Back button. Note: Use extreme caution when selecting the course to which you are moving the grades. If any grades exist for the selected course, the existing grades will be overwritten when the utility is run. Be sure you are selecting the newly scheduled course that has no existing grades. 18
Grade Entry from Student Profile Use this option to make adjustments to grades or enter grades. The teacher will have to enter the same information into the grade book. Go to the Grades Tab in Student Profile. Highlight the course for which you want to enter or edit grades. Click the Edit button. Expand (+) the course record to see credit information, comments and grade changes. When you expand the grade changes section, you will see who and when a grade change was made for the class for this student. Note: If you do not like the order in which the grade buckets are displayed, click the Filter Options button; Add a Filter and then use the arrow keys next to the grade bucket fields to place them in the order you would like for them to display. Use the Print Screen button to print the grading information. Do not use the Change to Historical button. There is no reason to move current grades to grade history during the school year. 19
Enter or edit grades in the Grades section. Click the Save button or click the Next or Prev button to go to the next or previous grade record for this student. Note: Registrars can add report card grades on students who transfer to their campus in the Student Management System. The teacher will see these grades in their Grade Book as a difference. The teacher should then request a grade change so that their grade book will open for prior grading periods. Once the grade change request has been approved, the teacher can enter the grades in their grade book. 20
Grade Entry by Student Use this option to make adjustments to grades or enter grades. The teacher will have to enter the same information into the grade book. Apply Filter, Find Student; Expand Classes; Click the Edit link by the student s. The same screen will appear as when editing grades under student profile. 21
Grade Entry by Class Use this option to make adjustments to grades or enter grades. The teacher will have to enter the same information into the grade book. Apply Filter; Find Class; Expand Class; Expand Students to see all students scheduled in the class; click the Edit link by the student s name. The same screen will appear as when editing grades under student profile. Class Meet Information section will show teacher, room, period and meet days for this class. 22
Educator Access Plus Functions Grading Differences Report 23
Teacher Requests for Changes to Previously Posted Grades This link will show you a list of any teachers that have requested a grade change to a closed grading period. Grade Book Tracker This link will allow you to view a teacher s grade book. 24
Selected Grades Report Use this report for a Blank Grades Report and a Failing Grades Report Click the Add Button to create a Grades report. Template Description Name your report. Click the box to share with other users. Record Type: Select By Other. Click the Ranges Button if you want to print for one teacher. (Example: Low: Han High: Hanzzzzz, will print any teacher with a last name that starts with Han ). Report Options: Select Only Print Selected Grade Marks. Course Ranges: Grade Mark Selection/Blank Grades: Only select the Blank Grade Bucket. Grade Mark Selection/Failing Grades: Select all grades less than 70. Grade Buckets to Check: Select the grading period for which you are running the report. Sort By button: Indicate how you want the report sorted. Click the Save and Print Button. 25
Grade Analysis Report Use this report for calculating the percentage of the types of grades that were issued in each class. Click the Add Button to create a Grade Analysis report. Template Description Name your report. Click the box to share with other users. Record Options: Select By Other. Click the Ranges Button if you want to print for one teacher, subject or department. Print Options: Indicate what you want printed on the report. Print Percentage Lines for: Indicate which sort fields you want the grade analysis. Grade Mark Columns: Click the Add button; create a column for A, then select the grade marks that would equal an A, create another column for B, then select the grade marks that would equal a B, etc. Grade Buckets to Check: Select the grading period for which you are analyzing grades. Sort By Button: report sorted. Indicate how you want the Click the Save and Print Button. 26
Texas Honor Roll Click the Add Button to create an Honor Roll report. Template Description Name your report. Click the box to share with other users. Type of Honor Roll: Select Each grade for a student is within a specified range. Student Options: Select Active for Status. Honor Roll Options: Click the Select Grading Periods button and select the grading period for which you are running the Honor Roll. Check Consider Citizenship if Citizenship is a factor in the student being on the honor roll. Click the Select Citizenship Grades button to select the citizenship grades that would allow a student to be on the Honor Roll. Grade Ranges: For an all A Honor Roll: Lowest Grade 90; Highest Grade 100. For an A/B Honor Roll: Lowest Grade 80; Highest Grade 100. Exclude if all Grades exceed 89. Exclude if all Grades are less than 90. For an All As, 1 B Honor Roll: Lowest Grade 80; Highest Grade 100. Exclude if all Grades exceed 89. Exclude if all Grades are less than 90. Include if 1 Grad is less than 90. Click the Save and Print Button 27
Grade and Attendance Summary Report Use this report for printing grades and attendance on the same report. Click the Add Button to create a Grade and Attendance Summary report. Template Description Name your report. Click the box to share with other users. Report Type: Click the Ranges Button to indicate the students that should print on the report. Report Options: Indicate what you want printed on the report. Print Course Details: Indicate if you want courses with all blank grades printed and/or comments printed. Print Total Grade Points: Do not check this box. Sort By Button: Indicate how you want the report sorted. Click the Save and Print Button. 28
Report Card Process Create Crystal Grading Report Table Step 1 Use this option to create the grading table that the custom report card report uses. Click the Add button to create a crystal grading report table template. Template Description: Name your process. Click the box to share with other users. Student Selection Click on the Ranges button and select the By Grade Range then set the Grade Levels at the campus. Grading Period Options Set it to Always Use Last Completed Course Selection Set Set the School Year to current School Year. Set the Class Status to Enrolled and Dropped Test Scores: Select None and uncheck Print All Test Score Entities. Click the Select Entities button and select your entity and click the Save button. Calculate Attendance: Select Use Grading Periods. Click the Save and Run Button. 29
Print Report Cards Step 2 Use the arrow keys in the bottom left-hand corner to scroll through the list of reports. Find the report that you need to run and click the Run button. Listing of Report Cards/Progress Reports: Secondary 6-weeks Report Card Secondary 6-weeks Progress Report Secondary 9-weeks Progress Report Secondary 9-weeks Report Card ELEM Report Card ELEM Progress Report 30
Report Prompts Entity ID: Highlight your entity and click the > button, so that your entity displays under Selected Values. Set Accountability Rating: Click the drop down arrow and select your campus rating. Student Other-ID(s): Highlight ALL and click the > button so that the report will run for all students. If you want to run the report for selected students, enter the student s Other-ID in the Enter Value field and click the > button. The student s Other-ID will then display under Selected Values. 31
Student Status: Select Active, Inactive or Both Active and Inactive from the dropdown list. Grade: Highlight the grade level of students for which you want to run the report and click the > button. The grade levels will display under Selected Values. Term: Select the term for which you want to run the report. Principal s Note: You can type a short note from the Principal in this box. If you do not have a note from the Principal you ll need to at least enter a blank space or you ll be given an error. Period Sort: Here you will select the period you wish to sort the report cards on. 32
Click the Print button to print the report cards or progress reports. Note: If the wrong values are under any of the Selected Value columns, use the Remove or Remove All buttons to delete those values from selected values. Progress Report/Report Card Tips As we approach the progress report posting deadline, here are some important items to keep in mind. 1. If a grade book has an assignment column that is colored red, this means that the assignment is assigned to an invalid category. To correct this: Open the assignment for editing. In the category drop down menu, choose a category from the list. Click Save. The assignment column will no longer be colored red and student averages will adjust accordingly. 2. In the past, conduct grades would default to S if left blank. We were initially under the impression that this would continue under Skyward, but this feature is not available at this time. Conduct grades must be added by the teacher. From inside the grade book, click the conduct column for the term you will enter conduct grades for. Ex. If you are entering conduct grades for the 1st 6 weeks/ 9 weeks, click the CZ1 link. To give all (or most) students the same conduct grade, click the Default blanks to drop down menu and choose the conduct grade you would like to give to all (or most) students. Be sure to select E, S, N or U. You may need to scroll to the middle of the menu to see these. Do not select any of the other choices in the menu. Click OK on the Windows message. You may change the grade for any student you want to have a different conduct grade than everyone else. To do this, click your mouse in the grade box for a student, delete the grade currently in the box and type the conduct grade you would like to give that student. Click Save. 3. Comments must be entered by the posting deadline and comments do not post by default if left blank. You may enter up to five comments for each student. Hover your mouse over the Posting tab and choose Post Comments. Click the Post Comments link. 33
Entering Comments for Each Student Individually Click your mouse in a student s comment box and type in a comment code for that student. Tip: To see a list of comment codes and their meanings, click the View Comment Codes link. Giving All Students the Same Comment Click the Default blank comments to dropdown menu and select the comment code that you want all students to receive. Click OK on the windows message. Click the Save button. 4. If a grade of Incomplete or No Grade needs to be issued: Hover your mouse over the Options button in the column heading of the reporting period and choose Enter Term Grade Adjustments. If you wish to overwrite a student s numeric term grade with a grade of Incomplete or NG click the Override for Medical or Incomplete dropdown menu for that student and choose Incomplete or NG. Click Save. 34