Elementary Office Resource Manual School District # 73 Version 2 September 2007

Transcription

1 Elementary Office Resource Manual School District # 73 Version 2 September 2007 Version 2 September 2007 Page 1 of 148 Prepared by Norm Walker

2 INTRODUCTION... 5 FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY (FOIPPA)... 5 GETTING STARTED IN BCESIS... 6 YOUR FIRST BCESIS LOGON AND CHANGING A PASSWORD... 6 START SCREEN... 8 DEMOGRAPHIC INFORMATION... 9 VIEWING DEMOGRAPHIC LOOP... 9 Entering Information into the Demographic Loop... 9 DEMOGRAPHIC SCREENS EXPLAINED Aboriginal Status Information Family Alert and Restraining Order Information Maintaining Emergency Contacts ADMITTING AND REGISTERING STUDENTS ADMISSION VS. REGISTRATION ADMITTING A STUDENT REMOVING A STUDENT REGISTERED IN ERROR MASS REGISTRATION (REGISTERING ALL STUDENTS) CROSS-ENROLMENTS TRANSFERRING A STUDENT TO A CROSS-ENROLLED SCHOOL WITHDRAWING STUDENTS WITHDRAWING A STUDENT UPDATING WITHDRAWN STUDENTS NO-SHOWING REGISTERED STUDENTS WITHDRAWING CROSS-ENROLLED STUDENTS ATTENDANCE - ELEMENTARY SCHOOL ATTENDANCE START SCREEN ATTENDANCE CODES SCHOOL CLOSING ENTRY-FULL DAY OR PARTIAL DAY SCHOOL CLOSING-MULTIPLE DAYS FOR SCHOOL CLOSURES DAILY ATTENDANCE: HOMEROOM DAILY ATTENDANCE: MASS ENTRY ATTENDANCE INTERVENTION SETUP ATTENDANCE INTERVENTION SCHOOL ABSENCE INTERVENTION LETTER TYPES ABSENCE INTERVENTION LETTER TEXT INPUT Merge Codes Canvas ABSENCE INTERVENTION STRATEGIES GENERATE ABSENCE INTERVENTION LETTERS SCHOOL ATTENDANCE INTERVENTIONS SUMMARY STUDENT-LEVEL FORMS Student Absence Interventions Detail STUDENT ATTENDANCE INTERVENTION CORRESPONDENCES REPORTING FEATURES Attendance Intervention Letters Count By Postal Code School Attendance Intervention Letters Count By School Report Student Absence Interventions Summary Report Attendance Intervention Letters Version 2 September 2007 Page 2 of 148 Prepared by Norm Walker

3 School Attendance Interventions Summary Report Student Attendance Intervention Correspondence Summary PRINTING & REPORTS PERMANENT RECORD CARDS RUNNING REPORTS WITH NO EXTRACT RUNNING REPORTS WITH FULL EXTRACT RUNNING REPORTS WITH A SPECIFIC EXTRACT ENLARGING THE PRINTING OF SOME DOCUMENTS FROM BCESIS CREATING AND PRINTING LETTERS CREATING AN EXPORT REPORT FILE OR A PRINTED AD HOC REPORT DATA FIELDS TO BE COMPLETED PROGRAMS OVERVIEW OF PROGRAM GROUPS AND TYPES MASS ASSIGNING STUDENTS TO PROGRAMS ASSIGNING A SINGLE STUDENT TO A PROGRAM RUN PROGRAM TYPES EXTRACT Run Program Groups Extract WHERE ARE THE 1701 FIELDS FOUND IN BCESIS? PRODUCING A 1701 EXTRACT FROM BCESIS SCHOOL SETUP AND MAINTENANCE SCHOOL SETUP SCREENS SCHOOL SCHEDULE COURSE LENGTHS & FORMATS COURSE START DATES (FOR NEXT YEAR ONLY DON T CHANGE CURRENT) SETTING THE REPORTING PERIODS (REPORT CARD DATES) GRADES TAUGHT AT THE SCHOOL NON-SCHOOL DAYS SETUP STAFF MAINTENANCE TUMBLE PATTERNS FOR AN ELEMENTARY SCHOOL ROOM MAINTENANCE HOME ROOM MAINTENANCE AM/PM KINDERGARTEN HOME ROOM SET-UP ELEMENTARY HOME ROOM ASSIGNMENTS TEAMS & GROUPS SETUP YEAR-END TRANSITION REFERENCE (UPDATED APR 18/06) BASICS STEP BY STEP YEAR END TRANSITION RESET PARAMETERS FEES ADDING A SCHOOL FEE PRORATING FEES ASSIGNING FEES TO A COURSE ASSIGNING FEES TO A TEAM MASS ASSIGN FEES MASS UNLOAD FEES STUDENT FEES AND ASSISTANCE SCREEN ADDING A FEE TO A STUDENT RECORD ENTERING A FEE PAYMENT REMOVE FEE OR DELETE A PAYMENT RECORD USING QUICK FEES TO ADD, WAIVE OR REFUND MULTIPLE FEES LUMP SUM PAYMENT WAIVE FEE PAYMENT REFUND FEE PAYMENTS TRANSFER FUNDS FROM ONE FEE TO ANOTHER Version 2 September 2007 Page 3 of 148 Prepared by Norm Walker

4 INCIDENT REPORTING ENTERING A STUDENT INCIDENT WHERE ONLY ONE STUDENT IS INVOLVED ENTERING A SCHOOL INCIDENT WHERE THERE ARE SEVERAL STUDENTS INVOLVED INJURY AND ACCIDENT REPORTING REFERENCES QUICK KEYS SHORTCUT KEYS CANADA POSTAL CONVENTIONS REFERENCE FOR REPORT LISTINGS ROLLIDEX CARDS WITH STUDENT DEMOGRAPHIC INFORMATION COLUMN LISTS WITH SEX, DIV, GRADE AND STUDENT NAME MONTH END ENROLLMENT SUMMARY REPORT YEAR END TRANSISTION CHECKLIST Version 2 September 2007 Page 4 of 148 Prepared by Norm Walker

5 Introduction Freedom of Information and Protection of Privacy (FOIPPA) What is FOIPPA? FOIPPA (also known in some school districts as FOIPOP) is legislation that regulates the collection, storage, and use of personal information (regardless of how it is recorded) by public bodies. Personal information is defined as "recorded information about an identifiable individual, other than the contact information for school and school district employees." The Ministry of Education and all school boards are public bodies and are subject to all the provisions of the legislation. The School Act contains an "access to student records" clause. Under this section, parents have a right of access to their child's records and do not have to go through freedom of information to get them. Version 2 September 2007 Page 5 of 148 Prepared by Norm Walker

6 Getting Started in BCeSIS Your First BCeSIS Logon And Changing a Password 1 Select the BCeSIS icon on your desktop. In about 30 seconds you will connect to the BCeSIS system and the following logon box will appear. 2 In the Username text box, type the username you have been given. Now tab or click to the Password text box and type in the password you have been given. 3 Click to the Database text box and type in the name of the database you are working in. Press the Return key or click on the Connect button. 4 If this is the first time you are logging in, you should change your password immediately, by going to Main Menu> User Profile. 5 The following Change Password screen appears for you to fill out. Version 2 September 2007 Page 6 of 148 Prepared by Norm Walker

7 6 Create a new password using the following BC Government rules which state that a password must: contain a minimum of eight characters and a maximum of fourteen; contain characters from each of the following categories: English upper case characters & lower case characters ABCDEFGHIJKLMNOPQRSTUVWXYZ abcdefghijklmnopqrstuvwxyz Base 10 digits Valid Symbols $ _ # not contain any part of the user name (e.g., the name or initials used to log in). not start with a number or one of the three special symbols. Click on the Save icon. Click on the Exit Door to exit the dialogue box. The BCeSIS user password is now changed. Users should log off BCeSIS (click once on the Exit Door icon and click on the Yes button when BCeSIS asks you to continue). Log back into BCeSIS with new password. If user does not logout and log back in, user may not be able to generate reports and may lose other BCeSIS functionalities that require password authentication. Remember when entering your new password not to use a common word, particularly one that is easily associated with you, your family, or your job. BCeSIS passwords are not case sensitive and must begin with a letter. Your password expires every 90 days. Guard your BCeSIS password as you would a credit card PIN or bank account PIN. By doing this, you help protect private information about students and parents, whose rights to such protection are guaranteed by legislation. HINT: Create a phony name in your pocket address book and make your password look like an address. OR Keep a favourite book in your office and use a reference in it as your password that only you will remember. Version 2 September 2007 Page 7 of 148 Prepared by Norm Walker

8 Start Screen Version 2 September 2007 Page 8 of 148 Prepared by Norm Walker

9 Demographic Information Viewing Demographic Loop Common Student Demographic Information is located in a series of screens that can be accessed sequentially. Entering Information into the Demographic Loop NOTE: You can use the Quick Buttons (see previous page) to go directly to the common demographic screens rather than following the loop screens described below. All the bold type fields in the BCeSIS demographic loop are required. Users will not be able to leave the admission screens until all the required fields are completed. These fields are consistent with the ministry reporting requirements as defined in the Form 1701 data collection. All information should be the appropriate mixture of upper and lower case. Do not enter information with the Caps Lock button on. Version 2 September 2007 Page 9 of 148 Prepared by Norm Walker

10 Complete and accurate information will support data integrity and avoid duplicate students in the system. Remember that the information you enter will be extracted to generate PEN numbers and funding information. Users will not enter any PEN numbers; these will be electronically placed in the database by a process that will extract information each night. The remainder of the fields is available to collect information. However, just because a blank field exists does not mean it must have something in it. Always review why the information is collected and whether it is necessary to the process of providing an education program for the student. Demographic Screens Explained. Steps Key Points 1 Start with the Opening Screen. Query (F7) / (F8) to find the student you are interesting in Press the button: 2 1 st Demographics Screen in the Loop Includes: Personal Information Admission Info PEN # Address Previous School Move to 2 nd screen Version 2 September 2007 Page 10 of 148 Prepared by Norm Walker

11 3 2 nd Demongraphics Screen in the Loop Student Immigration related information Lang/Eth is for data on First Nations (Aborginal Status Information) See below for details. Move to 3 rd Screen 4 3 rd Demongraphics Screen in the Loop Student Misc. Information 1 Permissions for: Internet Access Permission Forms Release Forms Medical Card Info Move to 4th Screen Version 2 September 2007 Page 11 of 148 Prepared by Norm Walker

12 5 4 th Demographics Screen in the Loop Parent Information NOTE: If more than one parent is listed you will have a scroll bar to use to move between names. Move to 5th Screen 6 5 th Demographics Screen in the Loop Student Siblings Move to 6 th Screen 7 6 th Demographics Screen in the Loop Emergency Contacts Call Sequence Move to 7 th Screen Version 2 September 2007 Page 12 of 148 Prepared by Norm Walker

13 8 7 th Demographics Screen in the Loop Medical Health Screen Move to 8 th Screen 9 8 th Demographics Screen in the Loop Student Transportation / Vehicles Move to 9 th Screen 10 9 th Demographics Screen in the Loop Alternative Addresses Move to 10 th Screen Version 2 September 2007 Page 13 of 148 Prepared by Norm Walker

14 11 10t h Demographics Screen in the Loop Homerooms and courses. At the elementary level only homeroom will be filled in Move to 11 th Screen th Demographics Screen in the Loop Student Fees listings and Management screen. More training will be needed if you are going to charge and manage Fees in BCeSIS Move to 12 th Screen 13 Student Course Selection Screen not applicable Exit the Loop by pressing Version 2 September 2007 Page 14 of 148 Prepared by Norm Walker

15 Aboriginal Status Information A student of aboriginal ancestry, for the purpose of the Ministry funding policy, is defined as a school-age student who has self-identified as being of aboriginal ancestry (First Nations, status and non status, Métis, and Inuit). Aboriginal identification must be made on a voluntary basis. Steps Key Points 1 From the Start screen click on the Basic button and then click the forward arrow; or From the Start screen click on Common View>Student Immigration Related Information 2 On the Immigration screen click on the Language and Ethnicity tab (Lang/Eth). 3 In the Aboriginal Status field and select one of the following codes: Status-On Reserve Status-Off Reserve Métis Inuit Non-Status 4 Select the Band code from the list of values (LOV) in the Band of Residence field by clicking the? button. The Band of Residence code is the number of the band on whose reserve the student lives. It may or may not be the membership band, depending on whose reserve the student lives. For example, if a Cowichan member resides on Penelakut's reserve, the Band of Residence code for the student should be 0650 for Penelakut. Métis and Inuit do not require a Band of Residence. 5 Enter the Department of Indian Affairs number (DIA#) if you have this information. Version 2 September 2007 Page 15 of 148 Prepared by Norm Walker

16 Family Alert and Restraining Order Information To add information about a restraining order on a family member to a student's record, a Family Alert must be created. Steps Key Points 1 From the Start screen select the student by querying by pupil number or name. Click on the Parents button. 2 In the Parent Information screen click once on the blue Enter Memo button. 3 The Family Alert Memo dialogue box will appear in front of the Parent Information screen. Type in information about the restraining order and click once on the OK button. Click Exit icon to return to the main BCeSIS Start screen. 4 Since BCeSIS screens do not automatically refresh, the yellow Alert button will not appear on the main BCeSIS Start screen. Re-query for the student and the Alert button should appear. If the student already had a different alert inputted (i.e., Medical alert), then the alert button does not change. However, if you double click on the Alert button, you will be see "Student has a family alert on file" message. Click Exit button. Each time a user goes to the Parent Information screen, the Family Alert Memo window will pop up with the alert information. Family Alerts are important tools that need to be used judiciously. The information should have direct connection to the student. For example, if the parents are divorced but there are no custody issues, this information should not be included on the file. Remember that Alerts contain sensitive personal information about a third party and are requestable through FOIPPA. Version 2 September 2007 Page 16 of 148 Prepared by Norm Walker

17 Maintaining Emergency Contacts 1 To indicate a parent as an emergency contact, from the Start screen query for the student and click the Parents button. 2 Use the scroll bar to select the appropriate parent in the Parent Information screen. 3 Click the check box next to the Emergency Contact? field. The parent/guardian is now added as an emergency contact on the Emergency Contacts screen. To modify information for a parent/guardian displayed in the Emergency Contact screen, you must make changes on the Parent Information screen. To remove the parent as an emergency contact, simply remove the check from the check box next to the Emergency Contact? field. 4 To add a non-parent emergency contact, from the Start screen click the Contacts button. 5 In the Emergency Contacts screen, click Add. A blank Emergency Contacts screen displays. 6 From the Call Sequence field, select the appropriate number from the drop-down list and complete the other fields with the information provided. 7 Click the Notes button to add any additional information provided by the parent(s). 8 Click Save and Exit once all the information has been added. Version 2 September 2007 Page 17 of 148 Prepared by Norm Walker

18 Admitting and Registering Students Admission vs. Registration BCeSIS differentiates between the process of admitting or enrolling a student and registering a student. When a student is admitted for the first time to BCeSIS, a permanent database record is created for that student which may be accessed by all schools in the province (based on security). This electronic record follows the student throughout his/her school career in BC. When a student subsequently withdraws from one school and is admitted to another school in BC, this electronic record will become available to the new school. Students are registered only when they are verified as attending a specific school or participating in a specific learning program. Generally, a student is only registered when they are physically present in a school and attending classes or when there is a record of contact to verify participation in a learning program (i.e., distance education etc.). The date of registration must be equal to or greater than the admission date. A student must be admitted before they can be registered. A student must be registered before attendance can be taken. Version 2 September 2007 Page 18 of 148 Prepared by Norm Walker

19 Restrictive Query To conduct a restrictive query to determine if the student is already in BCeSIS, you must have the student's: legal last name; (NOT USUAL) gender; and birth date. Admitting a Student (Enrolling and Registrations) Admission is the process of entering student data into BCeSIS and is completed only once for each student. After a student has been admitted and a record has been created in BCeSIS, the student can then be registered in a school or program. Steps Key Points 1 From the Start screen click on the Admit icon. 2 Verify the student identity and eligibility by reviewing original documentation. Query (see RESTRICTIVE QUERY above) by the student's legal last name, gender and date of birth to make sure that there is not an existing pupil number. Then press the F8 key. If the student s name is listed, highlight the name and click on the Select button. The student's data will show up on the Basic Student Demographics screen for updating. If the student's name is not listed, click on the Enroll New button. Input the student data from the registration form. If there are differences between legal documents in the spelling or use of names, date of birth or sex, the documentation that has the most recent date of issue must be used. 3 The Basic Student Demographics screen will appear. Required input fields are in bold letters. Hit Save icon after these required fields have been entered. 4 Answer the Release of Information prompt as per the parent/guardian consent form. 5 Answer the following prompts accordingly. When you get to the question, "Would you like to create Attendance Registration record ": Version 2 September 2007 Page 19 of 148 Prepared by Norm Walker

20 Click No to admit without being registered, if admitting before the start of school or if student is not yet attending. Since the student is not officially registered yet, he/she will not show up on attendance lists or other reports. Click Yes to register the student, if admitting the day of or after school starts. Type in the date that is the first day of attendance begins. This will be the official registration date 6 If you selected No in Step 4, when the time comes to register the student, do the following: From the Start screen, click on Main Menu > Change Student > Register REGISTERING A STUDENT AFTER HE/SHE HAS BEEN ADMITTED BUT NOT REGISTERED Enter the registration date. Version 2 September 2007 Page 20 of 148 Prepared by Norm Walker

21 REMOVING a student registered in ERROR If you have enrolled and registered a student and made an error you can follow these steps to remove that student from the files. HOWEVER, this will only work if there are not school records (ie: attendance) attached to the student and they do NOT have a PEN number attached on the BASIC Screen. PLEASE CONFIRM before proceeding. Find the student on the main screen. (use the F7, surname, F8) Step One Go to Main Menu, Change Student, Register On this screen Select REVERSE REGISTER (be sure have the correct student) PRESS SAVE EXIT You should be told the reverse register was successful. Proceed to STEP TWO Version 2 September 2007 Page 21 of 148 Prepared by Norm Walker

22 Step Two - Proceed to withdraw the student as a NO SHOW Set the REASON for Reason Unknown Select NO SHOW Answer the questions Version 2 September 2007 Page 22 of 148 Prepared by Norm Walker

23 Mass Registration (registering all students) You cannot take attendance for a student until the student has been verified a sattending your school. You can register a student during the Admission procedure, but you can do this for only one student at a time. This type of registration is best done during the school year, when the student will start attending class on the same day he/she enrolls in the school. State ADM reporting begins when a student is registered. The primary use of the Registration function of the Attendance module is to register large groups of students at or soon after the beginning of the school year. This process confirms that the students are attending your school, whether they are new or returning. You can register students by home room, by class, or for the entire school population, although the latter procedure is possibly only once for the school year. If there was an error in registration, you can reverse register a student using the Verification by Home Room procedure. During the first week(s) of school, teachers will identify students who are No Shows. Those students can then be reverse registered and withdrawn from BCeSIS as No Show students. Once students have been registered for the year, the Verify Registration item disappears from the Daily Attendance menu.: Steps Key Points 1 Go to the Mass Registration Verification screen to register all students prior to or on the first day of school. Typically, one person per school (or district) would perform this task sometime during the last week of August. 2 Type in the default Date which will be recorded at the registration date and press REGISTER Version 2 September 2007 Page 23 of 148 Prepared by Norm Walker

24 Cross-enrolments At the time a student is admitted, cross-enrolment may need to occur. Students who attend a class or classes at another in-district school will need cross-enrolment information entered in BCeSIS. The student's school of record must enter the cross-enrolment so the cross-enrolled school may see the student in BCeSIS and schedule the student in to a course offered in the school. To cross-enroll a student, the school of record must complete the following steps: Steps Key Points 1 From the Start screen select Main Menu>Cross Enrolment>Cross Enrolment Student. The Cross-enroled Student screen will be displayed. 2 Query the student by Pupil Number or by Usual Last Name. Click on the Add button to begin the process. 3 Select the school for crossenrolment from the drop-down list.enter the Year, the Admission Date and the Enrolled Reason. These are all required fields Select Save to complete the cross-enrolment. If the home school wants to withdraw the student from the cross-enrolled school, the home school must first get permission from the cross-enrolled school. Transferring a Student to a Cross-enrolled School The transfer process is a controlled, well-documented, step-by-step procedure that may be implemented by a district to facilitate the movement of students from one school to another within the province. Use the transfer option to request approval for a student transfer before a student withdraws from your school. Transfers are either approved or denied by the receiving school. The transfer process does not result in an automatic transfer. Our district requires the use of the transfer process by enabling Transfer Process On/Off in the Company File and setting a Warn or Stop notification. The actual transfer is then accomplished by means of the Withdraw Student function and a subsequent re-admission process into the desired school. Steps Key Points Version 2 September 2007 Page 24 of 148 Prepared by Norm Walker

25 1 Navigate to Main Menu>Transfers>Transfer Detail and complete the information on the screen. Save record to complete transfer request. To approve the transfer request. Navigate to Main Menu>Transfers>Transfer Detail>Log Detail. Change the status to Approved. Save and Exit 2 Withdraw the student from your school and inform the receiving school they can now admit/register student.. Version 2 September 2007 Page 25 of 148 Prepared by Norm Walker

26 Withdrawing Students Withdrawing a Student Once a student is withdrawn from the home school, the history for that student is archived. Withdrawals cannot be undone. Therefore it is important to print any reports before the student is withdrawn. Steps Key Points 1 From the BCeSIS Start screen, query for the desired student: Input the Pupil Number; or Input the student s Last Name and/or First Name, using the wildcard (%) as needed, especially for hyphenated names. Press the F8 key to execute the query. 2 To print common reports quickly: Click the "Hot" Print at the bottom of the grey buttons on the right side of the screen. After done printing, go to step 3. 3 You must ensure that all Programs have an end date to match the withdrawal date. This is not automatic. 3 From the BCeSIS Start screen, with the student name still displayed, click on the WDR icon near the upper left corner of the Start screen. 4 Enter the withdrawal date and select a reason code. The withdrawal date must be the day after the last full day of school was completed. For example, if the student s last day completed was 4/25/2005, the withdrawal date should be 4/26/2005. If it falls on a Friday, the withdrawal date should be the Version 2 September 2007 Page 26 of 148 Prepared by Norm Walker

27 following Monday.If a student was registered to your school but never attended, do not withdraw, but no-show the student. See No Showing Registered Students. 5 Click the Withdraw button. 6 Several warning boxes will pop up sequentially. Click OK to the "Did you print all reports successfully " question. Click Continue Withdraw button to continue the withdrawal process or Cancel to stop the process, if needed. You will receive a confirmation message that the withdraw was successful. If you choose to print the student's office index card at this time, it will include the withdrawal date. If you forget to print an office index card completely, go to Reports > 17 Monthly Reporting > Monthly Withdrawn Office Index (ON). Reports Tree may change but report name will not. Updating Withdrawn Students After a student has been withdrawn from a school, the school can still edit or delete existing attendance entries but cannot add any new attendance entries; enter new or modify existing grades for classes listed for the student and enter new courses or delete courses already listed as completed; edit existing incident entries but cannot add any new incidents. enter standardized test score information but only if the student has not yet been registered in BCeSIS by another school (go to Main Menu > Change Student > Standardized Testing > Student Test Scoring). Steps Key Points 1 From the main BCeSIS Start screen pull up the student's record. Click on Main Menu > Queries > Prior Students Query. 2 The Query Prior Students screen appears. To modify attendance data, click on Version 2 September 2007 Page 27 of 148 Prepared by Norm Walker

28 Daily).For Daily attendance: Click on the Edit button of the attendance entry that needs to be updated or deleted. To delete the absence, click the DEL button and then the Save icon. To change the reason code or absent to a Late, click the drop-down menus and make the appropriate change. Click the Save and then Exit icons. Click Save icon when all edits are completed. Click Exit icon to go back to the main BCeSIS Start screen. 3 To enter new or existing grades or to add/modify/delete course information, click on Credit History button. To add a record, insert a row anywhere by clicking on Record>Insert. Type the course code and the rest of the fields in the row. To edit a record, click on the course to highlight it and make edits on the row. Click the Save button. To delete a record, click once on the course to highlight it and then click once on the Delete button. Click yes to the "Are you sure " message. 4 To modify existing incident information, click on the Incidents button.click once on an incident to highlight it and then click once on the Detail button. Make changes for the student in this screen. Save and Exit when you are done. While BCeSIS will allow incident records to be deleted, you should check your district policy regarding deletion of existing records prior to deleting a record. Users may not add a new incident from this screen. Version 2 September 2007 Page 28 of 148 Prepared by Norm Walker

29 No-Showing Registered Students A student may be enrolled and registered in your school, but he/she does not show up for classes. In our district, you are allowed to no-show or withdraw such a student. When to no-show or withdraw a student: No-show a student who is registered or enrolled and has never attended the school. Withdraw a student who attended at least one full school day Your school may choose to mass register all students at the beginning of the school year. Follow these steps to no-show a registered student after school begins: Steps Key Points 1 From the BCeSIS Start screen, query for the desired student: F7 Input the Pupil Number; or Input the student s Last Name and/or First Name, using the wildcard (%) as needed, especially for hyphenated names. Press the F8 key to execute the query. 2 Go to Main Menu > Change Student > Register Version 2 September 2007 Page 29 of 148 Prepared by Norm Walker

30 3 Make sure Reverse Register radio button is selected. 4 If Registration Date below the Reverse Register radio button defaults to first day of school, no need to change the date. Click the Save icon to reverse register the student. Click Exit icon to go back to the BCeSIS Start screen. If you forget to do step 4, you will get a message to withdraw the student. Do not withdraw. Please make sure to follow these instructions. 5 From the BCeSIS Start screen, with the student name still displayed, click on the WDR icon near the upper left corner of the Start screen. 6 Leave the withdrawal date empty and select the appropriate reason for the reason code. If you don t know the reason use the Reason Unknown code When you click the No Show button, you will receive a message about the date. Click OK for BCeSIS to input a date for you. 7 Click the No Show button. Click OK to the warning message. 8 If the student is new to the province and has no previous history, it will prompt you with a message with three options on what to do with the student record: Delete, Transfer, Cancel.If you know the student is not going to a BCeSIS school, select Delete Student. If you know the student is going to a different BCeSIS school, select Transfer Student and follow the prompts to enroll the student to that school. If you re not sure what to do, select Cancel and contact your district help desk for support. Version 2 September 2007 Page 30 of 148 Prepared by Norm Walker

31 9 When completed, you will get a completed successfully message. If the student is not new to the province, follow the prompts and complete the process. The student will appear in withdraw state so the next school can enroll him/her at any time. Withdrawing Cross-enrolled Students If the program or course is completed at a cross-enrolled school or dropped by the student, the cross-enrolled school withdraws the student from their school. If the student does not show up at the school into which they have been cross-enrolled, you will be able to record that action and withdraw the student, using a cross-enrolment withdraw reason code. Steps Key Points 1 From the Start screen in the cross-enrolled school, select Main Menu>Cross Enrolment>Cross Enrolment Student. The Cross-enrolled Student screen will be displayed. 2 Query the student by Pupil Number or by Usual Last Name. Highlight the line containing the cross-enrolled school from which you want to withdraw. 3 Select the Withdraw button to being the process. Select OK to the popup.. 4 Select the Cross-enrolment Withdrawal Reason from the drop-down menu and enter a withdrawal date. Select Save to save your changes. The drop-down menu contains the withdrawal reasons that have been set up at the enterprise level. If the home school wants to withdraw the student from the crossenrolled school, the home school must first get permission from the cross-enrolled school. Version 2 September 2007 Page 31 of 148 Prepared by Norm Walker

32 Attendance - Elementary School Attendance Start Screen The Attendance module is a separate module that requires exiting from BCeSIS. This module can be accessed from the Start screen of BCeSIS by clicking on the Attendance icon or the Navigate to icon. Attendance Menu Bar Version 2 September 2007 Page 32 of 148 Prepared by Norm Walker

33 Attendance codes Attendance codes are set-up by the school or district and are required prior to a school being able to take attendance. An A code and an L code are mandatory but all other codes are non-standard can be set up to reflect the type of absence reasons that are common to the school or district student population. All attendance codes for unauthorized absences must be linked to one of 4 sub-allocation codes for reporting purposes: Steps Key Points 1 To set-up and maintain the office reasons to use in your school go to Administration>System Codes>School>Attendance. 2 Click the Add button and type in the code number, description, short 3 form. Determine if the absence code is authorized or not. If it is, check the Auth check box. An authorized absence usually reflects a school activity where the student is absent but it is sanctioned by the school and reported as such. 4 For unauthorized absences select a Sub- Allocation Code. Reasons are summarized into four mandatory sub-allocation codes which cannot be modified. These are used to indicate the type of absence for reporting purposes: Absence-Excused Late-Excused Absence-Unexcused Late-Unexcused 5 Determine if the absence code qualifies as a grant day or not. If it is, check the Grant Day check box. This is used to grant absences for specific holidays not available to the entire population but granted to some students based on for example, religion. 6 Save and exit. These codes will now be available on all the attendance screens used by the school including: Mass Entry Mass Sign-in/out Entry Full Day/ Multi-day Version 2 September 2007 Page 33 of 148 Prepared by Norm Walker

34 School Closing Entry-Full Day or Partial Day The school closing function can be used for both daily and period attendance schools to close the school for an entire day or a partial day. Users with the right level of security clearance can close the school or an entire district. Steps Key Points 1 To access the School Closing Entry form go to Attendance Start Screen> Period or Daily Attendance> School Closing Entry 2 Select the Reason for Closing. This list is codes is established at the enterprise level and includes the following codes: Code Description Count as Instructional Day? A Administration Day Yes B Spring Break No C Closure Day Yes D Early Dismissal Day Yes E Emergency Closure Yes F Canada Day No G Good Friday No H Statutory Holiday No I Professional Dev No J BC Day No L Labour Dispute Yes M Semester Break No O Labour Day No P Parent Interviews Yes R Remembrance Day No Version 2 September 2007 Page 34 of 148 Prepared by Norm Walker

35 3 S Summer Break No T Thanksgiving Day No V Victoria Day No W Winter Break No X Exam Day Yes Y Easter Monday No Z Alternate Calendar No Save and exit. School Closing-Multiple Days For School Closures Steps Key Points School Closing-Multiple Days For school closures which last for a number of days, additional non-school days can be added via the School Menu>School Information>Non-School Days Menu. Attendance will not be required to be taken on these days, and depending on the Reason selected the days may be removed from the Instructional day count. For example an Emergency Closure will still be counted as an Instructional Day, but a Professional Development day will not. Non-School days are displayed in green on the popup calendars and attendance cannot be taken on those days. It is not necessary to rebuild your calendar after adding Non-Instructional days. Version 2 September 2007 Page 35 of 148 Prepared by Norm Walker

36 Daily Attendance: Homeroom Staff should enter daily attendance by the end of each school day. Each school will determine who is responsible for recording the attendance teacher or secretaries. Steps Key Points 1 From the Start screen, click on the Attendance icon. Click on the Yes button to the Exiting System message. 2 The date dialogue box defaults to the current date or last date selected. If this is correct, click OK. If not, change the date and then click the OK button. 3 Click on Daily Attendance in the Menu Bar and click on Home Room Entry. 4 To scroll through all the home rooms, click in the Home Room field. Press F7 to clear and F8 to query on the keyboard. Use the scroll bar to the right of the row to select the home room, or the keyboard arrows to avoid skipping (up/down arrows or page up/down keys on keyboard). To query by individual home room, press F7. Type in the exact home room number (or use the wildcard, %) and press F8. 5 Click in the A or the L checkbox in a student's row to mark the student Absent or Late. 6 Click the drop down arrow on the Reason field and select the appropriate reason from the drop-down list of codes. 7 When all absent or late students have been check marked, click in the Attendance Completed checkbox. Failure to check the Attendance Completed box will result in your attendance information not being saved in the Attendance Completion Log. It will reflect that the attendance for the particular homeroom was not completed. 8 Click on the Save icon to save your attendance. 9 To enter attendance information for another date: Click on the date box in the upper right corner. Type in the new date or select by using the + sign Click OK. Follow steps To return to the BCeSIS Start screen, click on the Globe icon. Version 2 September 2007 Page 36 of 148 Prepared by Norm Walker

37 Daily Attendance: Mass Entry This is the place to update the office reason for attendance taken using Class Entry, Teams or via any other attendance procedure. The only outstanding item after such entries may be the office reason. The office reason may be acquired through parent call-in to the office and is typically entered by the school office. The office reason is important because it determines how an attendance entry will be classified (authorized, unauthorized, excused, unexcused) and recorded on a student's attendance record. Steps Key Points 1 From the Start screen, click on the Attendance icon. Click on the Yes button to the Exiting System message. 2 The date dialogue box defaults to the current date or last date selected. If this is correct, click OK. If not, change the date and then click the OK button. 3 Click on Daily Attendance in the Menu Bar and click on Mass Entry. 4 Select the Mode option you require. There are two modes for this screen. If Insert/Delete is selected, the Add/Del buttons will appear. 5 Select defaults for the AM or PM Office Reason. These are the reasons that will automatically populate the Class/Office reason for attendance entries made on this screen. 6 Type in the student number or use the LOV if not known. 7 Click the Save button to save the attendance records for the student. 8 To return to the BCeSIS Start screen, click on the Globe icon. It may be useful to visit this screen at least once a day to enter the Office reason for entries that have originated elsewhere. This screen may be queried to determine if there is an attendance record for a specific student. Version 2 September 2007 Page 37 of 148 Prepared by Norm Walker

38 Attendance Intervention Setup Be Sure the School is set up to use Attendance Intervention Menu Path: School > Attendance Intervention > Create Absence Letters and if you get this screen you are not set up. To do this, you need to: then Menu Path: School > School Information > School Details Use the Arrow Key to move to the second screen More School Details Be sure there is a Tick mark beside Print Intervention Letters AND Calculations for Attendance Intervention by days Now you are ready to start setting up the letters and creating them. Version 2 September 2007 Page 38 of 148 Prepared by Norm Walker

39 Attendance Intervention School Absence Intervention Letter Types Menu Path: School > Attendance Intervention > Create Absence Letters This form is used to enter the names of the letters to be created. Field Name Letter Name Letter Text Button Description The name for the letter that indicates the type of intervention letter. To more easily identify what the letter will be used for, include the number of days of absence for which it will be sent. Calls Absence Intervention Letter Text Input to enter the body of the letter (Heading/Beginning Text/Ending Text). Absence Intervention Letter Text Input Menu Path: School > Attendance Intervention > Create Absence Letters > Letter Text Button This form is used to create the body of the letter(s). Absence dates auto-populate between the Beginning and Ending of the letter. Use the merge codes to insert information about the student, parent/guardian or school. Version 2 September 2007 Page 39 of 148 Prepared by Norm Walker

40 Field Name Letter Name Heading Beginning Text Ending Text MERGE CODES Button Description The name of the letter that is being created/edited. List item populates from Absence Intervention Letter Types. The heading that will print in the upper right corner below the date. Maximum = 20 characters Merge codes cannot be used. The body of the letter that will print before the absence dates. May include merge codes to insert specific information. The closing of the letter that will print after the absence dates. May include merge codes to insert specific information. Calls the Merge Codes Canvas specific to Attendance Intervention. See below. Merge Codes Canvas This form displays all the merge codes that can be used in the letter to insert specific student, parent/guardian or school information. Version 2 September 2007 Page 40 of 148 Prepared by Norm Walker

41 Absence Intervention Strategies Menu Path: School > Attendance Intervention > Strategies List This form is used to create parameters to extract attendance records for creating the letters. Using these parameters, the system automatically generates the designated letter for a student when the number of full day absences and type of attendance or number of times late and type of attendance meets the # Days criteria. Field Name Description # Days/#Crs The number of full days the student must be absent or the number of course absences before receiving this letter or the number of times late if the attendance type is late depending on the choice made in Company Update Attendance tab. Attendance Type The attendance type for which the letter will be associated. The hard-coded sub-allocation codes include Absent Excused, Absent Unexcused, Absent Authorized and Late. Letter Type - Event The letter to be sent for this attendance violation. List item populates from ATT380 Absence Intervention Letter Types. Description The description about the severity of the intervention and the type of letter being sent. Version 2 September 2007 Page 41 of 148 Prepared by Norm Walker

42 Generate Absence Intervention Letters Menu Path: School > Attendance Intervention > Generate Letters This form is used to identify whether District level or School level letters will be generated, and the date range required to generate those letters. The School will use the School option as shown. Field Name School Code and Name School From/To CREATE LETTER FILE Button SUMMARY REPORTS COUNT BY ZIP CODE Report Button SUMMARY REPORTS COUNT BY SCHOOL Button PRINT LETTERS Button Description The school for which the letters will be generated. Access to this field will be determined by user security level. Generate letters for a School Note: When the Company Option Calculations for Attendance Intervention is set to School ; the system will look for the appropriate School letter for the School strategy. The date range of absent/late records required. Generates letters in the background for students who meet Absence Intervention Strategies criteria within the specified date range. A message displays identifying the total number of letters generated. Creates Attendance Intervention Letters Count By Postal Code Report - School and Attendance Intervention Letters Count by Postal Code Report. Creates Attendance Intervention Letters Count By School Report to identify the number of letters by school generated in the current session. Previews the letters generated in step 1 above (Create Letter File). After the letters have been printed, the user will be prompted by the following message: The Print letters Process has Finished! Did all the letters print correctly? If you press Yes, the letters will be considered sent as of today. Before selecting Yes, ensure that all letters are correct. Once you have indicated Yes, it will not be possible to generate this complete batch of letters again. (Individual letters may be generated from Student Absence Interventions Detail.) On Yes, the current date will post to Student Attendance Intervention Correspondences Version 2 September 2007 Page 42 of 148 Prepared by Norm Walker

43 School Attendance Interventions Summary Menu Path: School > Attendance Intervention > School Interventions This read-only form provides a snapshot summary of all attendance intervention letters that have been sent for the school. The form includes standard sorting and query capabilities. This information can be viewed and printed. Search options include: All letters or a specific number of days absent letter. All letters for all students or only students whose intervention letters still require a follow-up. Field Name Letter Type All/Students Needing Follow-up Pupil Number Student Name Grade Homeroom Last Letter Date Last Letter Sent Follow Up Student Detail Button PRINT Button Description The type of letter students received. This populates the list with all students who received the letter for the specified number of day s absence. Select All Letters to return a list of all intervention letters sent. List item populates from Attendance Intervention Strategies. All displays all students in the list. Students Needing Follow-up includes only those students for whom a follow-up date is null on Student Absence Intervention Detail. Unique Student ID number, assigned by esis at registration. The name of the student for whom the intervention letter was created. The student s grade level. Populates from Basic Student Demographics. The student s assigned homeroom. Populates from Basic Student Demographics. The date the intervention letter was sent. The type of letter sent. If blank a follow up date exists on Student Absence Intervention Detail. An * (asterisk) indicates the date field on Student Absence Interventions Detail is null and follow-up is required. Calls Student Absence Intervention Detail. Follow-up information may be added if required. Calls School Attendance Interventions Summary Report. Version 2 September 2007 Page 43 of 148 Prepared by Norm Walker

44 Student-Level Forms Student Absence Interventions Detail Menu Path: School > Attendance Intervention > School Interventions > Student Detail Button This form provides a summary of all Attendance Intervention letters created for a student. Records can be reviewed by Current Year or All Years. Field Name Current Year/All Years Description Displays list of letters for the CurrYear or AllYears. Any choice here causes the current date to populate the Foll. Up Date field. This date may be edited. Ignore Check to ignore this letter when printing new letters. # Days/#Crs Either the number of days absence or the number of course absences associated with the attendance intervention letter created depending on the choice made on Company Update Attendance tab. (default to # of days) Warning Letter Type The type of intervention letter sent. Petition? When a note type is designated as a Petition Note on Note Types this box will be checked. Date Sent The date the letter was sent. Attd Office Follow up The type of follow up associated with the intervention letter (if applicable). Any choice here causes the current date to populate the Foll. Up Date field. This date may be edited. List populates from Intervention Follow-Up. Follow up Date The current date auto-populates but can be modified. Act Conf Date The date the conference actually took place. Year The current year auto-populates. Cannot be modified. Ignore Enabling the Ignore check box allows this letter to be generated more than once through Generate Letters with a corresponding record for each. Normally, a letter will only be generated once for a student. Homeroom Semester Term STUDENT ABSENCES Button REPRINT LETTER Button INTERVENTION The homeroom at the time the letter was created. The semester at the time the letter was created. The term at the time the letter was created. Calls Daily Attendance - Student Absences or Period Attendance - Student Absences. The Reprint button prints an exact duplicate of the selected letter, not a new generation, so no record is created. A value must exist in Date Sent. Calls the Intervention Notes canvas where additional comments for the selected record may be added/reviewed. Version 2 September 2007 Page 44 of 148 Prepared by Norm Walker

45 Field Name NOTES Button PRINT Button Description See below. Prints Student Absence Interventions Summary Report. There is no parameter form associated with this report. This form is used to enter the additional information (if applicable) about an intervention letter or the follow-up. Student Attendance Intervention Correspondences Path: School > Attendance Intervention > Student Correspondences This read-only form provides a snapshot summary of attendance intervention correspondences for the school, by student. Scroll the form to see additional columns. Version 2 September 2007 Page 45 of 148 Prepared by Norm Walker

46 Field Name School Number and School Name Query Options Pupil Pupil Name School Created Sent Number of Absences Attendance Type Letter Ignore Summary Letters Date Created PRINT Button Description School number and school name. All schools are available for District users. School users are limited to their specific school records. Unique Student ID number, assigned by BCeSIS at registration. The name of the student. The school number for the school where the absence letter was recorded. The date the intervention letter was created. Populates from Generate Absence Intervention Letters (when Create Letter File is selected). The date the intervention letter was printed. Populates from Generate Absence Intervention Letters (when Print Letters is selected). The number of full day absences or times late associated to the correspondence. Populates from ATT901 Generate Absence Intervention Letters. The type of attendance issue associated to the correspondence. Populates from Generate Absence Intervention Letters. The type of letter sent. Indicates that this letter should be ignored when the system calculates for the next intervention letter. Prints the Student Absence Interventions Summary Report and includes any records within the date range specified in Date Created. Reprints the original letter for the selected record. The date range to specify which records to include if Summary is selected. Prints Student Attendance Intervention Correspondence Summary. Reporting Features Attendance Intervention Letters Count By Postal Code School (a) This report sub totals based on postal code characters (first three characters) and can be used to assist in organizing the letters by postal code for bulk mailing and finding any missing or incorrectly formatted zip or postal codes. NOTE: This report does not have an associated parameter form and is generated directly from ATT901 Generate Absence Intervention Letters. (b) Report columns include: Student s with correct postal codes (i) School Name (ii) Postal Code (iii) Count and Students with incorrect or missing Postal codes (i) School Name (ii) Student Number (iii) Address Attendance Intervention Letters Count By School Report (a) This report identifies the number of letters produced for the schools during the current session. NOTE: This report does not have an associated parameter form and is generated directly from ATT901 Generate Absence Intervention Letters. (b) Report columns include: (i) School Name (ii) Count Student Absence Interventions Summary Report (a) This report prints a summary of all Attendance Intervention letters created for a student for either the Current Year or All Years. NOTE: This report does not have an associated parameter form and is generated directly from STU250 Student Absence Interventions Detail. Version 2 September 2007 Page 46 of 148 Prepared by Norm Walker

47 (b) Sort options include: (i) Letter (ii) All (iii) Students Needing Follow-up (iv) Grade Alpha (v) Homeroom, Alpha (c) Report columns include: (i) Pupil Number (ii) Pupil Name. (iii) Letter (iv) IL (v) Grade (vi) Teacher Name (vii) Date Sent (viii) Follow-up (ix) Follow-up Date (x) Notes Attendance Intervention Letters (a) This is the letter created using Absence Intervention Letter Text Input. NOTE: This report does not have an associated parameter form and is generated directly from ATT901 Generate Absence Intervention Letters. (b) Includes in letter format: (i) Return address (School name and address) (ii) Student name and address (iii) Date (iv) Heading (v) Salutation (vi) Letter text/body (vii) Dates absent (viii) Closing School Attendance Interventions Summary Report (a) This report lists all student attendance intervention records for a selected school. NOTE: This report can also be generated directly from Absence Intervention Letter Text Input. (b) Sort options include: (i) Letter (ii) All (iii) Students Needing Follow-up (iv) Grade Alpha (v) Homeroom, Alpha (c) Report columns include: (i) Pupil No (ii) Pupil Name (iii) Phone (iv) Parent (v) Date Sent (vi) Letter Student Attendance Intervention Correspondence Summary (a) This report lists all student attendance intervention records for all schools or for current school. NOTE: This report can also be generated from STU181 Student Attendance Intervention Correspondences. (b) Sort options include: (i) Letter Types (ii) For School (iii) Send Between (iv) Sort (Alpha, Grade, Pupil Number) (c) Report columns include: (i) Current School (ii) Date Range (iii) Letter Name (iv) Report Letters Total (Male, Female) (v) Report Student Total (Male, Female) Version 2 September 2007 Page 47 of 148 Prepared by Norm Walker

48 Printing & Reports Permanent Record Cards Running Reports with No Extract Steps Key Points 1 Click on the Reports icon in the Start screen or use the Menu Path: Main Menu>Reports 2 The Reports window appears. Click on Report Group to reveal a list of associated reports. 3 Highlight the associated report you want, and double click on the Printer icon. If the report does not require an extract to be run, the parameter form will appear immediately. 4 Select the appropriate sorting or filter options. 5 Click on the Printer icon. Version 2 September 2007 Page 48 of 148 Prepared by Norm Walker

49 Running Reports with Full Extract Steps Key Points 1 Click on the Reports icon in the Start screen or use the Menu Path: Main Menu>Reports 2 The Reports window appears. Click on Report Group to reveal a list of associated reports. 3 Highlight the associated report you want, and double click on the Printer icon. The Run Report displays for the selected report. 4 To run the report for all students in your school, click the Run Extract for all Students button and then click the Run Report button. 5 Once the Parameter Form appears, select the appropriate sorting or filter options. 6 Click on the Printer icon to Print the report. Version 2 September 2007 Page 49 of 148 Prepared by Norm Walker

50 Running Reports with a Specific Extract Steps Key Points 1 Click on the Reports icon in the Start screen or use the Menu Path: Main Menu>Reports 2 The Reports window appears. Click on Report Group to reveal a list of associated reports. 3 Highlight the associated report you want, and double-click on the Printer icon. The Run Report displays for the selected report. 4 Click on the Specify Extract button. 5 Once the Demographic Extract window appears, choose the search criteria to select a subgroup of students for which you wish to run your report. Version 2 September 2007 Page 50 of 148 Prepared by Norm Walker

51 TABS: Basic: Filters by Demographic information individual student, students by grade etc. Course: Filters for schools with scheduled courses Misc 1: See Below Misc 2: See Below Address: Filters based on address fields Attendance: Filters based on attendance records Testing Adv: Testing assessment filters FARM: Not used in BC Results: A list of the data after the extract is run Version 2 September 2007 Page 51 of 148 Prepared by Norm Walker

52 MISC. 1 TAB Key Filters: Aboriginal Ancestry Band of Residence Special Education Family Courier Version 2 September 2007 Page 52 of 148 Prepared by Norm Walker

53 MISC. 2 TAB MISC. 3 TAB Version 2 September 2007 Page 53 of 148 Prepared by Norm Walker

54 6 Clear Extract Criteria so you have a clean slate so old filters do not interfere. 7 Fill in your criteria for the extraction by typing in the screens. 6 Click on the Run Extract button. The Extract window indicates the criteria that are being searched against and how many students fulfill the search requirements. 7 To see the results, select the See Extract button or Go Back and exit from the Demographic Extract screen. 8 The Run Report displays again, but this time the number of students has changed to reflect the specific extract filters you requested. Select the Run Report button to run your report. Version 2 September 2007 Page 54 of 148 Prepared by Norm Walker

55 Enlarging the Printing of Some Documents from BCeSIS I have had several requests for instructions on how to enlarge the print on some reports especially the BC Attendance List by Teacher. Once the report is created in BCeSIS it is sent to the Adobe Reader. Usually you would just send this file to the printer. However if you wish to enlarge the print limited to the size of paper you are using, you can do so. Here are some steps to follow: 1. Create the file as usual in BCeSIS - here is an attendance list 2. Select the Printer icon to print This is where your printer might be different than mine, but you can use this to help you figure out your machine. 3. Here is my Print Screen for a Lexmark E232n PS printer NOTES: Select the page you want to print. Set Page Scaling to none Select Properties button Version 2 September 2007 Page 55 of 148 Prepared by Norm Walker

56 3. If you are going to increase the size, you will likely need to print in Landscape rather than the default of Portrait. This is changed here. 4. To increase the size of the font and print out you need to scale upward the printing. To do this you need to go to the advanced features. On this screen you can change several things to help you with your printout. Select Paper size Change your scaling click here To open up the scaling screen You will want to explore different orientations (portrait/landscape), paper sizes (letter/legal) and scaling (100% plus). Note: I found that 110% scaling seems to still fit on a page. Give this a try and see how it works. If you have a different type of printer, you may find the screens look different, but the same items will be found, just explore. Version 2 September 2007 Page 56 of 148 Prepared by Norm Walker

57 Creating and Printing Letters Steps Key Points 1 Navigate to the Letters Selection screen School>Design Letters. 2 Click the letter description on a new line or use the Add button. Type a name for the new letter. 3 Select a category code and type a unique number for the new letter. 4 Save the letter name and number. 5 Highlight the new entry and click on the Select button. The Letter Input window appears. In this window you can create your boilerplate letter, inserting codes as required. 6 To insert codes into your letter, position the cursor at the appropriate spot in the letter and click the Codes button, This will display a list of codes available for insertion. Highlight a Student or Application Code and click on the Ok button. Your code will appear in your letter. 7 Save your newly designed letter by clicking the Save button. 8 Click on the Report icon and go to the Mailing and Correspondence Report group. Click on Letter and run an extract if necessary. Click the Run Report button.? 9 In the Letter Parameter form, select the letter you wish to print. Click on the Print icon to print your selected letter(s). Version 2 September 2007 Page 57 of 148 Prepared by Norm Walker

58 Creating an Export Report File or a Printed Ad Hoc Report The Export/Ad Hoc file utility in BCeSIS allows the user to choose the BCeSIS fields on which to report and to export (download) these to a third party software such as Word or Excel where further formatting and analysis is possible. The Ad Hoc Report utility allows the user to organize the selected BCeSIS fields into the format of a report. Both utilities run on the students chosen by an extract. The students selected in the extract will be reported on by the Export/ Ad Hoc File and the Ad Hoc Reports Utility. Steps Key Points 1 Click on the Reports icon in the Start screen or use the Menu Path: Main Menu>Reports 2 Go to the Reports Menu select Specify Extract Criteria or Build Manual Extract button to define the student or group of students to be included in the export or the ad-hoc report. 2.1 Once the extract criteria have been defined, click the Run Extract button. 2.2 Once the extract has run click the exit button to return to the report menu. 3 Click the Export/Ad Hoc File button on the Reports Menu. 3.1 Select your export fields in the User Export screen. Use the Right to Left Arrows to move fields to and from the Selected column. If you would like to re-order your fields use the Up or Down Arrows to move the field to a different sequence. Version 2 September 2007 Page 58 of 148 Prepared by Norm Walker

59 The first column of the User Export screen contains all fields relating to students demographic information. The Second column is populated from a data table chosen from the Other Category field. Depending on the extract, some other category selections may result in no additional fields in the second column. There is an Export Help button which has some assistance on the Export function. The Start Over button clears any previously selected fields. 3.2 Click the Create File button once all the selections have been made. 3.3 In the Detailed Select screen, configure the output file. Use the Save As button to define the "save to" path and file name (Be sure you KNOW where you saved the file and what name you gave it since you will need to find. [Suggest you use Save As button to identify location]) If you will be using your export in Excel, use ".xls" as your file extension; otherwise, use.txt. Version 2 September 2007 Page 59 of 148 Prepared by Norm Walker

60 3.4 Click on the Create Export button to create the export and save it to the location you specified. Click the Exit icon once the export has been created. If you need to create an PRINTED Ad Hoc Report continue with Step 4. 4 Return to the Reports Menu. Click the Ad Hoc Report button. 5 Re-order any of the fields using the Up and Down Arrows, or add or remove fields from the Selected column using the Right to Left Arrows. Click the Create Report button. 6 Change the field widths as required and select which fields to total on. Version 2 September 2007 Page 60 of 148 Prepared by Norm Walker

61 6.1 Click the Run Report button. 7 Use the options available in the Create Report screen to further customize your report. 7.1 Click on the Printer icon to run the report. Version 2 September 2007 Page 61 of 148 Prepared by Norm Walker

62 1701 Data Fields to be completed Programs Overview of Program Groups and Types Programs are widely used in the schools for grouping and tracking students. For example, students who are taking courses with a specific career focus will be tracked as being in the Career Program Group. Within BCeSIS programs are broken down into program groups and program types. A Program Group is a group of program types that relate to a specific area of reporting for example Career Program and French Language A Program Type is the specific program that is assigned to a student such as CP Accounting or Early French Immersion Program Types: Only program types can be assigned to students, program groups cannot be assigned to students. Students can be assigned to multiple program types. Note, while students can be assigned to multiple program types; however, for 1701 purposes, only one enterprise French language program type and one enterprise career program type is allowed per student. Program types can belong to zero, one or multiple program groups. Program types can be linked to parent program types. Program Groups: Program groups are used as a way or gathering program types together for specific 1701 reporting (i.e. the French Language Group contains the program types Early French Immersion, Late French Immersion, Core French and Program Francophone). Program groups are also used to assist in setting program security. Version 2 September 2007 Page 62 of 148 Prepared by Norm Walker

63 Mass Assigning Students to Programs The Mass entry of program assignments is the most efficient way to attach several students at once to a program. This mass process can be accomplished for identifiable groups of students such as all girls, all grade 10 or all in Home room 101 etc. If there are no easily identifiable group characteristics, then the Batch Entry process can be used to select one student at a time. Users may re-enroll students into programs that were ended at the conclusion of the previous school year. Steps Key Points 1 From the Main Menu, select Common View> Programs>Mass Entry of Program Assignments 2 Today's date is populated in the Start Date field on entry of the screen. Clicking the Clear All button will clear the date as well as the search criteria. The Start Date must be filled in before the programs can be assigned to students. 3 Select the Program Group and Program Type to be assigned to students The Program group drop-down list displays all the program groups available. 4 Enter the search criteria for the students that the program will be assigned to and select the Search button to display all the students who match those criteria. 5 Click the Check All Students button to select all, alternatively manually check the students to be assigned to the program. Version 2 September 2007 Page 63 of 148 Prepared by Norm Walker

64 To mass un-assign students to a program, simply search for all the students in that program and click the Uncheck All Students button, or individually uncheck students as required.' 6 Click the Save button to assign the programs to the selected students. The Student Program Assignment Screen will now display the Program type that was just assigned. You need to decide if you wish to have the program assignments end or if they are open ended. Ending means that at the END DATE, the program is removed from the student s file. After that date it will have to be re-entered or up-dated. This is recommended. If there is no end-date, then you must remember to end-date any student who withdraws or it creates problems for the school that enrolls the student next. Version 2 September 2007 Page 64 of 148 Prepared by Norm Walker

65 Assigning a Single Student to a Program This Student Program Assignment window records any programs that a student was assigned to, for any school year. Programs may also be assigned to the student and available programs may be located via the Available Programs button. Steps Key Points 1 From the Main Menu, select Common View> Programs>Student Program Assignment. 2 The screen will show all the programs that the student is currently assigned to. To assign a new program to the student type the school year the student will take the program in the Year field and select the? LOV in the Program field. All available Program types at the enterprise, district and school level are listed. 3 Select the Program type that you wish to assign to the student and press the Select button. 4 Enter additional information into the following fields as required: Date the program begins and ends for the student. The Start Date is required. If you do not select an end date, the program will be dropped at the end of year and you will have to reenter it in the new year. Select the entry reason for the student starting the program from a drop-down list populated at the enterprise level. If the check-box is enabled then an exit reason is mandatory. This means that if an end date is entered then an exit reason must be selected. The drop-down list of exit reasons is populated at the enterprise level. A free form reference number for the program. Version 2 September 2007 Page 65 of 148 Prepared by Norm Walker

66 Name of the teacher associated with the program, select the teach name from a list by clicking on the?, Do not enter any information in this field as SIN numbers should not be collected by schools. Select the parental permission code from a drop-down list populated at the enterprise level. This may be mandatory if the program has been set up to require this. Used to track the details of the assessment if the program was set up to require assessments. Options available in the dropdown lists have all been set at the enterprise level Do not use as these two check-boxes relate to the Talented and Gifted Program which is not used in BC Check to indicate that the student is new to the program. Unchecked means that the student is continuing. Standard tests may be linked to the program clicking on the Associated Tests button and selecting an associated test This is a district choice, the drop-down list is populated at the enterprise level. 5 Click the Save button to assign the program to the student. The Available Programs button displays a screen where the availability of programs at schools can be queried. Version 2 September 2007 Page 66 of 148 Prepared by Norm Walker

67 Run Program Types Extract Steps Key Points 1 From the Main Menu select the Reports icon. 2 Select the Specify Extract Criteria button. It is always a good idea to click the Clear Extract Criteria button before you run an extract. 3 On the Basic tab select the required extract criteria. Note all available enterprise, district and school program types can be queried on. 4 To run the extract on this criteria select the Run Extract button. 5 To view the extract information select the See Extract button. Security is set up by Program Group. If you have access to the group you have access to all the types within a group. The Demographic Extract can only be run for one school at a time. To get multiple schools, the demo extract in the export adhoc must be used. All students who are enrolled in program types within the selected program group will be included in the extract. Version 2 September 2007 Page 67 of 148 Prepared by Norm Walker

68 Run Program Groups Extract Steps Key Points 1 From the Main Menu select the Reports icon, 2 Select the Specify Extract Criteria button. 3 On the Misc 3 tab select the required extract criteria, a selection list of program groups containing all available program groups can be built. 4 To run the extract on this criteria select the Run Extract button. 5 To view the extract select the See Extract button. Version 2 September 2007 Page 68 of 148 Prepared by Norm Walker

69 Where are the 1701 Fields found in BCeSIS? There are 22 fields of information in BCeSIS that may be included in the 1701 file that is sent to the Ministry. The highlighted fields on the following screen shots show where all the 1701 information can be found. Basic Student Demographic Screen From the BCeSIS Start Screen select the Basic button in the Demographic List or Common View>Basic Student Immigration Information Common View>Student Related Immigration Related Information1 Version 2 September 2007 Page 69 of 148 Prepared by Norm Walker

70 Version 2 September 2007 Page 70 of 148 Prepared by Norm Walker

71 Course Types From the BCeSIS Start Screen select the Diploma button in the Demographic List Version 2 September 2007 Page 71 of 148 Prepared by Norm Walker

72 Special Education SEE THE STUDENT SERVICES MANUAL The SPED access is restricted as of Jan 2008 Version 2 September 2007 Page 72 of 148 Prepared by Norm Walker

73 NOT AVAILABLE without Student Services Access The Special Education Eligibility Codes are set at the enterprise level. Version 2 September 2007 Page 73 of 148 Prepared by Norm Walker

74 Program Codes Version 2 September 2007 Page 74 of 148 Prepared by Norm Walker

75 To view the enterprise program groups go to Administration>System Codes>Programs>Program Types and set the level to enterprise. Producing a 1701 Extract from BCeSIS The 1701 process collects information about individual students as of a snap-shot date. This information is collected by schools and submitted to the Ministry and is critical for allocating funds to districts, tracking student movement between schools and districts and monitoring enrolment trends in programs, schools and districts. Steps Key Points 1 From the Reports Menu, select 15 Exports> 1701 Extract Another quick method of accessing the 1701 Report is to select the Navigate button from the Main Screen and type 1701 and press the tab key then select 1701 Extract and press the Navigate to button. Version 2 September 2007 Page 75 of 148 Prepared by Norm Walker

76 2 Select the following options from the drop-down menus in the Schools section of the Screen: Default Language English College Course Post Secondary Institution Other Course External Credential These options must be selected every time that the 1701 extract is run. 3 Enter the Snapshot Date. For 1701 submission dates see the Ministry guidelines on the Ministry Data Collection Website Feature no longer available since Snapshot date is fixed. 4 Enter the 7 digit school code with a leading zero as the file name for the extract. Your 7 digit school code is found in the Min/State No. Field on the School>School Information > School Details Screen. A zero needs to be added to the front of this number to create the file name. 5 In the 1701 Options section of the Screen, select the following options from the drop-down menus: Career Program Group Career Program Enrolled Program Group 1701 Exclude Students in This Program this can be left blank unless there are special circumstances which require a group of students to be excluded from the 1701 Extract. If this is the case, the district would set up a program group and assign those students to a program type in that group, and then select this program group from the drop-down menu. Please note, all the exclusions required by the Ministry such as pre-primary students and over age students who have already graduated are already Version 2 September 2007 Page 76 of 148 Prepared by Norm Walker

77 flagged by the 1701 process, so there is no requirement to create and assign a program group to account for these students. These options must be selected every time that the 1701 extract is run. 6 In the FTE Options section of the screen select English As A Second Language in the ESL Program Group field. This option must be selected. 7 Click the Create button to create the 1701 and the FTE Extract and save the two files to the folder on your desktop. Once you have completed the file a 1701 Verification PDF file will automatically be opened. You can print this and check the data. 8 Correct any of the errors that you can by adjusting student data. For more information on the location of 1701 fields in BCeSIS see the Quick Reference Guide Where are 1701 fields found in BCeSIS Once the data has been corrected in BCeSIS run the 1701 and FTE Extract again. 9 It is recommended that the 1701 file is verified using the Ministry Verification Software. 10 Review summary reports generated by the Ministry verification software and correct any inaccuracies. See the "Where are 1701 Fields found in BCeSIS " Quick Reference Guide for the location of all 1701 fields in BCeSIS. Once all data has been corrected in BCeSIS, run the 1701 and FTE Extract again. 11 Submit the final 1701 Extract file to the Ministry as per the guidelines on the ministry data collection website Reports Five 1701 Reports are available under 20 Districts Reporting or 15 - Extracts on the reports tree. The 1701 Report parameter form can be filtered to produce one of the five detail reports based on the BCeSIS 1701 extract data. Reports are: Student List for ESL, Student List by Programs, Student List for First Nations, International Student List and Student list for Special Education. Version 2 September 2007 Page 77 of 148 Prepared by Norm Walker

78 School Setup and Maintenance School Setup Screens When you set up the School or begin your Year End Transistion these are the screens you will need to go to and up-date the data. Steps Key Points 1 2 This screen has the school information that must be checked carefully and up-dated if needed. Version 2 September 2007 Page 78 of 148 Prepared by Norm Walker

79 2b There is nothing that needs to be selected on this page for an elementary school. 2c 2d CHART OF FIELDS Current Year School Details Field Description Year The current school year auto-populates Semestered? Check this box to indicate that the school uses semesters Number of Semesters Enter the number of semesters in the school year. 1 Number of Terms Enter the number of terms (reporting periods). 4 Number of Days Enter the number of days required for the school to deliver 1 all courses. Maximum # of Periods Enter the maximum number of periods per day for the school. 1 Version 2 September 2007 Page 79 of 148 Prepared by Norm Walker

80 Number of Tumble Patterns Enter the number of tumble patterns to be used by the 10 school schedule Period Enter periods from one to the maximum number. 1 Length Enter the length (in minutes) of each period. 330 Lunch Periods Leave Blank Travel Time Enter the time, in minutes, for students to travel between --- classes. Average Period Length Auto-calculated, based on the period lengths entered. --- Total School Minutes/Override Auto-calculated --- Use Standard Reporting Days Check the box because the school will use standard reporting days set by the district. For Homerooms Use: Semester or Semester Term Select the radio button to show the school will assign homerooms by semester Sem. 3 Next Year s Settings need to be looked at when setting up Version 2 September 2007 Page 80 of 148 Prepared by Norm Walker

81 School Schedule Example of an elementary school schedule with no semesters or terms: Course Lengths & Formats A typical elementary school will have one record created here for a full year course. This is to allow set up of reporting periods for the curriculum mark entry screen. An Example: Version 2 September 2007 Page 81 of 148 Prepared by Norm Walker

82 Course Start Dates (for NEXT YEAR only don t change current) A typical elementary school will have one course start date set up for the full year course. This is to allow set up of reporting periods for the curriculum mark entry screen. Version 2 September 2007 Page 82 of 148 Prepared by Norm Walker

83 NOTE: BE SURE YOU ARE AWARE OF THE DIFFERENCE BETWEEN CURRENT YEAR AND NEXT YEAR ON THESE SCREENS. You should NOT change these settings for current year once the year has started. Setting the Reporting Periods (Report Card Dates) 1 A typical elementary school will have one set of reporting periods set up and associated to the Full Year course length. These are the dates that are used to set up Report Card Reporting dates. Version 2 September 2007 Page 83 of 148 Prepared by Norm Walker

84 2 This screen attaches the reporting periods to the Curriculum Model. Version 2 September 2007 Page 84 of 148 Prepared by Norm Walker

85 Grades Taught at the School This screen is used to set up the grades each school offers. BC is not using catchments. Version 2 September 2007 Page 85 of 148 Prepared by Norm Walker

86 Non-School Days setup 10 This screen is used to set up nonschool days. The schedule (SCH099) and school days selected on the school details screen (SYS040) indicates the days that should be counted as school days. This screen indicates which days fall within those criteria but are exempt due to holidays, professional development or other school related breaks. Version 2 September 2007 Page 86 of 148 Prepared by Norm Walker

87 Staff Maintenance This quick reference guide outlines how to add, update and/or remove school staff members from BCeSIS. Steps Key Points 1 2a To add a staff member: Click on the ADD button. Input data into the Initials column (may be numbers or letters) and the Version 2 September 2007 Page 87 of 148 Prepared by Norm Walker

88 2b 2c School District #73 BCeSIS Elementary Office Resource Manual teacher s name. Note: Do not try to input an ID#. This number is auto-generated by BCeSIS and is not the same as the Employee ID#. To input staff information, such as the Employee ID# click on the Staff Details button. Click on Save. To update an existing staff member: Click on teacher name to highlight line. Update any info as needed for that staff member. Click on Save. To delete a staff member: This can only be done if the teacher is not attached to a homeroom or any other assignments. If there are assignments, they will need to be removed before they can be deleted from this screen. Click on the teacher name to highlight line. Click once on the DEL button. Click on the Save icon. 3 Review the Staff Details screen. Here you can enter new information or modify existing information in the appropriate fields. The Teacher ID field will be populated with numbers by BCeSIS. Do not enter anything into this field. After entering staff information, click on the Save icon. Use the Exit door icon to return to the Staff Maintenance screen. Once you are done with Staff Maintenance, use the Exit door to exit from BCeSIS. Tumble Patterns for an Elementary School The Tumble Patterns are required in order to set up the attendance. In a school that uses AM/PM (Daily) attendance rather than Period attendance, there is only the need for one tumble pattern and all days that attendance is taken will use that tumble pattern. To set up the tumble pattern follow these steps. (Note: This procedure should be done as part of the Year End Transition (YET) Version 2 September 2007 Page 88 of 148 Prepared by Norm Walker

89 Room Maintenance Version 2 September 2007 Page 89 of 148 Prepared by Norm Walker

90 Home Room Maintenance Always be sure that the staff maintenance and room maintenance steps have been completed before starting on homeroom maintenance. Steps 1 Key Points Version 2 September 2007 Page 90 of 148 Prepared by Norm Walker

91 2 To add a new homeroom: 1. Click once on the ADD button. In newly created row fill in all the fields: Homeroom number "1" in the S (Semester) column "35" +/- for Seats 2. Click the "?" to select the Teacher from drop-down menu 3. Select Room from drop down menu Class Type can be left blank, or select N/A Select whether class is Half Time or Full Time from drop down menu If class is all day, leave AM/PM unchecked. If class is half time, check either AM or PM. 4. When finished, click on the Save icon. 5. To return to main BCeSIS Start screen click on the Exit icon. 3 To update an existing homeroom: 1. Click on the row of the room to be edited. 2. Make any necessary edits (e.g., select a different teacher from the drop-down list, rename a home room, change a room, etc.). 3. Click on the Save icon. 4. To return to main BCeSIS Start screen click on the Exit icon. 4 To delete an existing home room: Note: You cannot delete a home room if there are students and a teacher assigned to it. To remove the students, either assign them to a different home room or just delete the home rooms so they are blank. You can do this individually on the Basic Student Demographics screen for each student or go to the Mass Entry screen. Click on the row of the room to be deleted. Version 2 September 2007 Page 91 of 148 Prepared by Norm Walker

92 Click once on the DEL button. Click on the Save icon. To return to main BCeSIS Start screen click on the Exit icon. AM/PM Kindergarten Home Room Set-up AM/PM Kindergarten home rooms must be set up first before assigning students to the homeroom(s).teaching staff must be set up in your Staff Maintenance table and rooms must be set up in the Room Maintenance table before Kindergarten home rooms can be set-up. Steps Key Points 1 See steps for Home Room Maintenance above 2 Click on the ADD button. If you have existing homerooms set-up, it will insert a row for you so you can input your data. 3 Fill in the following fields: HRoom = Home room number desired (in this example, 101A and 101P); S = Semester (input 1 for 1st semester); Seats = Maximum number of seats in the classroom; Used = You will not be able to input anything, as this will tell you how many students have been assigned to this home room, which is none at this point in time; Teacher = Select the home room teacher by clicking on the question mark to select from staff maintenance; Room = Select the room number from the drop-down menu; Full/Half Time = Select Half Time; AM or PM = Select the appropriate checkbox for the home room being created. 4 After you have completed creating your home rooms, you can then proceed to assign students to the appropriate home room. Version 2 September 2007 Page 92 of 148 Prepared by Norm Walker

93 Elementary Home Room Assignments Steps Key Points 1 To Mass Assign by Grade and Random 1.1 To mass assign students by grade and random grouping, the Homeroom Assign field must be populated with Grade and Random Grouping on the School Details screen. 1.2 Select Random as the Assignment Type. 1.3 Select a grade from the drop-down list. The total number of students in the grade should populate in the Total Students field. Version 2 September 2007 Page 93 of 148 Prepared by Norm Walker

94 1.4 Select the Semesters For Run. This will choose the semester(s) which will populate homerooms. 1.5 Enter a Class Size for the homerooms. This will determine the number of students that are mass assigned to each homeroom. Tab out of the Class Size field, and the Total Classes field will populate with the total number of classes required to place all the students in the grade in homerooms. 1.6 Click on the Populate Class List button. 1.7 Select a homeroom from the drop-down list of homerooms created for each class and semester. 1.8 Select the Assign All Homerooms button. A message should appear indicating that homerooms have been assigned. 1.9 Click OK and click on the Save button. Homerooms have been assigned.note: If you do not click on the Save button before leaving the screen, your homerooms will not be assigned. 2 To Mass Assign by Alpha: 2.1 Follow the same process as with mass assign by random grouping but ensure Grade and Alpha is selected on the School Details screen and Alpha is selected as the assignment type on the Mass Assign by Grade screen. 3 To Assign Students Individually to a Homeroom: 3.1 Version 2 September 2007 Page 94 of 148 Prepared by Norm Walker

95 3.1 Homerooms and their associated students will populate on this screen. To add a student to a specific homeroom, select the Add button and a Select Pupil screen will appear as shown below. 3.2 Query for the student you would like to add to the homeroom and click on the Select button. 3.3 The student will be added to the homeroom. If it is a semester school, the student will need to be assigned to both semester 1 and 2 homerooms. Save the record prior to leaving the screen. Teams & Groups Setup Steps Key Points 1 Version 2 September 2007 Page 95 of 148 Prepared by Norm Walker

96 1.1 Click on the drop down list to choose a team status type, such as athletic, etc. Place your cursor in the code field and fill in the code of the team, such as 001, or 1, and then the name and short name. If you want to add a category for your team, you can. The other fields can be left blank. Save 2 Setting up the Members of the team Click on Members button 3 4 To add one member at a time to the Team/Group To add assign more than one member to the Team/Group Version 2 September 2007 Page 96 of 148 Prepared by Norm Walker

97 Year-End Transition Reference (Updated Apr 18/06) Basics Step by Step Steps Path 1 Start Screen>School>School Information>School Details>More School Details 2 Start Screen>School>School Information>School Details>More Info>Current Year Action/ Decision Check next school default. It should be the school most of the last grade students will move to after leaving the Elementary school. Check to make sure the Current Year is set to It is imperative that the schools have their current school year set to the actual current year. Schools coming onto BCeSIS may decide to set their current school year to the next school year in anticipation of that being their first school and thereby bypass YET. This is incorrect. The consequence of doing this is that all students in the school are withdrawn during YET. 3 Start Screen>School>School Information>School Details>More Info>Next Year Check to make sure the Next Year is set to 2006 and the number of semesters and number of days is set to match the school schedule. For most elementary schools this will be set to 1 for number of semesters and number of days. 4 Generate all current year reports related to final marks/grades & attendance, as this information will be unavailable after Year End Transition. Step 4 and 5 can only be completed once all school activity is completed for the year, so these steps may have to be bypassed initially and then completed once the school has closed for the year. 5 Attendance Start Screen>Daily Attendance>Attendance Completion Log Many of the following steps must be completed in next year. Check each time on the screen to makes sure the red Next Year button is visible in the left hand corner. Ensure all attendance entries are complete for all students for all grades by reviewing the Attendance Completion Log. See the QRG "Daily Attendance (Homeroom) Administration for more information on completing attendance records. 6 Copy the start and end dates from current year. These dates should match the first and last day of school for the next year. 6.1 Start Screen>School>School Information> Schedule Open the Schedule screen. Version 2 September 2007 Page 97 of 148 Prepared by Norm Walker

98 Steps Path Action/ Decision 6.2 Click the Copy button to copy the current years schedule to the next year. 6.3 Click Yes to the message "Are you sure you wish to copy this years schedule to the next year" 6.4 BCeSIS will automatically add a year to the dates. Adjust the start and end dates to reflect the new school year and click the save icon to save. 7 Copy Grades and Catchments to next year and modify the next year screen as necessary. While catchments are not used in BCeSIS, there still needs to be an N/A code set up in this field. 7.1 Start Screen>School>School Information>School Details>More Info>Grades and Catchments Open the Grades and Catchments screen. *Make sure the "last grade" at school is checked. 7.2 Click the Next Year button. 7.3 Click the Copy from Current button for both Next Years Associated Catchments and Next Years Grades Taught. 7.4 Modify the grades as necessary and click the save icon to save. 8 School>School Information>Non-school days(next year button) This step is optional for YET and may be done after YET. 9 Start Screen>School>School Information>Rooms Review and adjust the non-school days in the next school year if the district has copied these over for your school or, enter all known non-school days for next year. The non-school days cannot be copied from one year to the next but they can be copied from one school to all schools in the district or from one school type (elementary, secondary etc.) to the same school types in the district. Use the Room Maintenance screen to add or change rooms. This might be necessary if portables have been added or removed or rooms have been renamed. There is no current or next year for rooms in BCeSIS as rooms are carried forward each year. Rooms may be added to this list but not deleted until after Year End Transition. Version 2 September 2007 Page 98 of 148 Prepared by Norm Walker

99 Steps Path Action/ Decision 10 Copy staff members to next years screen. Note staff cannot be deleted in the current year, however once the staff have been copied over the next year and there are no records attached to them, they can be changed and deleted as required Start Screen>School>School Information>Staff Maintenance Open the Staff Maintenance screen Click the All Staff Radio button Check the Next radio button Click Yes to the message "Copy current displayed staff to next school year" 10.5 Make any additions and deletions to next years staff and click the Save icon to save. Make sure to create an "Unassigned Teacher" which can be used as the default teacher in the next step. 11 Assign homerooms for next year using Home Room Maintenance screen to associate a teacher and room with a group of students and to copy homerooms to the next year Start Screen>School>School Information>Home room Maintenance Open the Home Room Maintenance screen to the current year Select the Next Year radio button to copy home rooms to the next year Click Yes to the message "Copy Home Rooms to next school year" 11.4 A window will open prompting a default teacher. Select the appropriate code for an unassigned/ unknown teacher from the drop down list. This will copy all teachers and their home room assignments for the current year to the next. Schools will need to set up a code for "unassigned" teacher when teachers are set up in staff maintenance In the next year view scroll to the desired homeroom and click in the HRoom field. Information can be changed, added and deleted in this view. Click Save once all the changes Version 2 September 2007 Page 99 of 148 Prepared by Norm Walker

100 Steps Path Action/ Decision are made. 12 Copy teams and groups for next year This step is optional but will save time if teams and groups are assigned members for next year as YET will put next year and next year members into the new Current Year(2005) Start Screen>School>School Information>Teams/Groups Open the Teams and Groups Screen to the Current year Click the Copy Teams button to copy teams to the next year Select the Continue Copy button to the warning message Select the Next Year radio button and edit the list as required and save any changes. 13 Navigate to the YET Reset Configuration screen and select Yes or No for any of the reset options that have not been set at the enterprise or district level. See the QRG Year End Transition Reset parameters for details regarding the effect of selecting Yes or No for each of the reset values. 14 When all the next year setup steps are completed the Do Pre-transition process can start. The Do Pre-Transition process is completed twice, once for students moving to the next grade and again to move students to the next school Start Screen>School>Pre Transition> Do Pre- Transition Open the Do Pre-Transition screen Click the Next School field and click on the. Select your school from the list Enter the first day of the schools schedule for the Adm. Date Click the Adm Code field and select Re-entry, no interruption from the drop down list. Version 2 September 2007 Page 100 of 148 Prepared by Norm Walker

101 Steps Path Action/ Decision 14.5 No withdrawal code is required unless you want a default withdrawal code for all withdrawing students. If this is left blank a withdrawal code of reason unknown will be set during YET. If current school and next school are the same you will not be able to select a Default Withdrawal code Check the All Students radio button 14.6 Double check the selections and then click the Apply button. Each students record at the school will be selected and processed. This may take a few minutes depending on the number of students in the school. When the processing is complete each student will have a next year record created for their next grade level Click the Exit icon to return to the Start screen. 15 Move the last grade students to their next school. A cross enrolment record is created for students moving to the next school. This allows the receiving school to work with the students schedule and assign courses to the student. The students demographic records remain at the home school until the student is moved to the next school through the YET process Start Screen>School>Pre Transition> Do Pre- Transition Open the Do Pre-Transition screen Click the Next School field and click on the? Select school most of your students will attend next year. (return to your school or new school) 15.3 Enter 05-AUG-YEAR 15.4 Click the Adm Code field and select an appropriate or use RE- ENTRY No Interuption if the student is returing to your school Version 2 September 2007 Page 101 of 148 Prepared by Norm Walker

102 Steps Path Action/ Decision 15.5 Select an appropriate withdraw code ONLY IF MOVING TO A NEW SCHOOL 15.6 Check the By Grade radio button. Select the last grade at the school from the drop-down list Click the Over-write next grade/school check box. This will over-write any changes made the last time Do Pre- Transition was run Double check your selections and then click the Apply button. A window will display asking "Do you want to replace transition information that has already been specified". Click Yes Click the Exit icon to return to the Start screen. 16 Start Screen>School>Pre Transition> Pre-Transition List Review Pre-Transition list to make changes on this screen to any specific students. Some students may have a different next school or they may be retained in their grade. Assign retention reason for students that are being retained and different withdrawal code if necessary for next year for students leaving school. Assign next year homerooms for students remaining at the school. This is an optional step, but will save time as users will not have to manually re-type a homeroom for every student in the school after YET is completed. 17 Reports Icon>30 Year end Reports>Pre-Transition Report Print Pre-Transition Report and review to confirm all students have been promoted or retained and that they have the appropriate next homeroom. Students leaving and students that are coming to your school Version 2 September 2007 Page 102 of 148 Prepared by Norm Walker

103 Steps Path 18 Reports Icon>30 Year end Reports>Pre-Transition Validation Report Dont forget to run this report! Action/ Decision next year. Can be verified. For students coming to your school next year, homerooms can be assigned. Select the Pre-Transition Validation Report and check all the checkboxes except: Validating Courses; Validating Master Timetables; and Validating Missing (Ohio) EMIS Records. This is the same as the final report that is run at the enterprise level prior to YET being run, so it is critical that schools also run this and correct all errors. Version 2 September 2007 Page 103 of 148 Prepared by Norm Walker

104 Year End Transition Reset parameters Version 2 September 2007 Page 104 of 148 Prepared by Norm Walker

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110 Fees Adding a School Fee Student Fee Codes are set up at the school level to identify different types of fees for that school. The fee codes and amounts populate the Fees & Assistance screens used to assign and collect fees and fines. Steps 1 From the menu bar select School> Fee Management > Student Fee Codes.. Key Points 2 Click the Add button to add a fee record line. Select a Master Code from the drop-down list. Enter information into the following fields: Fee Code up to six characters long in the field. Applied to Family Max if this fee should be applied against the yearly maximum family amount, select the check box. Description up to a maximum of 45 characters. This is the name that will populate the Student Fees/Assistance screen. General Ledger # A general ledger number associated with the fee, if applicable. (can be ignored) Short Name to be used in Report These fields are used in reporting and can be used to a stacked column header of up to three lines. Default Fee Amount This is the fee amount that will populate the amount field whenever the fee is selected. Use the horizontal scroll bar to get to this field. It is not a Version 2 September 2007 Page 110 of 148 Prepared by Norm Walker

111 mandatory field. ADM and WDR Prorate Rules Late admission and early withdrawal prorate rules. (See Prorate Rules for more information on these fields.). 3 Click the Save button. The fee descriptions and amounts are now available on the Student Fees and Assistance screen. Prorating Fees The Copy Fees button copies the school's fees from one year to the next school year. This feature eliminates the entering of fee codes individually each year. Fees can be prorated based on rules that are set up at the school level. Separate prorate rules can be defined for late entrants and early withdrawals. Prorate rules can be set up for general, course and team fees. They are based on a range of days (either school or calendar), and a discount percentage. For example, if the student is withdrawn within the first 15 days of school, there is a receives a 100% discount; if the student is withdrawn between days 16 and 30, the student receives a 75% discount, etc. Similarly, prorate rules can be set up for late admissions, if the student starts 15 days after school starts, they can receive a 10% discount on a fee; if they arrive days after school starts, they can receive a 25% discount, etc. When fees with a prorate rule are assigned to a student, the discount is calculated and automatically posted to the Student Fees and Assistance screen. Version 2 September 2007 Page 111 of 148 Prepared by Norm Walker

112 Assigning Fees to a Course A fee can be assigned to a course through Course Maintenance. You must have access to the Course Maintenance screens to do this. Steps Key Points 1 From the menu bar select School> Course Information >Course Maintenance. Query for the course and click the More button. 2 In the Course Fees section of the screen, select the school fee type from the dropdown list. If a default amount is not attached to the type, free-type it into the amount box. Click the Save button. When a student is scheduled for the course, he/she will be charged the fee. Unlike the team fees transaction, adding a fee to a course will not prompt the user to charge the students currently scheduled in the course. Existing class members must be charged through the School>Fee Management> Apply Course Fees screen. Version 2 September 2007 Page 112 of 148 Prepared by Norm Walker

113 Assigning Fees to a Team Team fees can be assigned when the teams or groups are set up, using the Team/Group Maintenance Details transaction. You must have access to Teams and Groups to do this. Steps Key Points 1 From the menu bar select School> School Information > Teams/Groups. Highlight the team and select the Detail button as shown below. 2 On the Team/Group Maintenance Details screen, click the Fee Type drop-down list. If a default amount is attached to the fee type, it will autopopulate the Fee Amount field. This default amount can be changed. If there is no default amount, a fee can be free-typed. Click on the Save icon. 3 If members were assigned to the team before the fee was added, the message "Apply New Fee to existing Team Members?" will appear. If prorate rules are attached to the fee, these rules will not be applied to existing team members. However, the prorate rules will be applied to all new team members. If the existing team members were charged the team s fees individually, clicking OK will charge them again. Click Cancel if you think that some members will be double-charged. This will only cancel charging existing members. As new members are added, they will be charged the fee. Version 2 September 2007 Page 113 of 148 Prepared by Norm Walker

114 Mass Assign Fees The Mass Assign Fees function assigns fees to all students in the school or to students in a selected grade or grades. Steps Key Points 1 From the menu bar select School> Fee Management >Mass Assign Fees. The descriptions entered during the school fee setup will populate the Which Fee? field. Select a fee and enter an amount if the field is not populated. 2 Click the Apply button. A progress count appears in the lower right-hand corner of the screen as the fee is applied to each student record. When the final count is reached, click the Exit button to return to the Start screen. Mass assigning rules can also be established (similar to prorate rules) that allow the selected fee to be mass assigned upon admission or by a selected grade or grade(s). Course fees cannot be mass assigned through this utility. Course fees must first be attached to a course, and then the fee will automatically be assigned to the student when they are scheduled. See Assigning Fees to a Course for more information on this. 3 To mass assign fees upon admission: 3.1 Navigate to School>Fee Management> Student Fee Codes and select the fee to be mass assigned on admit. Version 2 September 2007 Page 114 of 148 Prepared by Norm Walker

115 Click the Mass Assign Rule button to open the Mass Assign Rules screen shown below. Check the Mass Assign on Admit? Checkbox. 3.2 Click the back arrow to exit the window and click the Save button to save the changes. 4 To mass assign fees by a grade: 4.1 Go to School>Fee Management>School Fee Codes, highlight the fee to be mass assigned by grade and select the Mass Assign Rules button. 4.2 Check the Mass Assign Fee By Grade box and add the grade(s) to which the fee applies. 4.3 Click the back arrow to exit the window and click the Save button to save the changes. Repeat this for all the fees that you want to mass assign to a grade. 4.4 Go to School>Fee Management> Mass Assign Fees and select the Yes radio button for the Use Mass Assign Grades? field. 4.5 The screen will immediately change as shown below. Select the grade from the dropdown list in the Which Grade? field. Once the grade is selected, the fees that have mass assignment rules for that grade will appear. The fees which should be applied to all students in that grade can be selected. The Apply Date will default to today's date Version 2 September 2007 Page 115 of 148 Prepared by Norm Walker

116 but can be changed. The Amount? field displays the cumulative default fee amounts but can also be changed, or an amount can be entered if default fees have not been set up in the School Fee table. 4.4 Click the Apply button to apply the fees to all students in the selected grade. Fees will be prorated according to any rules that are set up. Version 2 September 2007 Page 116 of 148 Prepared by Norm Walker

117 Mass Unload Fees The Mass Unload Fees transaction removes a fee from multiple student records. Steps Key Points 1 From the menu bar select School> Fee Management >Mass Unload Fees. 2 Specify the fee type and date to be removed and click the All Grades check box to remove it from all grades, or select a specific grade from the drop-down list. Enter a date of record in the Payment Date field. Click the Apply button to remove the fees. 3 A progress count appears in the lower right-hand corner of the screen as the fee is removed from each student record. When the final count is reached, click the Exit button to return to the Start screen. Version 2 September 2007 Page 117 of 148 Prepared by Norm Walker

118 Student Fees and Assistance Screen Version 2 September 2007 Page 118 of 148 Prepared by Norm Walker

119 Adding a Fee to a Student Record Steps Key Points 1 Query for the student and from the menu bar select Common View> Fees and Assistance. The option button for Fees or Assistance should be set to Fees. The option button for the School Year should be set to Current. 2 Select the Add button to add a new fee. Select the fee from the Fee Description drop-down menu. The Course Description, if it applies, and the Amount auto-populate from the school's course maintenance data. The Fee Due date field populates with today's date but can be changed. If the fee is not in the school fee code table, the Amount field will not populate. Click the Amount field and free-type the fee amount. 3 Click the Save button to save the entry. The fee amount displays in red text in the Balance column, meaning that it is outstanding, and adds to the Outstanding field total. Version 2 September 2007 Page 119 of 148 Prepared by Norm Walker

120 Entering a Fee Payment Steps 1 Query for the student and from the menu bar select Common View> Fees and Assistance. The radio button for Fees or Assistance should be set to Fees. Choose the school year you are applying the payment against by selecting the appropriate radio button. Key Points 2 If the student has multiple fees showing, highlight the fee that will have a payment made against it and click the Payment button to make a payment. The Fee Payments/Adjustments screen shown below displays. Version 2 September 2007 Page 120 of 148 Prepared by Norm Walker

121 3 Select the Payment Method from the drop-down list. If the payment method is by cheque, type the cheque number in the Cheque/Credit Card# field. Enter the amount received in the Amount field. 4 Click the Save button to return to the Student Fees/ Assistance screen. The payment entry updates the Paid, Owing and Outstanding fields. An account number is assigned to the student record when the first fee payment is entered. It is a combination of the school's numeric identification code and a unique record number for the student, but it is not attached to any account. Version 2 September 2007 Page 121 of 148 Prepared by Norm Walker

122 Remove Fee or Delete a Payment Record A fee or payment mistakenly applied to an individual record can be removed. If a fee to be removed has been paid, the payment record must be deleted first. To remove a fee from a group of students, use the Mass Unload Fees button (see Mass Unload Fees). Steps Key Points 1 To Remove a Fee Record: 1.1 Query for the student and from the menu bar select Common View> Fees and Assistance. 1.2 Click on the fee line to be removed. 1.3 On the menu bar at the top of the screen, click on Record and Remove. 1.4 Click on the Save button. Click on the Exit button to return to the start screen. 2 To Delete a Payment Record: 2.1 Query for the student and from the menu bar select Common View> Fees and Assistance. 2.2 Click on the fee line that the payment was applied to. 2.3 Click the Payments button. The Fee Payments/Adjustments screen is displayed. 2.4 Click on the payment line to be deleted and click on the Del button. 2.5 Click Save to return to the Student Fees/Assistance screen. If you need to remove the fee record as well, follow the steps in point 1; otherwise, click Exit to return to the Start screen. Version 2 September 2007 Page 122 of 148 Prepared by Norm Walker

123 Using Quick Fees to Add, Waive or Refund Multiple Fees The Quick Fee screen displays a list of all the school s fees and is used to quickly apply, waive, or refund multiple fees for an individual student. Steps Key Points 1 Query for the student and from the menu bar select Common View> Fees and Assistance. 2 Click the Quick Fee button. The Quick Fee screen displays 3 Select the fee to be charged by clicking on the Fee check box. If an amount is not in the Amount field, free-type it in. If you are refunding or waiving fees, select the fees by clicking in the Refund check box. If an amount is not in the Amount field, free-type it in. 4 If the transaction is a fee waiver or a refund, select either the refund or waiver from the Ref/Waive drop-down list. 5 When you have finished selecting the fees, click the Save button and the Exit button. The Fees and Assistance screen is returned. If you are taking a payment for all the fees, use the lump sum payment function (see Lump Sum Payment). If you are waiving fees, see Waive Fee Payment. If you are refunding payments, see Refund Fee Payment Version 2 September 2007 Page 123 of 148 Prepared by Norm Walker

124 Lump Sum Payment Use the Lump Sum Payment transaction to pay all the fees due with one payment. Payment of some but not all of the fees due can also be made by using this transaction. Steps Key Points 1 Query for the student and from the menu bar select Common View> Fees and Assistance. 2 Click the Payments button. 3 Click the Lump Sum Payment button. The Apply Lump Sum Payment screen displays. 4 The outstanding amount is shown at the top of the screen. Enter the cheque number, if the payment is made by cheque, in the Check/Credit Card # field. Enter the payment amount in the Payment Amount field, and select the payment method from the drop-down list. 5 When you have finished, click the Save button and the Exit button. The Fees and Assistance screen is returned. Click the View Receipt and/or Print Receipt button to view and create a receipt. Version 2 September 2007 Page 124 of 148 Prepared by Norm Walker

125 Waive Fee Payment The Waive Fee transaction is used to reduce a portion or all of a fee. The original fee entry is retained and the adjusted amount is shown in the Fee Adjust column. If the fee has been charged in error see, Remove Fee Record. If the fee has been paid and should be refunded, see Refund Fee Payment. Steps Key Points 1 Query for the student and from the menu bar select Common View> Fees and Assistance. Click the line of the fee to adjust. 2 Click the Payments button. The Fee Payments/Adjustments screen displays. 3 To waive a portion of the fee, select Waiver from the Payment Method drop-down list. Free-type the amount to deduct from the fee in the Fee Adjust field, as shown in the example above. 4 When you have finished, click the Save button to return to the Student Fees/Assistance screen. To waive an entire fee payment, click the Refund Waive Fee button. The full amount is adjusted from the fee and the Student Fee/ Assistance screen is returned. Version 2 September 2007 Page 125 of 148 Prepared by Norm Walker

126 Refund Fee Payments The Refund transaction is used to effectively give money back to a student. This payment method is typically used to correct the effects of a student making an overpayment. The original amount of the fee is not affected. Refund payments will appear in red on the Fee Payments screen. If the student has made a $15.00 payment on a $20.00 fee, the student's balance now stands at $5.00. If a $5.00 refund is made to a student, the balance now becomes $ Steps Key Points 1 Query for the student and from the menu bar select Common View> Fees and Assistance. Click the line of the fee to adjust. 2 Click the Payments button. The Fee Payments/Adjustments screen displays. 3 Select Refund from the Payment Method field drop-down list and enter the amount in the Fee Adj field. Click Save to process the refund. Click the Save button to process the refund and return to the Student Fees/Assistance screen. Version 2 September 2007 Page 126 of 148 Prepared by Norm Walker

127 4 The refund is now complete as far as the student's record is concerned. Please follow your school's procedures to refund the payment to the student. To refund an entire fee, click the Refund Waive Fee button. The full amount is adjusted from the fee and the Student Fee/ Assistance screen is returned. Transfer Funds from one Fee to Another When a fee is overpaid, it is possible to transfer the overage amount to another fee owed. The paid fee can also be waived and all of the payment transferred to the new fee. The Transfer Funds from One Fee to Another screen is available only after: the fee from which payment is to be transferred has been paid; and the fee to which payment will be transferred has been entered. Steps Key Points 1 Query for the student and from the menu bar select Common View> Fees and Assistance. In this example the student was charged for two course-related fees. One of the course fees is outstanding; the other is paid, but the student has dropped the class. The transfer transaction will waive the first course fee and apply the waived portion to the outstanding course fee. Version 2 September 2007 Page 127 of 148 Prepared by Norm Walker

128 2 Click on the fee line that you wish to transfer the payment from. Click the Transfer button. The Transfer Funds screen appears. 3 Click Save to process the transfer and return to the Student Fees/Assistance screen. 4 The payment from the first course fee has been transferred to the second course, paying it in full. On the Fee Payments/ Adjustments screen, the transfers are automatically recorded and show up in blue. Remember, when you are processing an overpayment by transferring it from one fee to another, you must uncheck the checkbox on the Transfer Funds screen. This will ensure your totals display the exact amount you are transferring. Version 2 September 2007 Page 128 of 148 Prepared by Norm Walker

129 Incident Reporting Entering a Student Incident where only ONE student is involved The Student Incident screen provides detailed information regarding individual students' involvement in a specific incident, and the associated consequences and actions. If there is only one student involved in the incident this is the quickest method of reporting the incident and it is recommended. The Student Incident screen is the same screen that can be accessed via school incident reporting. Schools may choose to access the Student Incident screen directly without recording it as a school incident first. If a school incident has been recorded first, default data will appear on this screen and may be modified to reflect the individual student's involvement. Incidents recorded only on the Student Incident screen do not get an incident ID number, and information is not maintained in the system for certain types of reporting. Steps Key Points 1 Navigate to Student Incident screen one of the following ways: Main Menu>Change Student>Incidents Common View>Incidents Demographics Toolbar>Incidents Button Version 2 September 2007 Page 129 of 148 Prepared by Norm Walker