South Carolina. Virtual School Program. Adult Education Programs. Quick Reference Guide

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1 South Carolina Virtual School Program in Adult Education Programs Quick Reference Guide

2 Table of Contents HOW TO ENROLL AN ADULT EDUCATION STUDENT IN THE SCVSP... 3 CREATING A STUDENT VSA ACCOUNT-DIRECTIONS FOR STUDENTS... 4 STUDENT PREVIOUSLY REGISTERED WITH SCVSP IN TRADITIONAL HIGH SCHOOL... 6 HOW TO REQUEST SCVSP COURSES... 8 SCVSP CREDIT RECOVERY (CR) COURSES... 9 HOW TO APPROVE SCVSP COURSES FOR STUDENTS HOW TO VIEW PROGRESS REPORTS IN VSA HOW TO CHECK STUDENT CONTACT HOURS IN SCVSP COURSES HOW TO DROP STUDENTS FROM SCVSP COURSES PROCEDURES FOR ADMINISTERING COLLEGE PREP (CP) COURSE FINAL EXAMS END-OF-COURSE EXAMINATION PROGRAM PROCEDURES HOW TO OBTAIN AN OFFICIAL TRANSCRIPT (FINAL GRADE REPORT) USA TEST PREP: INSTRUCTIONS FOR HSAP REVIEW HSAP REVIEW REGISTRATION LOGGING INTO IN USA TESTPREP SUGGESTED USE OF HSAP REVIEW CHECKING SEAT TIME IN USA TESTPREP SHMOOP: INSTRUCTIONS FOR TEST PREPARATION COURSE FIGURE 10- SHMOOP/USA TEST PREP INSTRUCTION SCVSP IN ADULT EDUCATION PROGRAMS-IMPORTANT REMINDERS IMPORTANT COMMUNICATION TIPS FOR STUDENTS... 26

3 How to Enroll an Adult Education Student in the SCVSP Reminder: The student and/or the Sponsor may provide the internet access needed to enroll and participate in SCVSP courses. An ipad can be used; however, since an ipad does not run Flash content, there may be some instances where students will need to access content requiring Flash on another computer. While the courses are not Flash intense, the teacher of each course would be the best one to address the content and how much requires access to Flash. SCVSP suggests the student ask the question to the teacher of the course during the first few days. There are several steps to enrolling a student in a SCVSP course. 1. Give the student an idea of how virtual courses work make sure he/she understands the demands and expectations of an online course. Give him/her the SCVSP FAQ (Available at and go over the expectations of your contract. 2. NOTICE: The SCVSP legislation has recently been amended to lift the credit limitations placed on students. There are now no limits on the number of credits that a student may earn toward a high school diploma through the program. 3. The student must create a VSA (Virtual School Administrator) account, take the Technology Assessment, and request the course in his/her VSA account. The SCVSP asks that all students take the Technology Assessment. 4. Students can access the Technology Assessment, through the SCVSP website ( Under the STUDENT tab, click TECHNOLOGY ASSESSMENT. Students will be asked to provide the following information. Name: Please put your first and last name. ID: This is your VSA username. This is the student's address. The student s results will display immediately on the screen after completing the assessment. Instruct the student to print the results and provide a copy of the grade to his/her VLC. 5. Once the student registers in VSA and selects a course, you (the VLC) must login to VSA and approve the student s course request to complete registration. 6. When the course starts, the student will receive an introductory (sent through VSA, not an external ) from his/her virtual teacher with information on how to access the course. It is at this point that you should do an orientation to Moodle. (Information and tutorials on both are available on the SCVSP s website). As the course start date draws near, students should login to VSA and check their messages for important information from the teacher and SCVSP administrators. 3

4 Creating a Student VSA Account-Directions for Students The first step is to go to Students tab, Apply Here. The entire application is online. Please note: It is strongly recommended by the SCVSP that the student create his or her own account, rather than the VLC creating the account for the student. 1. After clicking Apply Here, the student is taken to the VSA account creation page. 2. The student should enter his/her SUNS ID, which for Adult Education students should be the initials AE and the last four digits of their social security number. For example, an Adult Ed student would enter AE1234 as the SUNS number. 3. The student should enter all demographic and contact information. The student should be aware that SCVSP teachers rely on this information in order to communicate with students. Ideally, a student should enter at least one backup telephone number where he/she can be reached. If the student s contact information ever changes, he/she should contact the SCVSP teacher for assistance in updating contact information. 4. The student should then enter his/her school information. It is vitally important that the student use the drop-down menus in VSA to associate with a school site. If the student does not use the drop-down menus, the student will not be affiliated with the school site in the system. The student should use the defaults US Student, then South Carolina for the state, then Adult Ed for the District. After selecting Adult Ed as the district, the student will be able to select the correct school site. Please note: if the school site is not listed in the drop down menu, the site should contact the SCVSP immediately. DO NOT use the My Physical School is Not Listed button. 5. After this step, the student s SCVSP username and password will be displayed on the screen. VERY IMPORTANT: The student should write down this username and password in a secure place and not lose it. If the student does not have his/her username and/or password, he/she may recover the information by following the steps listed below. PLEASE NOTE: The SCVSP Password Recovery process sends an automated to the student's address on file. There is a known issue with aol.com accounts not displaying this to the recipient. We have verified that our system is sending the . If you have an aol.com address, we recommend that you instead create a free web-based account to use with the SCVSP. Free programs include gmail.com, hotmail.com and yahoo.com, among others. Call or login to LiveChat to update the address that you have on file. The LiveChat logo will be illuminated if an assistant is available to chat with you. 4

5 If you have ever registered with SCVSP before, the fastest way to recover your username and password is: a. Add the address to your "Contacts" or "Safe" list in your program. Note: If you do not receive the and your address is correct in your account, please check your 'Junk' folder for any spam filter you may be using. b. Go to VSA and click on the FORGOT YOUR PASSWORD? button (located under the LOGIN area). c. On the next page click on the blue link FORGOT YOUR USERNAME OR PASSWORD? d. Enter the information at the prompts as needed and click on the appropriate RECOVER button. e. An automated containing your password will be sent to the address on file in your record within 15 minutes. f. If you need further assistance with your username and password please login to LiveChat and request assistance. The LiveChat logo will be illuminated if an assistant is available to chat with you. LiveChat is the best and fastest method to get help with your password. 6. The student may change their VSA password to something easier to remember by logging into their VSA account, going to Student Records and making the change under STUDENT PROFILE. WHEN A PASSWORD IS CHANGED IN VSA IT MAY TAKE HOURS TO BE UPDATED IN MOODLE, during this time, the student will not be able to access the classroom. 7. Click the Continue Admission button. 8. The student should read the first screen regarding privacy policies. 9. The student must then enter guardian information. This process is required even for Adult Ed students. Adult students may enter themselves as the guardian. 10. After completing the guardian contact information, click Continue Admission. 11. The student will then update his/her Academic Profile information. An exact GPA is not important. 12. The student should click Continue Admission and will click through the I Agree screens. These are very important for the student to read carefully, as he/she is bound by these SCVSP policies. 13. The student is then ready to request courses. 5

6 Student Previously Registered with SCVSP in Traditional High School 1. The student will need to access his/her original account. It is VERY important that the student not attempt to create a new account. Duplicate accounts cause confusion and problems with the system. 2. If the student no longer has his/her login information and/or has a different than previously used, he/she should contact SCVSP Student Services by phone at or through Live Chat. Please note: the account will *only* be updated after the student s identity has been verified. After the address on the account has been updated, the student may follow the instructions on the previous page to recover his/her log in information (#5, p.4 & 5). 3. The student should login to the account at 4. The student will see the following screen: Figure 1-VSA Dashboard 6

7 5. The student should click on Student Records, then select Academic Profile. The following screen will appear. The student must use the drop down menus to select US Student, South Carolina, and District. The student must select Adult Ed as the District. After selecting Adult Ed as the District, the list of Adult Ed sites will appear and the student can choose your school site. They should then click Save at the bottom of the screen. The student will now be affiliated with your school and you will be able to see his/her previous history with the SCVSP from traditional high school as well as current course requests, grades, etc. Figure 2-VSA Academic Profile 7

8 How to Request SCVSP Courses 1. The student should go to and click on Students, VSA Login. They will be taken to the following screen, in which they should enter their username and password and then click the Request New Courses menu item on the left side of the page. Figure 3-VSA Login 2. After clicking the Request New Courses menu item, the student will be taken to a page titled Important Course Request Information. The student should read this information carefully, as it contains information he/she needs to be aware of when taking an SCVSP course. 3. After reading the information, the student should click the button I have read and understand at the bottom of the page. 4. Students will then complete the course request process by completing the Course Selection Form and then selecting the subject area of the course he/she wants to take. To select a course, a student should click the Select button on the left side of the page next to the course he/she wishes to take. 5. After selecting a course, the student will have the option to request additional courses. 6. The student will complete a brief survey for each selected course. Please note that at the time of this document s publication, students are directed to choose a start date and a length of time (weeks) for each course. However, SCVSP courses have set start and end dates, so the information entered in these fields by the student is moot. 7. When finished, the Course Form Confirmation will appear. Click the print friendly button to print the document. Give the document to your Virtual Learning Coordinator. 8

9 SCVSP Credit Recovery (CR) Courses SCVSP credit recovery (CR) courses are review courses that give students the opportunity to recover content for courses that they have failed. Unlike SCVSP initial credit courses, students enrolled in credit recovery will not complete a separate orientation course prior to their activation date; they will complete an orientation in their credit recovery course once their enrollment begins. The student requests a course through the normal registration process. The instructor will receive the student s information when registration is complete. The student, parent/guardian and instructor will speak on the phone to confirm the enrollment and start date. This call is required for activation. The instructor will activate the student in the course the Monday after the call. The student will complete assignments weekly according to the pacing guide. CR courses are review courses; therefore, completion is determined by successful review of all standards-based skills for a course. In addition, students will have a cumulative test, but they will not be required to take the cumulative test in a proctored setting. In other words, there are no final exams in CR courses. Students will be complete when they have successfully completed all units and earned 70 or more course total points (70 or above). When this is done, the SCVSP will finalize the course grade in VSA. The sponsoring school will then login to their VSA account to see the course grade and print a final grade report. CR course total points may not be the same as the grade a school awards the student on his/her transcript. CR grading policies vary among districts; however, all schools issue grades in compliance with SCDE regulations and the SC Uniform Grading Policy. For the Fall and Winter enrollment sessions, course registration for credit recovery courses opens on August 19, 2013 and will remain open till June 16, Students may begin registering for credit recovery courses any time during this window. Registration for credit recovery courses will be on a "Rolling Enrollment" basis for the Fall and Winter enrollment sessions. That means students may register at any time, but will begin work the Monday after they complete a Welcome Call with their teacher. Teachers will send their contact information to students in VSA. Students will be enrolled on Mondays EXCEPT on the following dates, which are either state holidays or blackout dates: September 2, 2013; November 11 and 25, 2013; December 23 and 30, 2013 January 20, 2014; February 17, 2014; May 26, 2014; June 23 and 30, 2014; July 7, 14, 21, and 28, 2014; August 4 and 11, 2014 For the Summer enrollment session, credit recovery registration will follow the same registration/begin/end dates as the regular summer enrollment session. (see Dates and Deadlines Matrix) 9

10 How to Approve SCVSP Courses for Students 1. Go to and click the green button on the right side of the page, Login here. This will take you to VSA. Enter your username and password. 2. Read any unread messages in VSA. 3. To approve students, click in the boxes that say Guidance Approval and Parent/Guardian Approval. Then click the button that says Update Guidance/Parent Guardian Approvals. 4. The student will disappear from your screen after you have made both approvals. Once both approvals are made, the course request is complete and will be received by the SCVSP. Figure 4-Guidance Dashboard for Approvals 10

11 5. Students are placed in classes as scheduled by the SCVSP. To check your students placement status, you can look them up by doing a user search to find an individual student. Just type the student s name in the user search box on the left hand side of the page and click enter. The following screen will appear. You can see the student s status as indicated by the circled area on the figure below. You can also see the date the course was requested and approved as indicated by the red arrows. A key to understand each status is indicated in Figure 9. Figure 5-Student Account in VSA 6. To see the status of a group of students, use the Reports tool in VSA. A. Click the blue Reports button on the left side of the page. Figure 6-Reports Feature 11

12 B. You will see the following options. Click on VS Student Details: Figure 7-VSA Report Options C. After clicking on VS Student Details, the following screen will appear: Figure 8-VSA Report Filters Virtual School Student Details (page 13). Filter for the correct school year. Select the student statuses that you wish to view (see Figure 9-SCVSP Enrollment Status Key.) Click Generate Report and you will be able to pull up an Excel spreadsheet of your students. You can then filter the Excel spreadsheet to suit your needs. See next page: 12

13 Figure 8-VSA Report Filters 13

14 Figure 9- SCVSP Enrollment Status Key NOTE: Newer version of this chart can be seen at: pdf 14

15 How to View Progress Reports in VSA 1. Go to and click the green button on the right side of the page, Login here. This will take you to VSA. Enter your username and password. 2. Search for the student by last name in the upper left hand side. 3. Click on the student s name in the list of search results. 4. At the top of the page, click on the blue button labeled View Progress Reports to display the reports for the student. 5. This will list dates for reports, percent complete, grades, etc. 6. Progress reports are completed by the teacher on the 1st and 15th of each month and will be available any time after those dates. How to Check Student Contact Hours in SCVSP Courses 1. For the purposes of NRS reporting, all SCVSP courses are considered distance education. Students receiving these distance education services are classified as distance learners if more than 50% of their contact hours are spent learning at a distance from their teacher. These proxy contact hours of time spent on distance learning activities must be reported as distance learning hours. 2. The SCVSP uses the Moodle LMS (Learning Management System) to offer courses. The non-credit HSAP review courses are now offered through USA Test Prep. Please see p.26 for instructions on accessing USA Test Prep hours. 3. Moodle courses do not record student time on task. SCVSP teachers have assigned minimum proxy hours spent on coursework according to the final grade the student receives in the course; however, if the student completes the course at the adult education site, additional proxy hours may be verified by attendance rosters. The VLC should use the following guidelines for reporting minimum proxy contact hours and then add other proxy hours as directed: Grade Full Credit Half Credit A 150 hours 75 hours B 120 hours 60 hours C 90 hours 45 hours D 60 hours 30 hours F 30 hours 15 hours WF Assign hours equivalent to grade of F if no other count of hours is available W Determine through student interview number of hours spent on course(s) 15

16 How to Drop Students from SCVSP Courses It is the VLC s responsibility to drop a student from a course using the official Student Withdraw/Drop Form found on the SCVSP website. Be sure to choose Adult Ed as the District in the drop down menu. The adult ed program may or may not be listed as a school; if it is not, check the box that says School Not Listed. The drop form is located at under Sponsors, Forms, Withdraw/Drop form. Adult Ed students will have the same grace period as all SCVSP students. This grace period is 20 school days (weekends not included) from the start date of the course. Adult Ed students should monitor the SCVSP Dates and Deadlines Matrix on the website for the last day to Withdraw No Grade. Adult Ed students should work consistently during the first 20 days of class and meet all deadlines to avoid being withdrawn by the SCVSP teacher for nonparticipation. This deadline will allow Adult Ed students to quickly make a determination whether the SCVSP course will work effectively for them. Inactive students should be dropped at any time it is apparent the student will not finish the course; however, after the 20-day grace period, the student will receive the grade he/she has earned in the course, or if only a short period of time has passed, the grade may be Withdrawn Failing (WF). Each adult education program must check with its school district to determine what grade value is assigned to WF, and once determined, that grade must be placed on the student transcript. SCVSP students permanent records will be reviewed during Office of Adult Education monitoring visits to ensure that any grades including F and WF - received in SCVSP courses have been added to the students transcripts. 16

17 Procedures for Administering College Prep (CP) Course Final Exams Final Exams for SCVSP students will be given according to the Dates and Deadlines for each enrollment session. To ensure that you meet the requirement for administering final exams to your students, please follow these procedures: 1. Set a time and location for students to take their SCVSP final exams on the date specified in the Dates and Deadlines for each enrollment session. 2. Arrange for someone to proctor the exams. If there are more than a few students taking exams at any one time, it may be very helpful to have an additional person in the room to help monitor the students. As a reminder, the designated proctor must be a South Carolina-certified teacher, counselor or administrator; however, the assistant does not have to be certified. 3. Prior to the exam, access the final exam password report in your VSA account which will allow you to generate a list of your active students, final exam passwords, and content-specific instructions, if there are any. Here are the steps to generate the Final Exam Passwords through VSA: Log into your VSA account On the left side of the page, click the REPORT tab Under Enrollment Reports, click VS STUDENT EXAM PASSWORD Change the School Year to (Choose school year for June start world language courses). Select ACTIVE Enrollment Status Click GENERATE REPORT The information will be populated in an excel spreadsheet; you will find the exam passwords in the far right column. The following link will take you to a Jing video explaining how to pull this report: 4. On exam day, the counselor will need to key in the password for the student. PLEASE DO NOT GIVE THE STUDENT THE EXAM PASSWORD. Also, you will need to provide students with the following information: proctor s full name, address, and phone number. Students will be responsible for entering this information as the last three questions on the exam in order to receive credit for the exam. 17

18 End-of-Course Examination Program Procedures Students enrolled in an End-of-Course Examination Program (EOCEP) course (Algebra 1/Math for the Technologies 2, English 1, Biology 1/Applied Biology 2, and U.S. History and Constitution) will take the EOCEP exam instead of an SCVSP final exam. The EOCEP exam should be taken as soon as possible after the completion of the SCVSP courses. VLCs should work with their district testing coordinators to arrange for the administration of the EOCEP exams. Students should code their exams as SCVSP students so that the scores will be reported to the SCVSP rather than the students home schools. For instructions on how to properly code the EOCEP exam, click here or go to Questions about these important coding requirements should be directed to Tiffany Holman, Student Services Coordinator, at or After each administration, the SCVSP, not the VLCs, will access the exam scores and average them with each student s other grades to determine a final course average. As a reminder, the EOCEP exam grade counts 20% of the final course grade. The teachers will enter the final course grades into VSA for you to access via an official transcript. 18

19 How to Obtain an Official Transcript (Final Grade Report) 1. Go to and click the green button on the right side of the page, Login here. This will take you to VSA. Enter your username and password. 2. Once logged in, click on the button labeled "Official Documents" on the left hand side. 3. On the first page you will see displayed all of the new transcripts that have been submitted. Note: Transcripts are not available until the teacher has finalized the grade report in VSA. If you are unable to view a transcript in the Official Document area, please check back as the grade may not have been finalized by the instructor. The Official Transcript is called a Final Grade Report. Please see an example on the next page. 19

20 Figure 11- SCVSP Final Grade Report 20

21 USA TEST PREP: Instructions for HSAP Review The USA Test Prep HSAP Review curriculum is available to all adult education students through enrollment in SCVSP. Does not require TABE Reading score of 9.0 Does not require a student contract New students added every Tuesday Once enrolled, a student can continue working on the curriculum until he/she no longer needs it. The student will not be dropped until you let SCVSP know to do so. HSAP Review Registration 1. Register students for HSAP Review in VSA as you would a traditional course. (Refer to page 8 for instruction on how to request course) When selecting the course, the student must select TEST PREPARATION as the SUBJECT and HSAP REVIEW as the course. 2. The address for the student must be unique to the student. Sign on instructions are sent to the address listed in VSA. USA TestPrep does not allow duplicate addresses. 3. Once all approvals are made the student s status will change to Awaiting Classroom Availability. This is the last status HSAP Students will have They will NEVER be activated because HSAP is not a course for a Carnegie Unit. 4. On the following Tuesday at noon, all students who were registered in the previous week from 12:00PM the previous Tuesday onward will be rolled into USA TestPrep and may begin work. Access to the HSAP curriculum is gained through the USA Test Prep Login ed to the address listed in the students VSA account. Logging into in USA TestPrep 1. Login to USA TestPrep at 2. School ID is virtualhssc 3. Username is last name first name, all one word, all lower case. Ex. Doejohn 4. Password is last name first name, all one word, all lower case. Ex. Doejohn 5. If a student has hyphens or spaces in their last name these will NOT appear in the Username and Password so John de la Cruz would be delacruzjohn 21

22 Suggested Use of HSAP Review HSAP Review provides several study options for review and is generally unstructured, allowing the students to work on individual indicators; however, a structure may be provided by utilizing tests and activities within USA TestPrep. One potential option, and one which has worked well in the past, is: 1. Have the student go to the HSAP Tests tab at the top of the page. 2. Select the test they wish to review. 3. They will have the option of Short, Medium, Long, and Full tests. Attempt the short test and get feedback. 4. Once the student sees which areas they need to work on, do units for those indicators under the Review, Games, and Video tabs on the HSAP Tests page. 5. Once they have reviewed these, they may either move on to the Medium test and see if the same indicators are missed. They would continue doing this until they completed the Full test. Checking Seat Time in USA TestPrep 1. USA TestPrep does not provide a detailed report for multiple users. To check seat time the student will need to log in. On the student s front page, the seat time will be recorded. 2. Each student s activity is recorded as logins and hours. These are recorded as time on task, NOT time logged into the system. So a student could login and just sit there for two hours and their time would not change because they have not been doing any work. 22

23 SHMOOP: Instructions for Test Preparation Course To access a Shmoop review, follow these steps: 1. In order to complete the registration, you will need a "magic word." Click here to request the "magic word" for South Carolina Shmoop. Or go to 2. Create a free Shmoop account. Fill out your username and password. This is a username and password that you create. Go here to complete the registration: 3. Important: All students, enter your first name and last name You will also need to enter the Magic Word on the sign up page. 4. You re good to go From now on, you can just go directly to shmoop.com and click the login link in the top right corner. -Continued on next page- 23

24 Figure 10- SHMOOP/USA TEST PREP INSTRUCTION 24

25 SCVSP in Adult Education Programs-Important Reminders 1. Each adult education program serves as a sponsor and is assigned ONE administrative log-in. While the password for this account may be changed, the log-in for the account should remain the same. If assistance is needed with the Administrator log-in, please contact the SCVSP Administrative Assistant. 2. When a new VLC is hired, his/her contact information should be ed to Terry Phillips so the information can be changed on the administrative account. 3. When logged-on as Administrators, the Virtual Learning Coordinators must register as Guidance Counselors. Students will then select the Guidance Counselor (VLC) in order to be included in on VSA. 4. Other teachers may be added as counselors, but the VLC should maintain oversight of which students are being approved for virtual courses to assure that those students are good potential virtual learners. 5. Even if a program is NOT participating in SCVSP, VLCs should log-in to VSA on at least once a month to check for SCVSP updates. Messages will be on the dashboard after logging in. 6. If students reset their passwords, they cannot use underscore. It is also important that students know that when their password is reset in VSA it will also automatically change their password in Moodle if they are taking a Moodle course. 7. Course availability is posted on the elearning website at under the Course Information tab. All courses are available on a first-come, first-served basis with seniors as the first priority (based on fully completed registrations including online course requests and both guardian and guidance approvals being complete.) 8. Students may need long-distance telephone access to contact teachers. SCVSP Instructors have several methods of keeping in touch with students. While through VSA is the primary form of communication, teachers are also available by telephone. 9. Communication is an essential part of the SCVSP and requires commitment from the student. Below are some communication tips that should be shared with students to keep them on the right track: 25

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