Spring Branch ISD Administrators Guide 2011-2012 School Year 08.08.2011
Table of Contents Spring Branch Training Schedule, Documentation and Training Videos... 3 Login Options... 5 General System Overview... 6 Student Profile... 7 Student Profile Find a Student... 9 Student Information Report... 12 Advanced Features/Entity Counts... 14 Attendance History... 15 Reports... 17 Schedule of Reports... 17 Unrecorded Class Attendance Report... 18 Teacher Schedule Report... 19 Class Rosters... 20 Attendance Worksheets... 22 Grade Book Tracker... 23 Gradebook Usage Report... 25 Locker Master... 26 Locker Utilities... 28 Mass Change Current Locker Combination in Use... 28 Mass Assign Lockers by Range... 29 Mass Assign Lockers by Student... 30 Mass Un-assign Lockers... 31 Student Lockers... 32 Student Profile Lockers... 33 Locker Reports... 34 Locker Report... 34 2
Student Locker Report by Range... 35 Student Locker Report by Student... 36 Spring Branch Training Schedule, Documentation and Training Videos Go to the Spring Branch ISD internal web site and select Skyward. Select Training Schedule to see the schedule for upcoming trainings: 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. Select the Flip Books menu to download quick reference guides. Select the Training Videos menu, then, select the training video you wish to view. Training videos will be updated periodically, so be sure to check this website to get the latest video. 4
Login Options 1. Login via the Staff Web Site. Click Skyward, then, click Skyward Login. 2. Login: The same as your network user id. 3. Password: Network password. 4. Click the Sign In button. 5
General System Overview 8. 7. 6. 5. 4. 3. 2. 1. 9. 1. Help; Skydoc Skyward Documentation 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. Use the arrow keys to scroll through the pages of the tutorial. The tutorials can be printed. View Release Tutorials; these tutorials will describe 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. Alerts: Items waiting for your review or attention will be displayed on this page. (Examples: Grade Changes, Changes requested through Family Access) 3. Student Locator: Use this module to quickly view information on a particular student. Click the Student link. Select the student by highlighting the student record and clicking the Select button. The student s schedule will display with the class highlighted that the student is currently attending. Or, you can click the student s underlined name to see all other information on the student. 4. Customer Access: Use this module to view Current Issues, FAQs and Release Tutorials. 5. Create New Window: This function allows you to open multiple sessions of Skyward. 6. Preferences: This function allows you to change the appearance of your screens. Be sure to change your filter options from 25 to 50 records and click the Save button. 7. Notes: Use this module to write notes that only you can see. 8. Favorites: This function allows you to bookmark pages in Skyward. 9. Select Entity: Most users will only have access to one entity. If you have access to more than one entity, use this field to select a different entity from the dropdown. Note: For help with Skyward, e-mail Skyward Help in the Global Address book or call 713.251.2248. 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:. You can search for a student by clicking the Student Link next to the Name Key field. Icon Next to Student Name: Click this icon to view the Student Information page in Educator Access. 7
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. Ranges: You can select the students that appear in your selection by clicking the Ranges Link in the upper right-hand corner of the page. There are active and inactive students on your campus. Inactive students are those students that have been enrolled on your campus and withdrawn either this year or sometime in the past. 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 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 (Profile) Displays student s 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 (RED); 5-504 (WHITE); A At-Risk (YELLOW); L - Bilingual/ESL (LIGHT BLUE); P Parent Consent Note (PURPLE); H - Health Condition (LIGHT GRAY); R Retained Last Year (PINK); G Gifted/Talented (GREEN) Family Displays address and phone number for Guardians. Emergency Displays name and phone number for Emergency Contacts. Entry/Withdrawal Displays student s entry and withdrawal records for the current school year. Click the History button to view entry and withdrawal records from prior years. Attendance Displays student s attendance records for the current school year. Scheduling (Current) Displays student s current year s schedule. Secondary campuses may want to click the Filter Options button to only view specific semester information. Use the View Transactions button to see schedule changes made for the student. Grades Displays student s current year progress and report card grades. Custom Forms Displays additional information particular to SBISD. 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 one or more 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. Printer Icon : Click this icon to create a printer friendly display of the browse. 11
Student Information Report This report is a student profile. You can pick which areas you want to print for the student (demographics, attendance, discipline, grades, etc.) Click the Add button to create a Student Information Report. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Report By Options: If you select By Range, click the Ranges button for more options. If you select By Individual, click the Individual button to select one or more students by name. See below. Print Options: Select the information that you want printed on the report. If you select Current Grades, click the Grade Buckets button to select the grading periods you want printed. Click the Save and Print button. 12
Individual Button: Find the student or students for which you want to print the report. Start typing the student s name in the Student field or click the Student link to search for the student. Once you have selected the student click the Add button. Once all students have been added under the Selected Names box, click the OK button. Click the Remove button or Remove All button to delete students from the Selected Names box. Sample of Student Information Report 13
Advanced Features/Entity Counts This module lists student enrollment counts by grade level. Select the Current School Year Entity Counts filter and click the Apply Filter button. Click the Info button to get an explanation of each field. 14
Attendance History Use this module to view attendance for students in prior years. Filter Options button: Select All Students or Only Active Students. Find the student for whom you want to view attendance. You can find students by using the arrow keys in the lower left-hand corner of the page, by using the letters at the bottom of the page, or by entering the name key in the box in the lower right-hand corner of the page. Select the student to work with from the list of students by expanding the + key next to their name. Click the + key by Attendance History to view the student s attendance. 15
Expand Attendance History by click the + sign next to the year in which you want to view. 16
Reports Schedule of Reports Report: When to Run: Daily Reports: 1. Unrecorded Class Attendance Within 15 minutes after official attendance time. 2. Recorded Class Attendance After all teachers have entered attendance for the funding period. 3. Day Summary Report After teachers have entered attendance for funding period. 4. Day Summary Report Again after all absence types have been entered/corrected/updated and are correct for auditing purposes. 5. Gain Loss Report As requested. Six-Week Reports 6. Enrollment Report on a designated date. First with just Last day of the 1 st and 4 th six-weeks. summary numbers then with names if numbers do not match. 7. Scheduling Class Rosters Last day of the 1 st and 4 th six-weeks. 8. Teacher Verification Report One week after the end of each six-weeks. 9. Schedule and Enrollment Inconsistencies Every six-weeks. Miscellaneous Reports 10. For one student; Attendance Summary and or Day As requested. Summary. 11. Absence Occurrence Report As requested. 12. Suspect or Questionable Attendance As needed - Secondary Campuses Only 13. Graphs As requested. 14. ADA Report (This report prints Percent of Attendance) As requested. 15. Attendance Worksheets As requested For Substitute Teachers to mark absences. 16. Attendance Membership Report As requested. 17
Unrecorded Class Attendance Report Report #1 on Schedule of Reports. Run this report daily after attendance has been submitted for the funding period. Anyone appearing on the report should be reminded to submit attendance. Click the Add button to create an Unrecorded Class Attendance Report. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Report Options: Enter the specific date range for which you want to run the report. Dates will automatically update to today s date. You do not have to change dates each time in the template. Today Less number of School Days: Use this option instead of the date range option. This option allows you to run the report for x number of days prior to today. Enter the period range for which you want to print the report. Elementary period range is 01 to 01. Select Both for Report Type. Click the Save and Print button. Note: Be sure to change the period range from the default (00-40). Running the report for this large of a range increases processing time. 18
Teacher Schedule Report This report will allow you to verify teacher assignments and will show student counts once students have been scheduled. Click the Add button to create a Teacher Schedule Report. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Teacher Class Schedules: Enter a Department, Subject, Teacher (Name Key), and/or Period range; or, leave blank to print all. Print Teachers Without Schedules Print Staff Members (Not Flagged as a Teacher) Assigned to a Class. Print Period Start/Stop Times Teacher Status (Future Year) Active Only Course Status Active Only Class Status Active Only Page Break by Teacher Report Format: Select Custom and then click the Customize button to select what information you want printed for each teacher. Select 4 lines if you want all information printed. Printing Orientation: Portrait or Landscape. In order for all information to print, it may be best to select Landscape. Click the Save and Print button. 19
Class Rosters Click the Add button to create a Class Roster Report. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Print Options: By Individual allows you to pick specific classes for which to print a roster. Click the Class Sort button to choose how you want the rosters to sort. Roster Options: You can enter a specific period range and only get rosters for those periods. You can enter a Teacher s Name Key and only get rosters for that teacher. Elementary Campuses: If you only want rosters for the General Conduct courses, select 01-01 in the Class Period ranges. 20
Expand (+) Items to Print Items to Print: Name and grade level automatically print. Select any other items you want printed on the roster. Note: Other ID is the SBISD Local Student Number. Note: The number in parentheses indicates the length of the field. Expand (+) Formatting and Student Ranges Formatting: Teachers to Print: Click Primary. Student Count Display Method: Click Print Totals By Term. Student Ranges: Student Current Year Status: Active Only. Student Class Record Types: Enrolled Only Check Print Class Lists For Specific Date Using Schedule. Transaction File Date: Enter the last day of the six-weeks for which you are running the report. Check Only Print Class Lists With Students in Range. By checking this box, only class rosters with students that meet the student range criteria will print. For example, if you are only printing students in grade 10, rosters will only print for those sections with students in grade 10. Click the Save and Print Button. 21
Attendance Worksheets Print this report when there is a substitute teacher that needs to take attendance. Click the Add button to create an Attendance Worksheet. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Calendar Terms: Select the six-weeks reporting period for which you want to print the report. Enter the Start and End dates that should print on the report. Worksheet Layout: Select classes. Class Range Selections: Enter the Course/Class, Period or Individual Teacher for which you want to print the work sheets. Click the Individual Selection button to select the teacher s sections for which you need to print worksheets. Print Options: Select the way in which you want the worksheets to be formatted. Sort Order: Click the Select button to enter the sort order for the worksheets. Click the Save and Print button. Note: Instruct substitutes to enter a T for Tardy and an A for Absent. Blank represents the student as present. 22
Grade Book Tracker Use this module to view summary information regarding teacher s grade books. Go to the Educator Access Tab and click the Gradebook Tracker link. Filter Options: Change the Group Data by option to Teacher and click the Apply Filter button. 23
Find the teacher by using the arrow keys in the lower left-hand corner, by using the letters at the bottom of the page, or by typing the first five letters of the teachers last name in the lower right-hand corner of the screen. Hover over the column headings to view a more detailed description of the field. Click the Gradebook Usage Report button to run a report that prints information about grade books that meet certain criteria. Click the Gradebook link to view the teacher s actual grade book. 24
Gradebook Usage Report Click the Add button to create a Gradebook Usage Report. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Report Filter: Display data for Term: Select the term for which you want to run the report. OR Display data for Date Range: Enter the date range for which you want to run the report. Report Options: Only print classes with X or few assignments. Only print classes with at least 1 assignment. Print the date for the last assignment score entered Print classes that do not have a gradebook record. Click the Save and Print button. 25
Locker Master This module is the master file of lockers with their associated combinations. Find the locker by using the arrow keys in the lower left-hand corner or by typing the locker number in the lower right-hand corner of the screen. Click the Assign to Student link to assign a student to the locker. Click the Edit button to edit an existing locker. Click the Add button to add a new locker. Click the Delete button to delete an existing locker. 26
Change or add fields on the individual locker. Click the Save button. You may indicate a locker is damaged. You may change the Combination in Use for a particular locker. Combination In Use for each school year. There is a program to mass set the 27
Locker Utilities Mass Change Current Locker Combination in Use Use this process to change the locker combination to use for the school year. Mass Change Method: Increment: This option will increment the current combination by 1. Enter New Number: This option will allow you to enter the combination to use. Locker: Enter a range of lockers if you need to set a different combination set to use for specific lockers. Current Combination in Use: defaulted. Leave as New Combination In Use: Enter the combination to use if not using the increment option. Click the Run button. Note: Once the process has completed, you will receive a list of lockers and the combinations that will set as the one in use. YOU MUST CLICK THE PROCESS BUTTON in order for the process to complete. 28
Mass Assign Lockers by Range Use this option to mass assign a range of students to a range of lockers OR all students to all lockers. Building: Click the Building link to select your campus number. All Locker Areas: Leave checked. Processing Options: Locker: Enter a range of lockers if you are only assigning certain lockers. Locker Assignment: Assign Students Randomly: Check this option to assign students to the range of lockers entered above. Student Options: Only process Students who have the current Entity as default: Leave checked. Student Ranges: Student: Enter the Name Key range of the students that should be assigned to this range of lockers. Grade/Grad YR: Enter the grade range of the students that should be assigned. Status: Change to Active. Click the Run button. Note: Once the process has completed, you will receive a list of students and the locker that will be assigned to them. YOU MUST CLICK THE PROCESS BUTTON in order for the process to complete. 29
Mass Assign Lockers by Student Use this option to mass assign selected students to lockers. Building: Click the Building link to select your campus number. All Locker Areas: Leave checked. Processing Options: Locker: Enter a range of lockers if you are only assigning certain lockers. Locker Assignment: Assign Students Randomly: Check this option to assign students to the range of lockers entered above. Student Options: Click the Select Students link to select specific students that should be assigned to the lockers designated above. See below. Click the Run button. Note: Once the process has completed, you will receive a list of students and the locker that will be assigned to them. YOU MUST CLICK THE PROCESS BUTTON in order for the process to complete. Select Students: Find the student or students for whom you want to assign lockers. Start typing the student s name in the Student field or click the Student link to search for the student. Once you have selected the student click the Add button. Once all students have been added under the Selected Names box, click the OK button. Click the Remove button or Remove All button to delete students from the Selected Names box. 30
Mass Un-assign Lockers Use this option to un-assign lockers. Building: Click the Building link to select your campus number. All Locker Area: Leave checked. Processing Options: Locker: Enter a range of lockers for which to un-assign lockers. Leave blank if all lockers on your campus should be unassigned. External Lock Processing: Both: Leave checked. Student Range Selections: Student: Enter the Name Key range of the students that should be unassigned. Leave blank if all students should have their lockers unassigned. Grade/Grad YR: Enter the grade range of the students that should be unassigned. Leave blank if all students should have their lockers unassigned. Status: Leave as Both to get both Active and Inactive students unassigned. Click the Run button. Note: Once the process has completed, you will receive a list of lockers that will be unassigned. YOU MUST CLICK THE PROCESS BUTTON in order for the process to complete. 31
Student Lockers Find the student by using the arrow keys in the lower left-hand corner, by using the letters at the bottom of the page, or by typing the first five letters of the student s last name in the lower right-hand corner of the screen. Click the Add Primary Locker link to assign a locker to a student. Once a locker is assigned, you may click the Remove link to un-assign a locker. 32
Student Profile Lockers You can assign or remove locker assignments on individual students through Student Profile. Click the Add Primary Locker button to add a locker for the student. Click the Delete button to remove a locker from the student. Click the Quick Print button to print a Student Locker Report Select the report. Select the template from the dropdown and click the Run button. 33
Locker Reports Locker Report Click the Add button to create a Locker Report listing of lockers. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Building: Click the Building link to select your campus number. Locker: Enter a range of lockers for which to print your report. Leave blank to list all lockers. Availability: Assigned; Unassigned; Both Shared: Shared; Unshared; Both Locker Status: Active; Inactive; Both Locker Condition: Damaged; Not Damaged; Both Print Locker Combination: Current Combination; All Combination Sets Print Student Information Print Student s Combination Click the Save and Print button. 34
Student Locker Report by Range Click the Add button to create a Student Locker Report by Range range of lockers and/or range of students. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Building: Click the Building link to select your campus number. Locker Area: N/A Locker: Enter a range of lockers for which to print your report. Student Lockers: Both, With Lockers, Without Lockers Shared Lockers: Both, With Shared Lockers, Without Shared Lockers Locker Category: N/A Locker Condition: Both, Damaged; Not Damaged Locker Status: Active, Both, Inactive Special Ed Status: Select Both. Print Locker Combination: Student Range Selections: Student: Enter the Name Key range of the students for which to print the report. Note: To get a list of Inactive students that are still assigned a locker, select Students With Lockers and Status Inactive. Grade/Grad YR: Enter the grade range of the students for which to print the report. Status: Leave as Both to get both Active and Inactive students printed on the report, OR select Active or Inactive. Click the Save and Print button. 35
Student Locker Report by Student Click the Add button to create a Student Locker Report by Student for specific students. Template Description: Name your report. Click the box to share with other users. Click the box to print the report as Greenbar. Building: Click the Building link to select your campus number. Locker Area: N/A Locker: Enter a range of lockers for which to print your report. Student Lockers: Both, With Lockers, Without Lockers Shared Lockers: Both, With Shared Lockers, Without Shared Lockers Locker Category: N/A Locker Condition: Both, Damaged; Not Damaged Locker Status: Active, Both, Inactive Special Ed Status: Select Both. Print Locker Combination: Student Range Selections: Click the Select Students link to select specific students that should be printed on the report. See below. Click the Save and Print button. 36
Select Students: Find the student or students for whom you want to assign lockers. Start typing the student s name in the Student field or click the Student link to search for the student. Once you have selected the student click the Add button. Once all students have been added under the Selected Names box, click the OK button. Click the Remove button or Remove All button to delete students from the Selected Names box. 37