Harmony High School Teacher Training

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1 Harmony High School Teacher Training

2 Harmony High School Teacher Training 2 Logging into Harmony Harmony High School Teacher Training 1. Harmony is started by double clicking on the Harmony icon. 2. Harmony can also be started by selecting Start > Programs > Lotus Applications > Lotus Notes. 3. Once you have launched the Notes application you will be prompted to select your user name. 4. If your name is not the one listed, select Other and choose your id file from the list. 5. At this point you will be taken to Harmony. Basics of the screen Navigator- Left side of the screen. Click on the appropriate link to go to that area View- Main portion of the screen. Listing of documents to display May double-click or press Enter on any document to open it Action Bar- Blue bar across the top Contains buttons that perform actions Where all actions are performed from Common Actions 1. Edit Click Edit to put document in Edit mode. You will see gray field indicators when it is in Edit mode. You can double-click on document, use the Edit icon, or use Control+E to put in Edit mode. 2. Save Click Save to save the changes you have made. You can use the Save icon or Control+S to save. If you close without saving, it will prompt you to save. 3. Print Use the Print button, File Print, or Control+P to print. Choose Selected Documents to print each document and choose Selected View to print the view. 4. Close Closes the document. You can use ESC key to close. 5. Triangle Toggle Categories in the view that have more than one document will have a triangle toggle beside them. If the triangle is pointing down, you will see the documents in that category. If the triangle is pointing toward the category you will see only the category names. 6. Collapsing Views To collapse a view and see only category names, use Shift or click the icon.

3 Harmony High School Teacher Training 3 7. Expanding Views To expand a view and see all documents in the category, use Shift + or click the icon. 8. Searching All views are sorted by their first column. To search for a document begin typing and a search box will come up. Search by the first column in the view. You can change sort order by clicking columns. 9. Selecting Documents-- To select documents to perform and action on use your mouse and click in the selection margin to the left of the view. You will see a checkmark appear by selected documents. Any action that is performed will then be ran on all selected documents. To deselect a document you may click in the selection margin again. a. Your spacebar may also be used to select documents. b. To select all documents, use Control A or Edit Select All. Student Demographics and School Year 1. Double-click or press Enter on the student to pull up the demographics 2. Use the tabs across the top to find guardian or emergency contact info. 3. Teachers cannot edit information 4. Legal notes appear in red on demographics. Look for finger with a string symbol on main student view. 5. Double-click on school year to find the attendance for the student. Then use buttons to find schedule, progress reports, discipline, transcript, etc. 6. To view the summary for a different school year, open the desired school year and follow the same procedure. Add New Button Discipline Record 1. Choose the date of the discipline infraction. 2. Choose if it is handled in Classroom or Office. 3. Reported by is person who reported the incident. 4. Personnel is person who handled the infraction. 5. Infraction, Location, and Action Taken lists are from Discipline Profile. Contact your office is your choice is not there. 6. For Suspensions, it asks for violation for State report. Absences are made for dates of Out of School Suspensions. 7. Detentions are put on detention calendar. 8. Comment section for details of incident. Parents do not see Comment on web access. They only see if you create a letter or the discipline to them. 9. Use Create Letter button to create a letter. This pulls in details of discipline record and comment. Edit as necessary. 10. Use button to discipline. Also can through Actions Forward if using Lotus Notes Discipline records and letters are displayed under school year. 12. Double-click on records to view or edit them.

4 Harmony High School Teacher Training 4 Letters to Students/Guardians 1. Choose Student or Guardian to create a letter. 2. Pulls address and names in from student demographics. 3. Type body of letter in between red brackets. 4. Select your name as Personnel. 5. Letter will be listed under the student s school year. s to Guardians 1. All s in Guardian demographics will be pulled into Type subject and then body of Use Attach button to attach a file. to Teachers 1. Pulls in all teachers on the student s schedule. Phone Calls 1. Use to record details of phone call. 2. Enter date and time, choose personnel, and type comments. Miscellaneous Entries 1. Use to record other data, such as parent conference. 2. Works just like a phone call. Students by Grade 1. Listing of all student in grade level order. 2. To collapse and see only the category name (Shift -) or collapse icon. 3. To expand and see all documents (Shift +) or expand icon. 4. To select students to perform an action on, click in the selection margin. 5. Click and drag to select several students. Use spacebar to select or Control A to select all. Form Letters 1. Select the students to receive the form letter and go to Create...Form Letter. 2. Choose to address to students, guardians, or both. 3. Choose personnel and approval process. 4. Choose a template or just click okay to create your own letter. 5. Enter the body or edit the template. Use insert field to personalize. 6. You can save the template for further use. 7. Choose if it needs to be included in students records. 8. Letters will then be inbox for printing. Mass s 1. Select the students and go to Create Mass Choose to send to students, guardians, or both.

5 Harmony High School Teacher Training 5 3. Choose personnel and a template if you have one created. 4. Enter the body or edit the template. Use insert field to personalize. 5. Choose a subject and choose to save it for further use. 6. A list will be generated of students without addresses. Use the Create button to create discipline, homework agenda, parent packets, etc., in mass. Classroom View 1. To get to your Classroom, click on the link in the Navigation menu titled, Classroom. This will open a new Classroom Navigator. 2. The first screen you will see is the Grade Book screen. You will see your name listed in the right hand side of the screen. a. If you click on the triangle beside your name, it will expand and you will find a list or your classes/subjects, grade books and assignments for each class (after you have created them). Under your name you will find your class roster, grade books and assignments for each class. b. The grade books contained here are your current grade books only. All grade books from prior grading periods are found under All Grade Books. 3. Your Classroom is where you will take Attendance, enter Grades, and enter Lesson Plans. 4. This view is actually two views combined. In the top part you will see a list of all your current classes, and in the bottom you will see a calendar view with lesson plans. You will only see your own classes and lesson plans, based on the user id you are logged in with. Once again, it is very important to be logged in under the correct id file. 5. You can change how many days are displayed in the calendar section by selecting the number you wish to see in the calendar selection bar, located on the right portion of the calendar screen. 6. Both views on this page work just like all other views, you are simply seeing two views at the same time. 7. If you prefer not to see the lesson plans click the Calendar button in the Action Bar and choose the Hide option. If you want to see the calendar only, choose the Full Page option. Taking attendance for Junior High/High School 1. Click Classroom. 2. Click the triangle beside your name. 3. Select the Class. If you double-click on the class, it will open a class roster. You do not need to double-click on the class. Simply select it so that a black box is seen around it. 4. Click the Absence Report button at the top of the screen.

6 Harmony High School Teacher Training 6 5. You will see a list of all students enrolled in the class with an Absence or Tardy box beside each name. Mark the absent or tardy students. 6. If you have no absences to report, click in the box next to No Absences. 7. If a student has been marked absent by the office staff, they will automatically come up marked absent on your classroom report. 8. Save and close to submit to the office 9. If you have changes to make after you submit attendance, contact the office. Setting Up Grade Books 1. Before entering any assignments for a class, you must create a grade book for that class. This is done by highlighting the class/subject you wish to create a grade book for, and clicking the New Grade Book button at the top of the Classroom view. 2. You will be prompted to answer a set of questions regarding the settings you prefer for your grade book. 3. The term will be determined for you by the System Administrator and the Class you have selected. You can not change the term. If you feel the term is incorrect, please contact your administrator. 4. Select the Grading Period this grade book is for. Your choices will be based on the number of grading periods you have in a semester. 5. Select a Grading Scale from the list that has been entered by the office. Additional grading scales may be added, but they must be entered by the Office. 6. Choose how you wish your grades to be calculated: a. Total points- Add up points earned and divide by points possible b. Percentages by Category- You may enter categories you wish your assignments be divided into. You may then choose what percent of the total grade each category should account for. 7. Enter categories for your assignments (optional). Enter the first category, press Enter, and then enter the next category. Once you have added assignments to your grade book, you will not be able to change your categories. 8. If you selected the Percentages by Category option for figuring your grades, you will need to enter the percent you want each category to account for. a. If you want a category to be counted as 30% of the students grade you should enter 30 not.30. b. Each category must have a corresponding percentage and the total of the percentages must equal 100. c. Press Enter to add percents for each category. 9. Select how you want the Final Grade to be calculated. Your choices will be choices entered by the office. 10. Select if you want the letter grade to appear on the grade book. 11. If you want to be prompted when a student s grade drops below a certain percentage, you may enter the percentage under Send Letters at % change. If you do not wish to use the grade alert letter feature, leave the field blank. If you enter a percentage here, as you enter assignments the

7 Harmony High School Teacher Training 7 computer will notify you if a student's grade drops at least the amount you indicated. 12. Make sure your name is listed in the Author field. If your name is not listed as the Author, please change the name portion to be your first and last name. If you are not the author of the grade book, you will not be allowed to enter assignments! 13. Once you have answered the questions, click Okay. Your grade book will open and the students enrolled in that class are listed in alphabetical order. Entering Assignments/Grades 1. Once you save the grade book, can begin to enter new assignments. As assignments are added, total points will be adjusted appropriately, as well as the percent that each student currently has in the class and the letter grade if appropriate. 2. Grades can be entered by clicking the New Assignment button on the grade book. 3. Enter the name and date of the assignment. 4. Then enter the category of the assignment. If you calculate your grades by Percentages by Category you must enter a category for each assignment. 5. Then select which standards were covered. 6. Choose the number of total points. 7. The Common Score button can be used to give all students the same point value. You can then change the scores for the students that did not receive that score. 8. You can then enter the scores for the students. Use Tab or the down arrow key to move from one student to the next. Enter does NOT take you to the next student. 9. An "E" entered for a grade will indicate an excused assignment that will not be calculated into that student s grade. 10. An "I" entered for a grade in the grade book indicates that the student has a grade of incomplete on the assignment, and that student will be given an incomplete on his/her progress report or report card. The grade book will still calculate the student s grade as if that I were a zero ; however, this grade will not show on the progress report or report card as long as the I is still in the grade book. 11. When you have entered all the scores, click Save and Close. You will be taken back to your Grade Book and the scores you just entered will be displayed for you. Also, you will see the name of the assignment in the legend at the top of the grade book. The Assignment is also listed under the Grade Book page in the Grade Book view. 12. Assignments are stored in the "Classroom" and the All Grade Books views, under the grade book they correspond to. You can open and edit them by double clicking on the assignment in the view. You may also open the assignment by clicking the Notebook Page link in the grade book.

8 Harmony High School Teacher Training 8 Directly Entering Grades 1. You may also enter grades directly on the Grade Book. To do this, you can place your cursor in any field and type the score. 2. If you are entering a score for an assignment that has yet to be recorded, you will be prompted when you exit the field to enter the name, category, standards and total points for the assignment. 3. In addition, you can choose to apply the assignment to any other grade books that you have. 4. You can press Tab to go across the grade book and enter several score for one student or you can use the down arrow to enter the scores for all students on one assignment. 5. When you are done entering scores click the Retotal button. You will then see the percentage and corresponding letter grade for each student. Grade Book Tools 1. Arranging Students- Before you enter an assignment, you have the option of rearranging the order of the students on your grade book. To do so, click Tools... Arrange Students. You will be prompted to select the student you wish to move to the bottom of the page. The selected student will move to the bottom and the other students will move up to fill in his/her space. You may do this as many times as you wish to arrange the students as you like. 2. Adding Students- Students that have been added to your class can be added to your grade book by clicking on the "Tools" button and selecting "Add Students". The student will be added in the first available opening. You can decide to add the student alphabetically, to the end of your list, or in a certain spot on your grade book. 3. Removing Students- Students that have been removed from your class can be removed from the grade book by clicking the "Tools" button and selecting "Remove Students". Once a student is removed from the grade book you will not have a record of his/her assignments. For this reason, a student assignment summary will be created. You will then be asked if you want to move the remaining students up to eliminate a blank line. If you select "Yes", the students will all move up a line. If you then need to add a student, he/she will be added to the bottom of the grade book. You must use this feature from the last page of your grade book. 4. Assignment Summary-A grade summary that includes each assignment can be created through the Assignment Summary option. This shows each assignment with the total points possible and the total points the student earned, along with their current grade. These can be created on all students or on just a few students at a time. Then you can choose to display this on the screen or print it out. 5. Voiding Assignments- Assignments can be voided by clicking the "Tools" button and selecting "Void Assignment". Once this button is clicked, you will be prompted for

9 Harmony High School Teacher Training 9 which assignment to void. Once you choose the assignment, it will no longer be calculated in the grades for that class. The assignment will still be listed in the Classroom view, but it will be labeled as a "Voided" assignment. If you wish to not have a void listed, just open the assignment and change the name, date, total points, and student scores to make it a different assignment. 6. Students by Percent- List the students on that grade book in order from highest to lowest percent. You must use this feature from the last page of your grade book. 7. Missing/Incomplete Assignments- This feature will list all students that are missing an assignment (no points have been recorded) or have an incomplete. The page of the grade book, as well as the assignment number of concern will be listed for you. You must use this feature from the last page of your grade book. 8. Missing/Incomplete Assignments to Zero- This feature will turn all I s and blanks on your grade book to 0 and will refigure the student s grades. 9. Attendance Report- This lists of all the absences for that particular class for that grading period. 10. Reduce by Percent-This allows you to reduce a students grade by a certain percentage, based on absences. 11. Score Sheet- This lists all students by STN number along with their current percent and letter grade. 12. Grade Summary- This will show you the grades for each finalized grading period, as well as the semester averages, when appropriate. 13. Changing your Grade Book Settings- You may change the grade book preferences at any time by clicking "Tools" and selecting "Change Preferences". If you change your grading preferences, grading scale, or the method of calculating the grades, then you must add an assignment or edit an existing assignment for the change to take place. 14. Change Grading Scale - You can change the grading scale for a particular student by clicking "Tools" and selecting "Change Grading Scale". You may then select the student you wish to change the scale for and click Ok. You will then be prompted to select the appropriate grading scale. This will change the grading scale only for the selected student and not for the entire class. 15. Create Letter- You may choose a percentage to use as a cut off and a letter will be generated to the guardian of all students that have less than that percent as their grade. You will be prompted to enter the body of the letter. You may use the Insert Field

10 Harmony High School Teacher Training 10 button to customize the letter. Once the letters have been generated you may print them from the Inbox "To be Printed" view. If you use the Print button on the letter, the letter will be marked Printed and will no longer be in the To be Printed view. You must use this feature from the last page of your grade book. 16. Progress Comments- You may select the comments you wish to appear on Progress Reports and Report Cards. The comments you select will stay on the reports until you either change the comment to a different one or remove the comment. 17. Book Numbers-This feature allows you to record the book numbers that you assign to students. 18. Work Ethics/Conduct-This feature allows you to record work ethics and conduct grades. This does need to be customized for your school for it to show on student report cards. Fill Score 1. On the main grade book screen, the Fill Score button that allows you to apply one student s score to everyone in the class. 2. To do this, click on the score you wish to fill and then click the Fill Score button. 3. This score will be applied to the whole class for that particular assignment. You can then change any scores that are different. 4. If you previously had a score entered for a student for that assignment, the score will be overwritten with the Fill Score amount. Multiply 1. The Multiply button on the main grade book screen will allow you to choose an assignment and multiply the scores by a certain number. This will multiply both the student scores and the Total Points possible. 2. To use this, click in the column you wish to multiply scores on and then click the Multiply button. 3. Then enter the value you wish for the points to be multiplied by and click the Retotal button to refigure the students scores. Finalizing your Grade Book 1. At the end of the grading period, once all of the grades have been entered in the grade book and are deemed to be correct, you can finalize your grade book. You can close the grade book by clicking the Finalize Grade Book button in the upper right hand corner of the grade book page. 2. Once this has been completed, the grades will be available for transcripts and report cards.

11 Harmony High School Teacher Training Once a grade book has been finalized it will no longer be listed in the Classroom view. Finalized grade books show up in the All Grade Books view. 4. You may edit assignments after you have finalized your grade book, but you may not add additional assignments. Semester Tests (if appropriate) 1. To enter your semester test scores for report cards click the Semester Test button. 2. Enter your total points and scores as you would for any assignment. 3. If no score should be calculated in the final grade for a student, you should enter E or leave the score blank for that student. The student s final grade will then be calculated without the semester test. 4. When you save the Semester Test you will see the final grades for each grading period, the semester test grade, and the final grade for the class displayed. 5. You may also enter semester tests by creating a new grade book for grading period Test. Then you can enter multiple assignments to be included towards the final. Finalize this grade book as normal. Entering Lesson Plans/Units 1. To enter a new unit, highlight the class and click Enter Unit. The Unit will then be available to select when entering Plans. 2. To enter new plans, highlight the class and click Enter Plan. 3. Choose the unit name, if necessary. 4. Enter Assignment date and name (or select a previous name to use). 5. Select the Standards covered. Click Enter new if it s not there. 6. Objectives, content, and assessment tools are all not required but can be used. 7. Choose whether to include in Homework Agenda and whether to make the plan available to other teachers. 8. Enter description and teacher notes. 9. You can attach files (File Attach) for your use or to include on web access for students. 10. Under Advanced Options, assign the plan to multiple classes by checking the class and choosing the date the lesson will be taught. 11. Use the Repeat Assignment selection to repeat daily, weekly, or monthly. 12. Enter grades directly from plan by clicking the Enter grades button. Assignment name, date, and standards are pulled from the plan. When you save, they are added to your grade book. 13. Lesson plans appear in the calendar section of the Classroom view. The number in front of the plan indicates the period the plan will be taught in. Plans can be opened by double-clicking on them.

12 Harmony High School Teacher Training 12 Progress Reports 1. Go to Classroom Progress Reports and click 1. Create Progress Reports. 2. Select Teacher name and grading period. 3. If progress reports exist, they will be removed and replaced by the new ones. 4. To add comments, click the Add Comments button. Add as many comments as you wish.

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