GEAR UP North Carolina Database Training Manual

Transcription

1 GEAR UP North Carolina Database Training Manual Created by University of North Carolina General Administration, GEAR UP Personnel GEAR UP North Carolina: (919) or Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP) Last Updated: December 2012

2 Congress High Tier The purpose of the Gaining Early Awareness and Readiness for Undergraduate Programs (GEAR UP) is to support early college preparation and awareness activities for students at low-income schools. This U.S. Department of Education discretionary grant program is designed to increase the number of students from high-poverty communities who are prepared to enter and succeed in postsecondary education. GEAR UP provides six- or seven-year grants to states and partnerships to provide services at middle and high schools. GEAR UP grantees serve an entire cohort of students beginning no later than the seventh grade and follow the cohort through high school. Office of Management and Budget (OMB Measures) Mid Tier ED Performance Measure 8.1: Increase the academic performance and preparation for postsecondary education of GEAR UP students. ED Performance Measure 8.2: Increase the rate of high school graduation and participation in postsecondary education of GEAR UP students. ED Performance Measure 8.3: Increase GEAR UP students and their families knowledge of postsecondary education options, preparation, and financing. GEAR UP Goals and Objectives Low Tier Individualized by grant Each goal and objective will fall under one of the three OMB Measures GEAR UP NC Goals, Objectives, and Performance Measures click here 2

3 Table of Contents Log In... 6 Home Page... 7 Students: View... 8 Students: Add/Edit Edit Add Students: Tags Groups: Add/Edit Group Name Add Edit Remove Groups: Group Members Services: View Services Student: Add/Edit Add Edit Delete Services Family: Add/Edit Add Edit/Delete Services: Group Add/Edit Add Edit/Delete

4 Professional Development: Professionals Add Edit Professional Development: Activities View Add Edit College Application Data GEAR UP Database Reports Reports: Standard Reports Percent Served Student Service Family Service CFNC Accounts GEAR UP Pledge Professional Development Professional Development Activities Back-Dated Service Monthly Service Reports: Custom Reports Student Group Service Professional Development Academic

5 Reports: Assessment Reports Standard NCCKI (North Carolina College Knowledge Inventory) Reports: Assessment Reports Custom NCCKI (North Carolina College Knowledge Inventory) Reports: National Student Clearinghouse (NSC) NSC Detail Report NSC Aggregate Report User Profile Documents Frequently Asked Questions Log Out Additional Information Tutoring/Homework Assistance/Academic Enrichment Checking your Student and Family Services Monthly Documenting Your Services Student Service Definitions Family Service Definitions Professional Development Definitions Confidentiality Agreement (Copy) Service Protocol Data Entry Notes

6 Log In Go to the GEAR UP NC Database, EDUmetric, webpage: o Enter your User ID and password and click Sign-In. o Your User ID and password will be provided to you. You will be able to change your user information as shown on pages Should you forget your password, please contact your appropriate database administrator at the GEAR UP NC State Office. o You have the option to check the box to remember your password, but this is not suggested unless only you have direct access to the computer you are using. If you have trouble accessing this site from your school district you may need to change your security settings. Please contact your school s technological staff to assist you with security settings. For more information on recommended security for GEAR UP computers, please visit the Implementation Guide here. The database will work in both Mozilla Firefox 12 or higher and Internet Explorer 7.0 or higher. Log-In credentials are provided after completing a GEAR UP Database training. And, per the confidentiality agreement they signed at the training, user IDs should not be shared. 6

7 Home Page Once you have entered your User ID and password, you will be taken to the Home Page. From the Home Page you can navigate through the various tabs: o Home o Students o Groups o Services o Professional Development o Reports o College Application Data o User Profile o Documents The Home Page also contains information about the national GEAR UP program. 7

8 Students: View To view a student or group of students, click on the Students tab. The sub-tabs for the Students tab will then appear. Select the View sub-tab (the database will automatically default to View). A set of filters will appear that allow you to search for a student or group of students. The filters will automatically be set to your school district. 8

9 Select the filters needed to perform your search. o If you select a particular school, only the grades served in that school will be usable as a filter. o To select multiple schools or grades, simply press ctrl-click or shift-click simultaneously. o If you move your mouse pointer over some items in the database, such as School, a help message will appear. o You may search for enrolled, unenrolled, or all students (the database will automatically default to Enrolled). You will only see students that are currently enrolled in the database if you select Enrolled no matter what year or date range you are searching. 9

10 To search for a particular student, you may search by their name or NC Wise ID. o You may enter any quantity of characters to search by last or first name. To search by the NC Wise ID, you must enter the exact number. Once you have selected your filters, click Get Students. Should you select a wrong filter, click the Reset Filters to start again. 10

11 After you have clicked the Get Students button, a list of students who met the filter criteria will appear. o If a particular student does not appear on the list that you think should, make sure the filters are correct. o If a particular student does not appear on the list after you have double checked to make sure your filters are correct, change your enrolled filter for the enrolled status to Unenrolled or ALL. 11

12 If the list is long, scroll down to the bottom of the list. o At the bottom of the page, on the right side, the database will show how many students are being displayed out of the number of students that met the filter criteria. o At the bottom of the page, on the left side, you will have the ability to navigate between pages. The resulting list will contain the following information: Name, Program, District, School, Current Grade, Enrollment Status, and Action. o You will also be able to VIEW a more detailed record for each student. 12

13 Once you have found a student that you want to view, select the VIEW (found to the right of the student record under Action) button to examine a more detailed record. o The student s demographic, enrollment, and academic information will appear in a pop-up box. o The student s service history will be listed on the bottom in the pop-up box. When finished viewing the student s information, select the Close button on the bottom right of the screen to return to the search results. 13

14 Students: Add/Edit Edit To edit a student s information, click the Add/Edit sub-tab under the Students tab (the database will automatically default to Edit). As with the Student View function, select the needed filters to find a student or students to edit. o If you are looking for a particular student, it might be best to simply enter that student s name. Once you have selected the filters, click the Get Students button. 14

15 Once you have found the student you want to edit, click EDIT on the right side of the screen. o A new window with the student s information will appear (Edit Student Record). In this new window you can edit the student s information. o You can change the student s school information, enrollment status, or demographic information, such as name, race, gender, and date of birth, etc. 15

16 If you scroll down to the bottom of the window (Edit Student Record), you can also add when a student created a CFNC account, or denote if and when the student signed a GEAR UP Pledge or 21 st Century Certificate. o To add any of these tags, simply change the drop down button from N (No) to Y (Yes). o When editing the tags, you must also enter a date. The groups the student is a member of are shown at the bottom of this window. When finished editing a student, click the Submit button. 16

17 After you click the Submit button, you will be taken back to the original screen and a message will appear showing that you have successfully edited a student. 17

18 If you have entered information that matches a student who is currently in the database, you will receive a warning message that a potential duplicate was found. o Click the Cancel button and review the information that you have entered. o If it is incorrect, change the information to make it correct. o If you have correctly entered the information, click Submit again. o When the warning message appears, click OK and the potential duplicate will be sent to an administrator at the GEAR UP NC State Office for resolution. o You will receive an once the potential duplicate has been resolved. 18

19 Students: Add/Edit Add There may be times when you have provided services to a student who does not appear in the database. This may be due to a student moving into a school district during the school year. To add a student, click the Add/Edit sub-tab under the Students tab and select Add from the Add/Edit button. o A new window will appear for you to enter the new student s information (Add Student Record). o You DO NOT need to select any filters before selecting the Add button. 19

20 In the window, enter the new student s information. o The required fields are denoted by a red warning flag. o If you are unable to retrieve an address for the student or the student does not have a address, please use the gearup@northcarolina.edu default address when adding or editing a student s record. You may also add a CFNC account, a GEAR UP Pledge, or a 21 st Century Scholar. o When you are finished, click the Submit button. 20

21 Once submitted, you will be taken back to the original screen and a message will appear that you have successfully added a student. If you have entered information that matches a student who is currently in the database, you will receive a warning message that a potential duplicate was found. o Click the Cancel button and review the information that you have entered. o If it is incorrect, change the information to make it correct. o If you have correctly entered the information, click Submit again. o When the warning message appears, click OK and the potential duplicate will be sent to an administrator at the GEAR UP NC State Office for resolution. o You will receive an once the potential duplicate has been resolved. 21

22 Students: Tags Students: Tags include the following: CFNC Account, Enrolled, GEAR UP Pledge, 21 st Century Certificate, Cohort 12 th Grade, Priority 12th Grade, and TRIO. To add a Tag, click on the Tags sub-tab under the Students tab (the database will automatically default to Add Tags). Select the needed filters and click Get Students. 22

23 After you click Get Students, a list of students will appear. o The tag status for each of the students will appear on the right side of the screen. From the list, select the students for whom you wish to add a tag. o You can select all of the students at once by clicking the small box in the left corner of the list to the left of Name. o You can select one, some, or all students to apply Tags. o The selected students will be highlighted. Once the students are selected, click the Add Tag button. 23

24 After you click the Add Tag button, a new window will appear (Add Student Tag). o The Tag and Effective Date buttons are located at the top of the window. The Effective Date button is only needed when a CFNC Account, GEAR UP Pledge, and/or 21 st Century Certificate tag is being added. o At the bottom of the window, a list of students who will receive the tag will appear. o Note: If you select a group of students then the effective date that you enter will apply to all of the students you select. Make sure that the dates you want to apply to the students are all the same. Select the appropriate tag you wish to add. o Select a date if the CFNC Account, GEAR UP Pledge, or 21 st Century Certificate tag is being added. Click the Submit button. o You will be taken back to the original screen and a message will appear that the students have received the new tag. 24

25 To remove a tag, click on the Tags sub-tab under the Students tab (the database automatically defaults to Add Tags). o Select Remove. Select the needed filters and click Get Students. 25

26 After you click Get Students, a list of students will appear. From the list, select the students for whom you wish to remove a tag. o You can select all of the students at once by clicking the small box in the left corner of the list. o The selected students will be highlighted. Once the students are selected, click the Remove Tag button. 26

27 After you click the Remove Tag button, a new window will appear (Remove Student Tag). Select the appropriate tag you wish to remove. o When removing a tag, you do not need to select a date for the CFNC Account, GEAR UP Pledge, or 21 st Century Certificate. Click the Submit button. o You will be taken back to the original screen and a message will appear that the students tag has been successfully removed. 27

28 Groups: Add/Edit Group Name Add You can add groups of students who participate in reoccurring activities, such as after school tutoring. To add a new group, click on the Groups tab. The sub-tabs for the Groups tab will then appear. Select the Add/Edit Group Name sub-tab (the database will automatically default to Add/Edit Group Name). Select Add on the Add/Edit/Remove button. A new window will appear (Add Student Group). o There is no need to select any filters. Once the new window (Add Student Group) appears, enter the needed information: o Select the school and enter the group s name and description. 28

29 Once complete, click Submit. o You will get a message that the group was successfully added. o If you get a message that the group name has already been taken, please choose a different name. 29

30 Groups: Add/Edit Group Name Edit To edit an existing group, click on the Groups tab. Select the Add/Edit Group Name sub-tab (the database will automatically default to Add/Edit Group Name). o Select Edit on the Add/Edit/Remove button (the database will automatically default to Edit). Select the school where the group is located. o Once you select the school, the Groups button will be populated with the groups in that school. Select the group that you wish to edit and click Edit Group. o A new window will appear. 30

31 When the window appears (Edit Student Group), you can edit the group s name and description. Once you have made the changes, click Submit. You will be taken back to the original screen and a message will appear that the group was successfully updated. 31

32 Groups: Add/Edit Group Name Remove To remove an existing group, click on the Groups tab. The sub-tabs for the Groups tab will then appear. Select the Add/Edit Group Name sub-tab (the database will automatically default to Add/Edit Group Name). Select Remove on the Add/Edit/Remove button. Select the school where the group is located. o Once you select the school, the Groups button will be populated with the groups in that school. Select the group that you wish to remove and click Remove Group. o A new window will appear (Remove Student Group). 32

33 When the window Remove Student Group appears, confirm that this is the group you wish to remove. To remove this group, click Submit. 33

34 You will receive a warning message to again confirm that you want to remove this group. o If this is not a group you want to remove, click Cancel. o If this is the group you want to remove, click OK. You will be taken back to the original screen and a message will appear that the group was successfully removed. Note: Removing groups will not remove students, families, or services that have been applied using the group feature. This will only remove the removed group names from the list of group options. 34

35 Groups: Group Members To add/edit the membership of an existing group, click on the Groups tab. Select the Group Members sub-tab. You will be able to choose a set of filters to add or edit your group members. 35

36 First select the School where the group is located. Once you have selected the school, you can select the group whose membership you want to alter. o From the Group field, select the desired group. o A list of students in the group will appear in the box on the bottom right side. o If no students appear in the box on the bottom right side, the group currently contains no members. 36

37 Next you will need to get a list of students that you desire to move into the group. o Select the grade or grades of the students that will become members of the group. If you do not select a grade, you will retrieve a list of every student in that school. You may also select multiple grades by using Ctrl-Click. Once you have chosen the needed filters, select Get Students. o A list of all students who met the filter criteria and who are not current members of that group will appear in the box on the bottom left side. 37

38 Once the list of available students has appeared, you can use the two arrows located between the boxes to edit the membership of the group. To add members to the group, click on a student s name. o To select multiple students, use either Ctrl-Click or Shift-Click. o Once the students have been selected, click the button to move the students into the group. 38

39 The students names will be moved from the box on the left to the box on the right. Confirm that these are the students you wish to move. o If so, click the Save button. o You will receive a message that the group member changes were successfully saved. 39

40 To remove students from a group, click on the Group tab. o Select the Group Members sub-tab. Select the School where the group is located. Once you have selected the school, you can select the group whose membership you want to alter. o From the Group field, select the needed group. o A list of students in the group will appear in the box on the right side. 40

41 To remove members from the group, click on a student s name. o To select multiple students, use either Ctrl-Click or Shift-Click. o Once the students have been selected, click the button to move the students out of the group. Their names will move from the box on the right to the box on the left. o You do not need to select the grade or membership to remove students from a group. If you wish to remove these students from the group, click Save. o You will receive a message that the group member changes were successfully saved. Note: Removing a student from a group does not remove any of the services applied to the student through the group feature. It just removes the student as a member from the group

42 Services: View To view a service for a student or group of students, click on the Services tab. The subtabs for the Services tab will then appear. Select the View sub-tab (the database will automatically default to View). A set of filters will appear that will allow you to search for services received by a student or group of students. The filters will automatically be set to your school district. 42

43 Begin choosing the filters needed to find the service to be viewed. You can filter by School, Grade, the Service Dates, Audience (Student or Family), Measure, Event Title, Spanish Service, and Service. In some instances you can also filter by Service Subset o There are no required filters, but every filter chosen will assist in narrowing the search results. Once you have selected the needed filters, click Get Services. 43

44 A list of services that fit the filters will appear. You will have the option to export and save the service data as either a Microsoft Excel file or a PDF. 44

45 To export the service data to an Excel file, click the Excel button. A pop-up window will appear. o You will have the option of either opening the service data or saving it directly to your computer. o After you chose to either Open or Save the data, click OK. 45

46 If you click Open, the data will open in a Microsoft Excel file. o You can also print and save the file after it opens. o The data will open as a read only file. To save the data, you must save the file using a different file name. The file will also contain a stamp that states the report is confidential. It is important to remember that because the service data reports contain student names and not aggregate numbers, it is extremely confidential. 46

47 To export the data to a PDF file, click the PDF button. A pop-up window will appear. o You will have the option of either opening the PDF or saving it directly to your computer. o After you chose to either Open or Save the data, click OK. 47

48 If you click Open, the data will open in a PDF file. o You can also print the file after it opens. o The file will also contain a watermark that states the report is confidential. It is important to remember that because the service data reports contain student names and not aggregate numbers, it is extremely confidential. 48

49 Services: Student: Add/Edit Add To add a service to a student or group of students, click on the Services tab. The subtabs for the Services tab will then appear. Select Add from the Add/Edit sub-tab. A set of filters will appear that will allow you to search for a student or group of students. The filters will automatically be set to your school district. 49

50 Select Add from the Add/Edit located at the top of the filters box. o The database will automatically default to Add. Select the filters needed to search for students to add services to. o If you select a particular school, only those grades that we are currently serving in that school will be usable as a filter. o To select multiple schools or grades, simply press ctrl-click or shift-click simultaneously. o Should you want to search for a particular student, you may also search by their name or NC Wise ID. You may enter any number of characters to search by last or first name. To search by the NC Wise ID, you must enter the exact number. Once you have selected your filters, click Get Students. 50

51 After you have clicked the Get Students button, a list of students who met the filter criteria will appear. o If a particular student does not appear on the list that you think should, make sure the filters are correct. 51

52 If the list is long, scroll down to the bottom of the list. o At the bottom of the page, on the right side, the database will show how many students are being displayed out of the number of students that met the filter criteria. o At the bottom of the page, on the left side, you will have the ability to navigate between pages. The resulting list will contain the following information: Name, Program, District, School, and Grade. 52

53 To add a service to a student, click the box next to their name. o You can select multiple boxes to add the same service to multiple students. o You can check the box under the Add Service button to select every student on the list. Warning: If the list contains multiple pages and you select every student, it will add the service to every student. Once you have selected the student or students to add a service to, click the Add Service button. 53

54 After you click the Add Service button, a new window will appear (Add Service). o At the bottom of the window will appear a list of students who will be receiving the service. 54

55 You may begin entering the service information. First select the Date or Dates when the service occurred. o You may select multiple dates and the service information will be applied to all dates. o Should you enter the wrong date, click the Clear button on the calendar. o You are not able to enter services prior to the date they will occur. 55

56 Enter the Event Title. o This is not a required field, but it is suggested that a title is entered to better keep track of services. Select the Audience. o You may choose either Student or Family. Next select the Service. o You will be required to choose a Service Subset for tutoring/homework assistance/academic enrichment; college visit/college student shadowing; and workshop for student services and college visit for family services. o Should you have any questions regarding what category best fits the service performed, please consult the Student and Family Service Definitions located on pages of this manual. 56

57 Enter the number of Hours for the service. o Remember, this is the number of hours for each service. If you selected multiple days, do not combine the service hours for each day and enter that number. For example, if a group of students received 1 hour of tutoring for 3 days, do not enter in 3 for the service hours; enter 1 hour for each of the 3 days. Enter the Measure for the service. o ED Performance Measure 8.1: Increase the academic performance and preparation for postsecondary education of GEAR UP students. o ED Performance Measure 8.2: Increase the rate of high school graduation and participation in postsecondary education of GEAR UP students. o ED Performance Measure 8.3: Increase GEAR UP students and their families knowledge of postsecondary education options, preparation, and financing. o Note: If you hover over the measure, the description of the measure will display. Check the Spanish Services box if the service is a Spanish Service. o Please refer to page 29 of the Implementation Guide for further details on what qualifies as a Spanish Service. 57

58 Once you have completed entering the service information, click Submit. You will get a message stating how many services were saved. A new window will appear showing the services added. o Click Close at the bottom of the window. 58

59 Services Student: Add/Edit Edit To edit a service for a student or students, click on the Services tab. The sub-tabs for the Services tab will then appear. Select the Add/Edit sub-tab (the database will automatically default to Add). Select Edit from the Add/Edit located at the top of the filters box. o A set of filters will appear to edit a service. 59

60 Begin choosing the filters needed to find the service to be edited. You can filter by School, Grade, Service Dates, Audience (Student or Family), Event Title, Spanish Service, Service, Service Subset, Measure, Last Name, First Name, or NCWISE ID. o There are no required filters, but every filter chosen will assist in narrowing the search results. Once you have selected the needed filters, click Get Services. 60

61 A list of services that fit the filters will appear. Select the services that are to be edited. o You may select multiple services by clicking the box located below the Edit Service(s) button. Once you have selected the services to be edited, click Edit Service(s). 61

62 A new window will appear that will allow you to edit the services selected (Edit Service). o A list of the services will appear at the bottom of the window. 62

63 The service information will not auto-populate from the service you selected. o Reenter all information to include date, hours, audience, measure, service, and subset (if there is one). o The original service information will appear at the bottom of the window. Once finished with the edits, click Submit. 63

64 A new window will appear with the edited service information and a message will state how many services were successfully updated. Click Close at the bottom of the window. 64

65 Services Student: Add/Edit Delete To delete a service for a student or students, click on the Services tab. The sub-tabs for the Services tab will then appear. Select the Add/Edit sub-tab (the database will automatically default to Add). Select Edit from the Add/Edit located at the top of the filters box. o A set of filters will appear to edit a service. 65

66 Begin choosing the filters needed to find the service to be deleted. You can filter by School, Grade, the Service Dates, AVID Membership, Audience (Student or Family), the Event Title, the Measure, Spanish Service, Service type and Subset, Last Name, Frist Name, and NCWISE ID. o There are no required filters, but every filter chosen will assist in narrowing the search results. Once you have selected the needed filters, click Get Services. 66

67 A list of services that fit the filters will appear. Select the services that are to be deleted. o You may select multiple services by clicking the box to the left of Name. Once you have selected the services to be edited, click Delete Service(s). 67

68 A warning message will appear stating that you are about to delete the selected services. o Confirm that these are the services that you want to delete. If so, click OK. 68

69 The services will be removed from the screen and a message will appear that the services were successfully deleted. Warning: Once services are deleted they cannot be recovered. 69

70 Services: Family: Add/Edit Add To add a family service to a student or group of students, click on the Services tab. The sub-tabs for the Services tab will then appear. Select Add from the Add/Edit sub-tab. A set of filters will appear that will allow you to search for a student or group of students. The filters will automatically be set to your school district. 70

71 Select Add from the Add/Edit located at the top of the filters box. o The database will automatically default to Add. Select the filters needed to search for students to add services to. o If you select a particular school, only grades served in that school will be usable as a filter. o To select multiple schools or grades, simply press ctrl-click or shift-click simultaneously. o Should you want to search for a particular student, you may also search by their name or NC Wise ID. You may enter any number of characters to search by last or first name. To search by the NC Wise ID, you must enter the exact number. Once you have selected your filters, click Get Students. 71

72 After you have clicked the Get Students button, a list of students who met the filter criteria will appear. o If a particular student does not appear on the list that you think should, make sure the filters are correct. 72

73 If the list is long, scroll down to the bottom of the list. o At the bottom of the page, on the right side, the database will show how many students are being displayed out of the number of students that met the filter criteria. o At the bottom of the page, on the left side, you will have the ability to navigate between pages. The resulting list will contain the following information: Name, Program, District, School, and Grade. 73

74 To add a family service to a student, click the box next to their name. o You can select multiple boxes to add the same family service to multiple students. o You can check the box under the Add Service button to select every student on the list. Warning: If the list contains multiple pages and you select every student, it will add the family service to every student. Once you have selected the student or students to add a family service to, click the Add Service button. 74

75 After you click the Add Service button, a new window will appear (Add Service). o At the bottom of the window will appear a list of students who will be receiving the family service. 75

76 You may begin entering the family service information. First select the Date or Dates when the family service occurred. o You may select multiple dates and the service information will be applied to all dates. o Should you enter the wrong date, click the Clear button on the calendar. o You are not able to enter services prior to the date they will occur. 76

77 Enter the Event Title. o This is not a required field, but it is suggested that a title be entered to better keep track of services. Select the Audience. o Choose Family for family service. Next select the Service. o You will be required to choose the Service Subset for college visit family services. o Should you have any questions regarding what category best fits the service performed, please consult the Family Service Definitions located on page 177 of this manual. 77

78 Enter the number of Hours for the service. o Remember, this is the number of hours for each service. If you selected multiple days, do not combine the service hours for each day and enter that number. For example, if a group of families received 1 hour of workshops for 3 days, do not enter in 3 for the service hours; enter 1 hour for each of the 3 days. Enter the Measure for the service. o ED Performance Measure 8.1: Increase the academic performance and preparation for postsecondary education of GEAR UP students. o ED Performance Measure 8.2: Increase the rate of high school graduation and participation in postsecondary education of GEAR UP students. o ED Performance Measure 8.3: Increase GEAR UP students and their families knowledge of postsecondary education options, preparation, and financing. o Note: If you hover over the measure, the description of the measure will display. Check the Spanish Services box if the service is a Spanish Service. o Please refer to page 29 of the Implementation Guide for further details on what qualifies as a Spanish Service. 78

79 Once you have completed entering the service information, click Submit. You will get a message stating how many services were saved. A new window will appear showing the services added. o Click Close at the bottom of the window. 79

80 Services Family: Add/Edit Edit/Delete To edit or delete a family service, click on the Services tab. The sub-tabs for the Services tab will then appear. Select the Add/Edit sub-tab. Select Edit from the Add/Edit located at the top of the filters box. o A set of filters will appear to edit or delete a group service. Begin choosing the filters needed to find the group service to be edited or deleted. You can filter by School, Group, the Service Dates, Audience (Student or Family), Event Title, Service, Service Subset and Measure. Once you have selected the needed filters, click Get Services. A list of services that fit the filters will appear. Select the services that are to be edited or deleted. o You may select multiple services by clicking the box located below the Edit Service(s) button. Once you have selected the services to be edited or deleted, click Edit Service(s) or Delete Service(s). o You may edit or delete these services using the same steps as described on pages of this manual. 80

81 Services: Group Add/Edit Add To add a group service, click on the Services tab. The sub-tabs for the Services tab will then appear. Select the Group Add/Edit sub-tab. A set of filters will appear that will allow you to search a group of students to add services to. The filters will automatically be set to your school district. 81

82 Select Add from the Add/Edit located at the top of the filters box. o The database will automatically default to Add. Select the filters needed to search for students to add group services to. o Select the School that contains the group. Once you have selected the school, a list of groups will appear. o Find the Group that will receive services. Once you have selected your filters, click Get Students. 82

83 After you have clicked the Get Students button, a list of students in that group will appear. To add a service to a student, click the box next to their name. o You can select multiple boxes to add the same service to multiple students. o You can check the box under the Add Service button to select every student on the list. Once you have selected the student or students to add a service to, click the Add Service button. 83

84 After you click the Add Service button, a new window will appear (Add Service). o At the bottom of the window there will be a list of students in that group will who will receive the service. 84

85 You may begin entering the service information. o Select the Service Dates, Event Title, Audience (Student or Family), Service, Service Subset (if applicable), Spanish Service (if applicable), Hours, and Measure. Once you have completed entering the service information, click Submit. 85

86 Once you click Submit, you will get a message stating how many services were saved. A new window will appear showing the services added (service(s) successfully added). o Click Close at the bottom of the window. 86

87 Services: Group Add/Edit Edit/Delete To edit or delete a group service, click on the Services tab. The sub-tabs for the Services tab will then appear. Select the Group Add/Edit sub-tab. Select Edit from the Add/Edit located at the top of the filters box. o A set of filters will appear to edit or delete a group service. 87

88 Begin choosing the filters needed to find the group service to be edited or deleted. You can filter by School, Group, the Service Dates, Audience (Student or Family), Event Title, Service, Service Subset, Spanish Service, and Measure. o You must choose a Group as a filter. By choosing a group, you will be shown services only for the members of that group. o There are no other required filters, but every filter chosen will assist in narrowing the search results. Once you have selected the needed filters, click Get Services. 88

89 A list of services that fit the filters will appear. Select the services that are to be edited or deleted. o You may select multiple services by clicking the box located below the Edit Service(s) button. Once you have selected the services to be edited or deleted, click Edit Service(s) or Delete Service(s). o You may edit or delete these services using the same steps as described on pages of this manual. 89

90 Professional Development: Professionals Add To begin entering professional development activities, click on the Professional Development tab. The sub-tabs for the Professional Development tab will then appear. o Before professional development activities are entered, professionals must first be in or added to the database. Select the Professionals Add/Edit sub-tab. To add a professional, select Add from the Add/Edit button. o A new window will appear for you to enter the new professional s information (Add Professional Record). o You DO NOT need to select any filters before selecting the Add button. 90

91 In the window, enter the new professional s information. o The required fields are denoted by a red warning flag. When you are finished, click the Submit button. You will be taken back to the original screen and a message will appear that you have successfully added a professional. 91

92 You will be taken back to the original screen and a message will appear that you have successfully added a professional. Note: Currently there are no checks in place to identify potential duplicate professionals. You should view professionals (see Professionals Add/Edit (Edit)) prior to adding them in order to cut down on duplicate professional records. 92

93 Professional Development: Professionals Edit To edit a professional s information, click the Professionals Add/Edit sub-tab under the Professional Development tab. Select the needed filters, including Work Location, Position Type, Status, and Name to find a professional to edit. o If you are looking for a particular professional, it might be best to simply enter that professional s name. The Edit option will automatically be selected in the Add/Edit field. Once you have selected the filters, click the Get Professionals button. 93

94 Once you have found the professional you want to edit, click Edit on the right side of the screen. o A new window with the professional s information will appear (Edit Professional Record). In this new window you can edit the professional s information. o You can change the professional s school information, grades served, name, work location, position type, and status (active or inactive). When finished editing a professional, click the Submit button. 94

95 After you click the Submit button, you will be taken back to the original screen and a message will appear that shows that you have successfully edited a professional. 95

96 Professional Development: Activities View To view an activity for a professional or professionals, click on the Professional Development tab. The sub-tabs for the Professional Development tab will then appear. Select the Activities View sub-tab (the database will automatically default to Activities View). 96

97 Begin choosing the filters needed to find the activity to be viewed. You can filter by the Activity Dates, Status (Active or Inactive), Event Title, Event Location, Activity, Last Name, and First Name. o There are no required filters, but every filter chosen will assist in narrowing the search results. Once you have selected the needed filters, click Get Activities. 97

98 A list of activities that fit the filters will appear. You will have the option to save the activity data as either a Microsoft Excel file or a PDF (use the same steps as described for service data on pages of this manual). 98

99 Professional Development: Activities Add To add an activity to a professional or professionals, click on the Professional Development tab. The sub-tabs for the Professional Development tab will then appear. Select the Activities Add/Edit sub-tab. A set of filters will appear that will allow you to search for a professional or group of professionals. 99

100 Select Add from the Add/Edit located at the top of the filters box (the database will automatically default to Add). Select the filters needed to search for professionals to add activities to. o Should you want to search for a particular professional, you may also search by their name. You may enter any number of characters to search by last or first name. Once you have selected your filters, click Get Professionals. After you have clicked the Get Professionals button, a list of those professionals who met the filter criteria will appear. o If a particular professional does not appear on the list that you think should, make sure the filters are correct

101 To add an activity to a professional, click the box next to their name. o You can select multiple boxes to add the same service to multiple professionals. o You can check to the left of Name to select every professional on the list. Warning: If the list contains multiple pages and you select every professional, it will add the activity to every professional. Once you have selected the professionals to add an activity to, click the Add Activity button

102 After you click the Add Activity button, a new window will appear (Add Activity). o At the bottom of the window will appear a list of professionals who will be receiving the activity

103 You may begin entering the activity information. Select the Date or Dates that the activity occurred, the Activity type, the Event Location, the number of Hours for the activity, and the Event Title. o You may select multiple dates and the activity information will be applied to all dates. o You are not able to enter activities prior to the date they will occur. o The Event Title is not a required field, but it is suggested that a title is entered to better keep track of professional development. o The number of hours is the number of hours for each activity. If you selected multiple days, do not combine the activity hours for each day and enter that number. For example, if a group of professionals attended a workshop for 6 hours for 3 days, do not enter in 18 for the activity hours enter 6 hours for each of the 3 days

104 Once you have completed entering the activity information, click Submit. You will get a message stating how many activities were saved. A new window will appear showing the activities added. o Click Close at the bottom of the window

105 Professional Development: Activities Edit To edit an activity for a professional or professionals, click on the Professional Development tab. The sub-tabs for the Professional Development tab will then appear. Select the Activities Add/Edit sub-tab. Select Edit from the Add/Edit located at the top of the filters box. o A set of filters will appear to edit an activity

106 Begin choosing the filters needed to find the activity to be edited. You can filter by the Activity Dates, Status (Active or Inactive), Event Title, Event Location, and Activity. o There are no required filters, but every filter chosen will assist in narrowing the search results. Once you have selected the needed filters, click Get Activities

107 A list of activities that fits the filters will appear. Select the activities that are to be edited. o You may select multiple activities by clicking the box to the left of Name. Once you have selected the activity to be edited, click Edit Activity

108 A new window will appear that will allow you to edit the activities selected (Edit Activity). o A list of the activities will appear at the bottom of the window. The activity information will not auto-populate from the activity you selected. Reenter the information you wish to edit for the activity. o The original activity information will appear at the bottom of the window. Once finished with the edits, click Submit

109 A new window will appear with the edited activity information and a message will state how many activities were successfully updated. Click Close at the bottom of the window

110 To delete an activity for a professional or professionals, click on the Professional Development tab. The sub-tabs for the Professional Development tab will then appear. Select the Activities Add/Edit sub-tab. Select Edit from the Add/Edit located at the top of the filters box. o A set of filters will appear to delete an activity

111 Begin choosing the filters needed to find the activity to be deleted. You can filter by the Activity Dates, Status (Active or Inactive), Event Title, Event Location, and Activity. o There are no required filters, but every filter chosen will assist in narrowing the search results. Once you have selected the needed filters, click Get Activities

112 A list of activities that fit the filters will appear. Select the activities that are to be deleted. o You may select multiple activities by clicking the box located to the left of Name. Once you have selected the activity or activities that will be deleted, click Delete Activity

113 A warning message will appear stating that you are about to delete the selected activities. o Confirm that these are the activities that you want to delete. If so, click OK

114 The activities will be removed from the screen and a message will appear that the activities were successfully deleted. Warning: Once these Professional Development Activities are deleted they cannot be recovered

115 College Application Data To enter College Application Data, click on the College Application Data tab. A set of filters will appear o From the filters, select the District and School. Once you have selected your filters, click Get Students

116 A list of 12 th grade students will populate on the left-hand side of the screen

117 Select the space under First Choice and in the pull down menu select the student s college of first choice that the student has applied to. Proceed to select each additional college the student applied to in the columns Institution 2 through Institution 10. Click on the Save button to save the data entered

118 Once you Save your data you can export to Excel or PDF

119 GEAR UP Database Reports 1 1 All reports in this training manual are run from the GEAR UP Database Guest Site. This site is comprised of dummy data, i.e., fake student names and data

120 Reports: Standard Reports To run a standard report, click on the Reports tab. The sub-tabs for the Reports tab will then appear. Select the Standard Reports sub-tab. A list of filters will appear to allow you to run a standard report. o Note: All of these filters will not be available for every standard report. You will be able to run the following standard reports: o Percent Served o Student Service o Family Service o CFNC o GU Pledge (GEAR UP Pledge) o Professional Development o Professional Activities o Back-Dated Services o Monthly Service Report 120

121 Reports: Standard Reports Percent Served To run a Percent Served report, select Percent Served from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select the School, Start Date, End Date, and Output type. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

122 After the database runs the report, a pop-up window will appear. o You will have the option of either opening the report or saving it directly to your computer. o After you choose to either Open or Save the report, click OK

123 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

124 Reports: Standard Reports Student Service To run a Student Service report, select Student Service from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select the School, Enrollment Status, Gender, Hispanic/Latino, Race, Grade, Service Dates, and Output type. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the Service Subset in the report, click the Show Service Subset box. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

125 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

126 Reports: Standard Reports Family Service To run a Family Service report, select Family Service from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select the School, Enrollment Status, Gender, Hispanic/Latino, Race, Grade, Service Dates, and Output type. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the Service Subset in the report, click the Show Service Subset box. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

127 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

128 Reports: Standard Reports CFNC Accounts To run a CFNC Accounts report, select CFNC from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select the School. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

129 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

130 Reports: Standard Reports GEAR UP Pledge To run a GEAR UP Pledge report, select GU Pledge from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select the School. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

131 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

132 Reports: Standard Reports Professional Development To run a Professional Development report, select Professional Development from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select Service Dates. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

133 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

134 Reports: Standard Reports Professional Development Activities To run a Professional Development Activities report, select Professional Activities from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select Service Dates. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

135 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

136 Reports: Standard Reports Back-Dated Services Back-Dated Services Report is a report that pulls any services that have been entered two months or more from the date the service was rendered i.e. if you enter a service into the database on March 1, 2012 for a service that occurred on January 1, 2012, those services would appear on the Back-Dated Services Report. To run a GEAR UP Back-Dated Services report, select Back-Dated Services Report from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select Service Dates. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

137 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

138 Reports: Standard Reports Monthly Service To run a GEAR UP Monthly Service report, select Monthly Service Report from the Reports button under Standard Reports. A set of filters will appear. o From the filters, select Service Dates. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report

139 If you click Open, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

140 Reports: Custom Reports To run a custom report, click on the Reports tab. The sub-tabs for the Reports tab will then appear. Select the Custom Reports sub-tab. A list of filters will appear to allow you to run a custom report. o Note: All of these filters will not be available for every custom report. You will be able to run the following custom reports: o Student o Group o Service o Professional Development o Academic 140

141 Reports: Custom Reports Student To run a Student report, select Student from the Report Types field found on the Reports tab under Custom Reports (the database will automatically default to Student). A set of filters will appear. o From the filters, select the School, Grade, Hispanic/Latino, Race, Gender, Enrollment Status, CFNC, GU Pledge, and 21 st Century. Once you have selected your filters, click Get Report

142 The report generated will provide a list of students who met the filter criteria. You will have the option to save the report as either a Microsoft Excel file or a PDF

143 To export the data to an Excel file, click the Excel button. A pop-up window will appear. o You will have the option of either opening the report or saving it directly to your computer. o After you chose to either Open or Save the report, click OK

144 If you click Open, the report will open as a Microsoft Excel file. o The report will open as a read only file. To edit the report, you must save the data using a different file name. o You can also print and save the report after it opens. o Once the report is opened as an Excel file, you can edit the data to meet your needs. For example, you can add lines next to the student names to create a sign-in sheet. Note: If you use the report to generate a sign-in sheet, it is highly suggested that you remove the Ethnicity data. o The report will also contain a statement indicating the report is confidential. It is important to remember that the custom reports contain student names and not aggregate numbers and are, therefore, extremely confidential

145 To export the data to a PDF file, click the PDF button. A pop-up window will appear. o You will have the option of either opening the report or saving it directly to your computer. o After you chose to either Open or Save the report, click OK

146 If you click Open, the report will open as a PDF file. o You can also print and save the report after it opens. o The report will also contain a watermark that states the report is confidential. It is important to remember that the custom reports, contain student names and not aggregate numbers and are, therefore, extremely confidential

147 Reports: Custom Reports Group To run a Group report, select Group from the Report Types field under the Reports tab in Custom Reports. A set of filters will appear. o From the filters, select the School and Group. Once you have selected your filters, click Get Report. The report generated will provide a list of students who are members of the group selected. You will have the option to save the report as either a Microsoft Excel file or a PDF as described on pages of the training manual

148 Reports: Custom Reports Service To run a Service report, select Service from the Reports tab under Custom Reports. A set of filters will appear. o From the filters, select the School, Grade, Audience, Enrollment Status, Service Dates, Service, Service Subset, Race, Hispanic/Latino, Gender, Number of Services, GEAR UP Measure, CFNC Account, GEAR UP Pledge, and 21 st Century Certificate. o If you select the Number of Services button as a filter, you must select either All, equals (=), greater than (>), or less than (<), and enter the number. Once you have selected your filters, click Get Report

149 The report generated will provide a list of students who met the filter criteria. You will have the option to save the report as either a Microsoft Excel file or a PDF as described on pages of the training manual

150 Reports: Custom Reports Professional Development To run a Professional Development report, select Professional Development from the Reports tab under Custom Reports. A set of filters will appear. o From the filters, select the Work Location, Position Type, Status (Active or Inactive), Service Dates, and Activity. Once you have selected your filters, click Get Report. The report generated will provide a list of professionals who met the filter criteria. You will have the option to save the report as either a Microsoft Excel file or a PDF as described on pages of the training manual

151 Reports: Custom Reports Academic To run an Academic report, select Academic from the Reports tab under Custom Reports. A set of 28 filters will appear. Once you have selected your filters, click Get Report. The report generated will provide a list of students who met the filter criteria. You will have the option to save the report as either a Microsoft Excel file or a PDF as described on pages of the training manual. This report is the most confidential. Please save all files in a secure place. Please file all printed documents in a locked file cabinet

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154 Reports: Assessment Reports Standard To run a standard assessment report, click on the Reports tab. The sub-tabs for the Reports tab will then appear. Select the Assessment Reports Standard sub-tab. A list of filters will appear to allow you to run a standard report. o Note: All of these filters will not be available for every standard report. You will be able to run the following standard reports: o NCCKI Report (North Carolina College Knowledge Inventory) 154

155 Reports: Assessment Reports Standard NCCKI (North Carolina College Knowledge Inventory) To run a NCCKI report, select NCCKI from the Reports tab under Assessment Reports Standard. A set of filters will appear. o From the filters, select the School, Academic Year, and Assent. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. o To show the EDUmetric logo on your report, click the Show Header Logo box. Once you have selected your filters, click Get Report. To get more information on the NCCKI, see: or the GEAR UP NC Website 155

156 If you click Get Report, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens. o Note: This report will be multiple pages long

157 Reports: Assessment Reports Custom To run a custom assessment report, click on the Reports tab. The sub-tabs for the Reports tab will then appear. Select the Assessment Reports Custom sub-tab. A list of filters will appear to allow you to run a custom assessment report. You will be able to run the following custom assessment report: o NCCKI Report (North Carolina College Knowledge Inventory) 157

158 Reports: Assessment Reports Custom NCCKI (North Carolina College Knowledge Inventory) To run a NCCKI report, select NCCKI from the Reports tab under Assessment Reports Custom. A set of filters will appear. o From the filters, select the School, Grade, Ethnicity, Gender, Enrollment Status, Assessment (NCCKI), Academic Year, Academic Year Inclusion, and Assent. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. Once you have selected your filters, click Get Report. To get more information on the NCCKI, see: or the GEAR UP NC Website 158

159 The report generated will provide a list of students who met the filter criteria. You will have the option to save the report as either a Microsoft Excel file or a PDF as described on pages of the training manual

160 Reports: National Student Clearinghouse To run a National Student Clearinghouse (NSC), click on the Reports tab. The sub-tabs for the Reports tab will then appear. Select the National Student Clearinghouse sub-tab. You will be able to run the following National Student Clearinghouse reports: o NSC Detail Report o NSC Aggregate Report Note: GEAR UP In North Carolina runs students through the National Student Clearinghouse based on Last Name, First Name, and Date of Birth. GEAR UP in North Carolina does not collect social security numbers to collect college enrollment, college retention, and college success data. This means that the National Student Clearinghouse results may not be 100% accurate. Also, the accuracy of the reports is dependent on the colleges that participate with the National Student Clearinghouse. To get more information on the National Student Clearinghouse see:

161 Reports: National Student Clearinghouse NSC Detail Report To run a NSC Detail Report, select NSC Detail Report from the Reports tab under National Student Clearinghouse. A set of filters will appear. o From the filters, select the High School, Enrollment Status (College Enrollment Status), Batch, and Output. o To show the EDUmetric logo on your report, click the Show Header Logo box. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. Batch: You will be required to select a Batch. This is linked to the academic year. Once you have selected your filters, click Get Report

162 If you click Get Report, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens. o Note: This report will be multiple pages long

163 Reports: National Student Clearinghouse NSC Aggregate Report To run a NSC Aggregate Report, select NSC Aggregate Report from the Reports tab under National Student Clearinghouse. A set of filters will appear. o From the filters, select the High School, Batch, and Output. o To show the EDUmetric logo on your report, click the Show Header Logo box. o Reports can be viewed, exported, or saved as PDF or Microsoft Excel files. Batch: You will be required to select a Batch. This is linked to the academic year. Once you have selected your filters, click Get Report

164 If you click Get Report, the report will open as a PDF or Microsoft Excel file (see PDF version below). o You can also print and save the report after it opens

165 User Profile To edit your user information, click on the User Profile tab. A set of filters will appear. From the filters, select the Last Name, First Name, , or Security Role. Click Search. Your user information will appear

166 Click on the Edit button on the right side of the screen. o A new window with your user information will appear. In this new window you can edit your user information. o You can change the Password, User Name, Last Name, First Name, , and Phone. Once you have completed the edits, click the Save button

167 You will receive a message that the user information was successfully updated

168 Documents To view documents related to the database, click on the Documents tab. o The sub-tabs that appear are All GEAR UP Documents, GEAR UP NC Documents, and FAQ. o Note: Each user will be able to see documents that pertain to their grant on the second sub-tab. To open a document, click on the link listed in the File column. o The document will open within the web browser in a new window. You can print or save the document to your computer

169 To view documents, click on the GEAR UP NC tab. To open a document, click on the link listed in the File column. o The document will open within the web browser in a new window. You can print or save the document to your computer. o Note: You can also view GEAR UP NC documents at

170 Frequently Asked Questions To view some frequently asked questions and their answers, click on the Documents and the FAQ sub-tab tab. The list contains questions and answers about various database topics. o If you have additional questions, contact your database administrator at the GEAR UP NC State Office. o Note: You can also view GEAR UP NC documents at

171 Log Out Please remember to log out when you are finished using the database. o You will be returned to the initial Log In page. o You will automatically be logged out of the database after fifty-five minutes of database inactivity. At that time you will receive a warning due to inactivity and can continue activity or be logged out