Teacher Interface User Guide v

TABLE OF CONTENTS Overview... 3 Staff Schedule Views... 3 Taking Attendance... 7 Discipline Referrals... 9 Attendance Menu... 9 Seating Chart...10 Field Trips...11 Bus Information...11 Attendance History by Class...12 Attendance Summary by Marking Period...13 Viewing Guardian and Emergency Contacts...14 Viewing Class Roster...15 Portal Messages...16 Generating Class Labels...18 Viewing Class Enrollment History...19 Progress Report Entry...19 Teacher Course Recommendations...21 eschooldata, LLC Copyright 2002-2015 2

Overview The esd Teacher Interface is a fully customizable tool for teachers to use on a daily basis, allowing accessibility from work or home. This chapter will provide instruction on the many features within the Teacher Interface. Staff Schedule Views Go to Staff > Staff Schedule Views. From this screen, teachers can access their schedule in three different formats (Today s Personal Schedule, This Week s Schedule, or Semester View) and specify their preferred default view. While viewing the desired schedule format, click Set as Personal Page to select that schedule view as their default view. The My Students tab allows access to the teacher s student list, while the Toolkit tab displays selectable Classic Gradebook preferences. Teachers can access Class Attendance Rosters by clicking the Roster icon. Click the Print icon to print a copy of the selected schedule view. The red Exclamation Point icon indicates attendance has not yet been taken for that class. The Co-Teacher icon, which appears on all three schedule view tabs, indicates the teacher has been assigned to co-teach the class. The material presented in this guide assumes the user has a basic familiarity with the esd System. For information on how to access the system or perform basic user functions, please refer to the Getting Started User Guide. For more information about the My Students tab, see page 5. For more information about the Toolkit tab, please refer to the Teacher Classic Gradebook User Guide. To change to the Classic look, select Preferences from the My esd menu. eschooldata, LLC Copyright 2002-2015 3

Click a Course Number to open the Classic Attendance screen for that class. Click the Connect Interface icon to open the Connect Interface, which opens by default to the Attendance screen of the Teacher Connect Roster for the class. Teachers can also "right-click" a class to directly access the Classic Class Roster, various Classic Attendance screens, the Classic Gradebook (including Report Card Entry and Rapid Entry), Classic Progress Report Entry, and Other miscellaneous screens of the Classic Teacher Interface. The right-click context-specific menus allow teachers to bypass the Classic Attendance screen. For more information about the Connect Interface, see the Teacher Connect Interface User Guide and the User Guides for each Teacher Connect side menu. By selecting the Roster icon, teachers are able to access and print Attendance Rosters for specific classes. This can be useful for printing rosters for Substitute Teachers. Use the Search criteria to filter the Results list, which defaults to all of the teacher s classes. Check all courses (the checkbox to the left of Select) or individual courses, and click Print. If desired, use the Days filter to limit the output of student names. eschooldata, LLC Copyright 2002-2015 4

The My Students tab has four sub-tabs: Class List, Excessive Absences, Student Assessments and Instructional Minutes. The Class List sub-tab allows teachers to filter students using the search criteria and/or class filter drop-down menus. Student profiles and contact information can be accessed by clicking the corresponding icons. The Instructional Minutes tab is permissions-based. The red Contacts icon indicates that the student has a Guardian Alert. The Excessive Absences sub-tab allows teachers to generate a list of students with excessive absences, based on the defined Date Range and other selected criteria. Click the Exclude Reasons icon to exclude attendance reasons from the Excessive Absences report. Users can choose to Export to Excel or Print the results. The Excessive Absence Report includes all absences for students with merged attendance. Below is a sample report. The Excessive Absence Report displays the total attendance tally for EACH meeting time associated to a section, by default. When the Multiple Meeting Times option is selected from the School Information page, the report displays the total attendance tally for ALL meeting times associated to a section, combined. eschooldata, LLC Copyright 2002-2015 5

The Student Assessments sub-tab allows teachers to generate a report of assessments taken by their current year students. Users can filter by Class and select up to ten (10) Assessment/s, then click View Student Assessment Report. The report will list the students in the selected class(es), and their scores (if any) on the selected Assessments(s), along with the Assessment date(s). Users can Print or Export the report in a number of formats. eschooldata, LLC Copyright 2002-2015 6

The Instructional Minutes sub-tab allows teachers to to see a report of instructional minutes for their current year students. Teachers can view Potential Sessions, Potential Minutes, Actual Sessions, and Actual Minutes of student instruction. Potential calculations are based upon all scheduled class meeting times with each student. Actual calculations reflect student attendance. Users can filter by Class, Search for specific students and Sort by any of the Header Row filters. Student profiles and contact information can be accessed by clicking the corresponding icons. Users can Export results to Excel. The Instructional Minutes tab is permissions-based. The Potential Sessions and Potential Minutes reflect details to the current date. The default of All Classes reflects the Potential Sessions and Potential Minutes for all classes for the student, regardless of the teacher. The selection of a Class Filter will automatically update the Potential Session and Potential Minutes values for the class selected. Taking Attendance Go to Staff > Staff Schedule Views. Click on a Course Number to access the Classic Attendance Roster screen. The Attendance Roster screen defaults to the current date. A Time Stamp indicates when attendance information was saved. All students will default to Present (see exception in note at right). Click the green Present button once to change the status to Absent and once more to change the status to Tardy with the option to enter a tardy time. Depending on district policy, the option to enter attendance reasons may be available. After entering the attendance statuses, or if all students are present, click Save to record the attendance for the class. The Time Stamp will update to reflect the time the attendance was saved. Users can enter a New Local Discipline Incident directly from the Attendance Roster by clicking the Discipline Referral icon, and can view the Student s Profile by clicking the Profile icon. Important: Students with an Attendance Event, Field Trip Event, or previously assigned Daily Attendance Status that encompasses or falls within the class period will display an Attendance Status related to that Daily/Event Status. If the Daily Status or Event starts/ends during that period, the student s Attendance status will be UNlocked and their arrival/ departure time will be blank. The teacher MUST enter the student s actual class Arrival time before the class attendance can be saved. (Dismissed time cannot be entered via the Classic Attendance screen.) eschooldata, LLC Copyright 2002-2015 7

Use the Class drop-down menu to navigate between classes. Dropped students will be listed at the bottom of the class roster for five days after the drop, and indicated by the superscripted red D after the Schedule icon. A student who has been absent for previous classes that day will display a red Absent icon, while a student who is absent for entire day will display a blue Absent icon. Click the red Absent icon to open the student s attendance details for the day. The Attendance Lock icon indicates the student s attendance has been locked by a Super User, while the Partial Schedule icon indicates the student is partially scheduled for the selected class. Clicking the Attendance Letter icon opens a log of attendance letters the student has received. Clicking the Schedule Icon opens the student s schedule. Teachers with the Security permission Override Event can click the Attendance Lock icon to unlock and override Attendance Events previously entered by Attendance Super-Users. If a Tardy Attendance Event ends during that period, the student s Attendance status will be UNlocked and their arrival time will NOT be specified. The teacher will have to enter the student s actual class arrival time before the Attendance can be saved. The Calendar icon allows teachers to select and view prior attendance for their classes. Attendance that is locked due to the new Attendance Statuses (Dismissed, Non- Attendance) CANNOT be edited from the Classic Attendance Roster screen by ANY user (including teachers with Override Event permission and Super Users). eschooldata, LLC Copyright 2002-2015 8

Discipline Referrals Click the Discipline Referral icon for the applicable student to open the Discipline Referral Quick Entry page (permissions-based). The selected student will be identified as the Offender in the New Incident. The School, Referred By, Location, Location Details, Time of Day, Date, and Time fields are pre-populated with the appropriate information (school, teacher, class, current date, current time) when the Quick Entry page is launched, but can be edited as needed. Enter the Incident Type and Incident Description, then click Save. The Discipline icon is available by default on both the Attendance view and the Class Roster view. Once the incident has been saved, users can click the Add Infraction icon infraction to the incident. Click Close to return to the Roster. to add a related Attendance Menu Clicking on the Attendance drop-down displays the Attendance Menu in the Teacher interface, which provides the following attendance options: Seating Chart, Field Trips, Buses, Attendance History and Attendance Summary. eschooldata, LLC Copyright 2002-2015 9

Seating Chart Select Seating Chart from the Attendance Menu to view a visual representation of the selected class. Take attendance by clicking the Attendance buttons below student pictures. Like the Attendance Roster, student attendance defaults to Present, and the Partial Schedule icon indicates the student is partially scheduled for the selected class. When finished, click Save to record the student attendance. Click Print Chart to print the current Seating Chart. Click the Setting button to set the Max Columns and Max Rows for the Seating Chart grid, then Save. Click OK to close the Record updated Successfully. message. Once the settings are saved, the Seating Chart will automatically refresh to reflect the new settings. Rearrange the class layout by clicking and dragging the students grey name bar from one placeholder to another. When finished, click Save to save the changes to student placements on the Seating Chart. Clicking on a student s photo will temporarily increase the size of the image, moving the mouse away restores it to original size. eschooldata, LLC Copyright 2002-2015 10

Field Trips Select Field Trips from the Attendance Menu to identify the field trips that have been assigned to the teacher in the current school year. Click the checkbox next to a field trip and click the Field Trip Attendance icon to generate an attendance roster. Click the checkbox next to any students that need to be dropped from the field trip and click Drop. Click the Phone icon to access contact information for the student. Students are Present by default. Click the No Show radio button for each absent student. Click the Present checkbox to mark all students as Present. Click the Present checkbox again to uncheck it and mark all students as No Show. Click Save when attendance is complete. Click the Print icon to print the attendance roster. Tip: Print the saved Attendance Roster to use during the field trip, to ensure that all students are present for the return trip. Bus Information Select Buses from the Attendance Menu to identify buses linked to students in the selected class. Users can Print or Export to Excel the bus information displayed on the screen. By default, the bus list is sorted alphabetically by Last Name. The Buses screen available within the teacher s roster is a View Only screen. eschooldata, LLC Copyright 2002-2015 11

Attendance History by Class Select Attendance History from the Attendance Menu. To view monthly attendance history, select the Month and Year, then click the Go icon immediately to the right of the Year dropdown menu. Alternately, users can view Attendance History for a selected Marking Period or Progress Report. Click the Print icon to print the results. Click the Class drop-down menu to select another class. Click an underlined status to drill down to view/edit the student s attendance details (permissions based). Attendance Status Codes other than Present will display with a red background. Users with the appropriate permissions can edit the Attendance, Reason, Note, Verified fields. Click Save to save the changes. A locked Attendance Status (entered by an Attendance Superuser) will be greyed out and uneditable. eschooldata, LLC Copyright 2002-2015 12

reason entered) eschooldata Student Management System Attendance Summary by Marking Period Select Attendance Summary from the Attendance Menu to view the Attendance Summary by Marking Period for the selected class. Select the Marking Period. Below the Marking Period, select which attendance should be displayed: All currently-enrolled students (default option) or an individual student. Click Display All Periods (default option) or Display This Period Only (the period of the selected class) and click Search. Check Show Dropped Students to display the dropped students Attendance Summary. Click the Print icon to print the displayed results. Attendance Status Codes other than Present will display with a red background. eschooldata, LLC Copyright 2002-2015 13

Viewing Guardian and Emergency Contacts Select Guardian/Emergency Contacts from the Other Menu. Choose the Contact Type to view: All, Household, Guardian, and/or Emergency. Alternately, click the Expand icon and/or Collapse icon to view/hide Contact Types and/or students Contact Information. A red Alert icon will appear to the right of the guardian name to indicate a Guardian Alert. Click the arrow to view alert details. Users can Export to Excel or Print the students contact information. Click 5160 Label to generate guardian mailing labels. Teachers can view an individual student s Contacts from the Class Roster. See Viewing Class Roster on page 15 for more information. eschooldata, LLC Copyright 2002-2015 14

Viewing Class Roster Click the Class Roster button to access the roster for the selected class. Click anywhere on the student s information (Name, ID, etc.) to access the student s Profile. Click Export to Excel or Export to Word to export the class rosters. Click Print Roster to print the class roster. The Special Education icon indicates the student is classified Special Education and the 504 icon indicates the student has a 504 plan, while the Declassified icon indicates the student was formerly classified Special Education. Day codes in the Partial Schedule column indicate the days that a partial-schedule student is scheduled in the class. A green checkmark icon in the LEP column indicates the student is classified Limited English Proficiency / ESL (English as Second Language). A Test Accommodations icon indicates the student is entitled to one or more test accommodations. Hover over the icon to display the Accommodations. Non-zero numbers in the Parent Portal Conversations column indicate the teacher has Conversation Messages via the Parent Portal with a parent/guardian. The Parent Portal icon identifies those students who have Parent Portal accounts associated to their records. Hover over the icon to view the Parent Accounts and the date and time they were last accessed. Click on a Parent Account name to open a view of the Gradebook from the Parent Portal. The Guardian Alert icon indicates that an alert has been created for the corresponding student s guardian, which can be accessed by checking the box at the left end of the student s data row and then clicking View Contact. The Medical Allergy icon and Medical Condition icon indicate the student has health alerts. Users with the proper permissions may view this health information by hovering over the icon. To Customize Column Order, click and drag Column Headings until the arrows point to the desired position, then release. To view an individual student s Contacts, check the box at the left end of that student s row, then click View Contact. Classes associated to an ERC Template will display an Individual ERC Entry icon at the right end of each data row. Click the icon to open that student s Individual ERC Grade Entry screen. eschooldata, LLC Copyright 2002-2015 15

To Hide/UnhideColumns, click the drop-down menu icon that appears when hovering over a column heading, click or hover over Columns and uncheck/check the desired column. Home District, Home School, and Advisor columns are available, but are hidden by default. Tip: Teachers can Sort student data via the column dropdown menus, as illustrated at left. Teachers can also Sort by clicking on the column heading. The first click on a column heading will Sort Ascending by that column. A second click on the same column heading will Sort Descending. Portal Messages The Portal Messages column in the Class Roster screen will display either the New Messages icon followed by a numeral (indicating the number of unread messages related to the student) or a numeral indicating the total number of messages related to the student (when there are no unread messages). Click the numeral or the New Message icon to the left of a student to View Messages related to that student. A zero (0) will display in the Portal Messages column when there are no messages related to that student. eschooldata, LLC Copyright 2002-2015 16

The View Messages window will display the messages details for each message (from both Classic Teacher Messages and Teacher Connect Messages). The Classic Teacher Messages has limited messaging capability and does not include message threads, or the ability to reply to a message. A message sent to multiple recipients will be displayed in the View Messages list as separate messages to each recipient. Message Threads from Teacher Connect Messages will display an Expand icon to the left of the message and a numeral within parentheses (after the From name) indicating the number of additional messages in the message thread. Click the Expand icon to display the other messages in the message thread (these messages will include the applied HTML formatting). The Teacher Connect Messages has expanded messaging capability that includes message threads and the ability to reply directly to a message. Click the View icon next to a message to view the message body. Click New Message to reply to a received message or to send a new message. The Expand icon changes to a Collapse icon when the other messages in the message thread are displayed. eschooldata, LLC Copyright 2002-2015 17

In the New Message window, enter a Title for the message. By default, Display on parent portal and Display on student portal are both checked; uncheck to omit the student or the parents/guardians as recipient(s). In the Guardians list, check All or check the individual Guardian(s) that should receive the message. Enter the message in the message field at bottom. The Editor toolbar (above the message field) allows users to customize the text appearance, insert a link, and/or create lists. Click the Show HTML icon (at the right end of the Editor toolbar) to display the HTML formatting. When finished, click Submit to send the message. When Display on parent portal is unchecked, the Guardians list is hidden. A scroll bar will display to the right of the Guardians list when there are more Guardians than are visible. Generating Class Labels From the Class Roster, click the 5160 Label button. Click the desired label format, then click Generate Labels. Labels will generate in Microsoft Word and, if desired, can be further formatted within Word. eschooldata, LLC Copyright 2002-2015 18

Viewing Class Enrollment History From the Class Roster screen, click the Class Enrollment History button to view the enrollment history for the selected class. Click Send to Print to print the report. Progress Report Entry Click the Progress Report tab to enter Progress Reports for the selected class (including Mini Courses). The Progress Report Period defaults to the current grade entry window s progress report period or, if no open grade entry window, to the current progress report period. If necessary, select the appropriate Progress Report Period. Progress Report grade entry windows are controlled by the Start and End Dates entered in the Progress Report Calendar Event. eschooldata, LLC Copyright 2002-2015 19

Check Show Dropped Students to enter Progress Reports for dropped students. Click the Comments button to view or print the Comments Table. To assign comments to students, click the Selected Comments field and enter the Comment numbers separated by commas, or click the Comments icon, check the desired comments and click Save. Click the Fill Empty Text Box icon to copy the selected comments to empty Comment fields. If the Course Setting for Typed Comment is set to Yes, the Typed Comments column will appear on the Progress Report entry screen, allowing teachers to enter free text progress report comments. The limit for Typed Comments is 1500 characters. If the Course Setting for Progress Report Grade Entry is set to Yes, two columns will appear on the Progress Report entry screen: Weighted Assignment Average and Grade. The Weighted Assignment Average column calculates an average of all assignment grades in the teacher s gradebook whose Due Dates fall within the selected Progress Report Period dates (regardless of Marking Period). Category Weights specified in Gradebook Setup are applied to the calculation. Drop Lowest, Drop Highest and Bonus Points are considered in the calculation. In the Grade column, teachers can choose to copy over all students averages by clicking the Copy icon (>>) in the Grade column heading, or copy individual students averages by clicking the Copy icon (>>) next to each student. Teachers can also manually enter or change grades by clicking in the Grade field. Click Clear to clear all entered comments and grades. When finished entering progress report comments and grades, click Save. Click Print to print a copy of the Progress Report comments and grades. Tip: Use the Fill Empty Text Box icon to copy the most frequently assigned comments to all students, then edit as needed for individual students. If the Progress Report did not save properly, the user will receive an error message. Click the OK button, check network/internet connections and resave the Progress Report. The Progress Report error message will be generated when internet connection problems prevent the database server from receiving and/or replying to the transmission. Check network/internet connections and resave. eschooldata, LLC Copyright 2002-2015 20

Teacher Course Recommendations Click Course Recommendation from the Other Menu to enter course recommendations for the selected class. Select a Scheduling School. Students assigned to that Scheduling School will display, along with any previously assigned Course Recommendations. Select a Subject and Course Name, or enter a Course Number. Click Apply To All to add the course recommendation to all students, or click Fill The Rest to add it to students that do not have a course entered. Click Clear All to clear all unsaved course recommendations. Click the Delete icon to delete a course recommendation (saved or unsaved). If needed, click the Add New Course Number icon to the right of a student s name to add another Course Number field and Course Recommendation. When finished, Save the recommendations. Click the Print icon to print a copy of the saved recommendations. Course Recommendations can only be added for students with assigned Scheduling Schools and Scheduling Grades. Typically, only offered courses, in the subject area(s) taught by the teacher, will be available from the Subject and Course drop-down menus. The ability to add Course Recommendations outside the teacher s subject areas is permission-driven. The grey Delete icon indicates that the Course Recommendation was entered by another person. The ability to delete Course Recommendations made by others is permissiondriven. eschooldata, LLC Copyright 2002-2015 21