DC STARS Guide for Secondary School Counselors

Transcription

1 November 2012 DC STARS Guide for Secondary School Counselors 1200 First Street, NE Washington, DC T F

2 Table of Contents OVERVIEW... 3 OBJECTIVES... 3 PARTICIPANT PRE-REQUISITES VIEWING BASIC STUDENT DEMOGRAPHIC INFORMATION ENTERING COUNSELOR ASSIGNMENTS ENTERING 9 TH GRADE START YEAR VIEWING ADMISSION WITHDRAWAL HISTORY VIEWING STANDARDIZED TESTING DATA STUDENT ATTENDANCE DATA VIEWING STUDENT COURSE SELECTIONS SCREEN Adding Courses Dropping a Course from the Student s Schedule Viewing Marks and Schedule Activity CREDIT DETAILS GENERATING THE TRANSCRIPT Run Transcript for the School or Groups of Specific Students Run Transcript for Individual Student STUDENT DIPLOMA SCREEN Current Status Potential Status Future Status Changing Diploma Type Student Service Learning Log District of Columbia Public Schools November 2012 Page 2 of 35

3 Overview The DC STARS Guide for Secondary School Counselors is intended to familiarize the professional school counselor with the major tools and reports in DC STARS to support school counseling functions. Objectives Upon completion of this session participants will be prepared to: View basic student demographic data View and enter relevant student data Generate transcripts Use the diploma as a tool to track student progress toward graduation Identify relevant reports Update course selections Update credit details Participant Pre-requisites DC STARS Overview Training Session District of Columbia Public Schools November 2012 Page 3 of 35

4 1.0 Viewing Basic Student Demographic Information Query the student on the start screen and click the Basic button to view student demographic data. On the Basic Student Demographics screen click the right facing arrow to advance through the screens in the demographic loop. District of Columbia Public Schools November 2012 Page 4 of 35

5 2.0 Entering Counselor Assignments Navigation Path: Start Screen > Hrm Staff Student counselor assignments are entered on the Homeroom and Staff Assignments screen. 1. Click the Hrm Staff button. 2. Click the question mark in the counselor field to assign the student to a counselor. 3. Highlight the counselor s name. 4. Click OK. 5. Click the Save button. District of Columbia Public Schools November 2012 Page 5 of 35

6 3.0 Entering 9 th Grade Start Year The 9 th grade start year is the year in which the student first started 9 th grade regardless of where that first 9 th grade entry took place. 1. Click the Basic button on the Start Screen. 2. Click the Adhoc Fiel button on the Basic Student Demographics screen. District of Columbia Public Schools November 2012 Page 6 of 35

7 3. Select the First Ninth Grade Year field and click the Change button. 4. Select the school year in which the student first entered 9 th grade. 5. Click the Save button District of Columbia Public Schools November 2012 Page 7 of 35

8 4.0 Viewing Admission Withdrawal History The Admission/Withdrawal Maintenance screen displays a student s school admissions and withdrawals. Navigation Path: Main Menu > Change Student > Adm/Wdr Histor An A is displayed in the Admission/Withdrawal Indicator (A/W) field if the student has been admitted, a W is displayed in this field if the student has been withdrawn. In the Description field, you will see either the admission description as previously selected in the Admission Reason field on the Basic Student Demographics screen or the withdrawal description as previously selected on the Withdraw Student screen. In the Admitting School (Admit Sch) field, the school number of the school admitting the student is displayed. The name of the school appears in the Admit School field. The Previous School (Prev Sch) field displays the school number of the school that the student previously attended, if applicable. Similarly the next school that the student will attend, if applicable will display in the Next School (Next Sch) field. The names of the schools for the selected record appear in the Selected Record School Details portion of the screen. District of Columbia Public Schools November 2012 Page 8 of 35

9 5.0 Viewing Standardized Testing Data Navigation Path: Main Menu > Change Student > Standardized Testing > Student Test Scoring Student standardized test information is stored on the Student Standardized Testing screen. District of Columbia Public Schools November 2012 Page 9 of 35

10 6.0 Student Attendance Data Navigation Path: Common View > Student Absences The Period Attendance-Student Absences screen displays current year attendance information. View the total number of authorized, excused, and unexcused, absences and lates. In the detailed list, select either View by Date or View by Class. View by Date displays individual class period absences sorted by date. View by Class displays the dates of absence for each class. Click on Summary to view data in a summarized format with options to sort by Days, Periods or Reasons. District of Columbia Public Schools November 2012 Page 10 of 35

11 Click the Days button to view the total number of full and half days absent, as calculated from the period absences. Click the Periods button to view absences by period. District of Columbia Public Schools November 2012 Page 11 of 35

12 7.0 Viewing Student Course Selections Screen Navigation Path: START Screen > Query the student > Courses button The Student Course Selections screen is where the student s class schedule is viewed or updated. This screen has many features which make it a powerful tool for activities related to student schedules, including adding and dropping courses, viewing course marks and viewing schedule change history. The Student Course Selections screen displays the student s class schedule. District of Columbia Public Schools November 2012 Page 12 of 35

13 7.1 Adding Courses Classes may be added to the student s schedule on the Student Course Selections screen using the Course look up button, the Period look up button or by typing the course and section in the course and section fields. The Simulate and Save buttons must be used after the class is added to the schedule. 1. Choose the desired method to add a course to the student s schedule: 1a.Course button 1b. Period button 1c. Type the course code and section 2. Click Simulate 3. Click the Save button The desired methods are listed below: 1a. Click the Course button to open the school course list. Highlight one row and click Select Current or check multiple course rows by clicking in the Select box to select the course(s) and click Select Checked. District of Columbia Public Schools November 2012 Page 13 of 35

14 1b. Use the Period look up button to choose the course and section in which to place the student. Query all the course sections in the school. Or query just those periods that need to be filled. To query period 4 course sections, enter 4 in the P column and execute the query. All the classes meeting period 4 are returned. Highlight the desired course and click Select Current. Or Click the Select check box and click the Select Checked button. District of Columbia Public Schools November 2012 Page 14 of 35

15 1c. Type the Course code in the Course field, type the course section in the Sec field. After adding the course selections click the Simulate button. Click the Save button. District of Columbia Public Schools November 2012 Page 15 of 35

16 7.2 Dropping a Course from the Student s Schedule 1. Highlight the course to be dropped. 2. Click the Drop 1 button. 3. Click the Save button. 1. To drop multiple courses use the Multi Drop button. Multi Drop Screen 2. Courses available to be dropped display on the left side, under the Available Courses section. Highlight the course. 3. Click the Add button to move selected courses to the Courses to be dropped column. 4. Click the OK button to drop the selected courses and return to the Student Course Selections screen. District of Columbia Public Schools November 2012 Page 16 of 35

17 7.3 Viewing Marks and Schedule Activity 1. Click the Navigate button to view marks and schedule related activity. 2. Click the All Marks button. District of Columbia Public Schools November 2012 Page 17 of 35

18 The Student Mark screen opens. View marks for all semesters, or choose just semester 1 or 2 from the drop down. Keep in mind that the course lengths are not displayed. Read carefully the MP column -- the marking period name. The MK column is the mark earned for that marking period. From the Navigate Page, 1. Click the Activity button to view schedule activity. District of Columbia Public Schools November 2012 Page 18 of 35

19 The Activity Log Student screen opens. The following activities are tracked and viewable: adding a course, dropping a course and changing a course mark. Information included: the school number, the transaction date, the class, the user that made the change, the effective date, and a message describing the change. District of Columbia Public Schools November 2012 Page 19 of 35

20 8.0 Credit Details Navigation Path > Start Screen > Common View > Credit Details DC STARS produces a student transcript and calculates a grade point average for all secondary students based on the information in their current year courses (Student Course Selections) and in their Credit Detail. The student Credit Detail screen is based upon final grades for courses and transferred credits that have been entered at the school. The top portion of the Credit Detail screen lists the student information along with the student s Diploma Type. District of Columbia Public Schools November 2012 Page 20 of 35

21 The middle portion of the screen shows the student s academic history in DC STARS. Double click on one of the column headers to change the sort order of the screen. The buttons at the bottom of the screen allow appropriate personnel to update student credit information. Adding Missing Course Information Students who transfer into a DC STARS school that have courses and final marks from a non- DCPS School must have their academic history entered in the Credit Detail Screen. (Note: The cumulative GPA s and transcript require this information in order to accurately reflect a student s progress and satisfy required diploma requirements.) There are two ways to enter in missing information: 1. Using the Add from Course List button and entering the information on the Credit Details screen, scrolling to the right as needed to enter all required information 2. Using the Detail button and adding information on the Student Credit /Credit Marks Detail screen. District of Columbia Public Schools November 2012 Page 21 of 35

22 Adding courses through Detail screen: Navigation Path: Credit Detail > Detail > Add from Course List It is much easier to enter data from the Detail screen where all the fields are visible without scrolling. 1. Highlight the course to be added to the student s credit detail. (Note: Only courses from DCPS Standard Courses can be added. Courses taken outside DCPS must be evaluated for compatibility with a corresponding DCPS course) 2. Click OK District of Columbia Public Schools November 2012 Page 22 of 35

23 3. After choosing the corresponding DCPS course for which the student will receive credit fill in the mandatory fields: Mandatory Fields: Course Code This field will populate once a course is selected from course list (add from Course List button). Earned Cr. Enter the credit value for the course by clicking the question mark, select the credit value, Click OK. Final Mark Enter the final mark the student received in the course. District of Columbia Public Schools November 2012 Page 23 of 35

24 Grade Enter the grade level in which the credit was earned. The grade level determines where the course credit will appear on the transcript. Year Enter in the school year where credit was received. If the school year was , the year 2008 (start of the school year) should be used. Compl. Date Enter the date (MM/DD/YYYY) in which the credit was received. If the exact date is not known, use 06/01 of the school year in which the mark was given. When adding a new entry, the completed date automatically defaults to the current date. School Enter the school number where the credit was received by clicking on the question mark, select the school, and click OK. If the credit was earned at a non- DC Public School, use 131 Out of District School (this includes DC charter schools). GPA? Ranking? HS Credit, HS Credit Apply, Honor Roll?, on RC? should all be checked. This allows the credit for this course to appear on the student s transcript and factor into the student s GPA, Honor Roll, and Ranking. Click the Save button. District of Columbia Public Schools November 2012 Page 24 of 35

25 9.0 Generating the Transcript The DCPS Transcript is a report like any other report in DC STARS. The data on the report is derived from the student record. The course final marks and credit information are pulled from Credit Details and Student Course Selections. The Rank is pulled from the rank stored on the student s record when the GPA is ran and stored. To run a transcript for the entire student body or a large group of students use Reports. To run for single students use the Hot Print screen. 9.1 Run Transcript for the School or Groups of Specific Students Navigation Path: Start screen > Reports > DCPS Most Common Reports > District of Columbia Transcript. District of Columbia Public Schools November 2012 Page 25 of 35

26 1. Choose student population, either Specify Extract Criteria or Run Extract for All Students. 2. Click Run Report 3. Choose desired Term ending. 4. Choose desired Sort by criteria. 5. Click the Print button. District of Columbia Public Schools November 2012 Page 26 of 35

27 9.2 Run Transcript for Individual Student Navigation Path: Start Screen > Query Student > Hot Print button 1. Click the Hot Print button. 2. Click the Student Transcript checkbox 3. Click the Print button District of Columbia Public Schools November 2012 Page 27 of 35

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29 The Letter of Understanding (LOU) is generated with the student s transcript. District of Columbia Public Schools November 2012 Page 29 of 35

30 10.0 Student Diploma Screen The diploma screen for each student provides an overall picture of the student s progress toward graduation requirements and Ranking/GPA information. Path: START Screen (query student) > Diploma button or Common View > Diploma Viewing the Diploma Screen: 1) View the Diploma Type currently assigned - the categories listed are associated with that diploma type. The student s credit detail and current year marks are evaluated against this. The Diploma Requirements section shows Required Credits, 20.5 of which are Compulsory, 3.5 of which are Elective Student s Current status represents credits earned from Credit Detail only (credit history) Student s Potential status click the Pot radio button to view credits earned if student passes all courses in progress (current year) Student s Future status displays credits earned if student passes all of Next Year Courses Total to Date shows total credits earned by the student 2) Ranking School and Date displays the most recent Rank and GPA stored in the student s record. 3) Student Service Learning Hours view the logged Community Service Hours District of Columbia Public Schools November 2012 Page 30 of 35

31 10.1 Current Status Current status provides a view of the student s overall progress toward graduation and the status within each Diploma Category. Use the scroll bar to scroll down and view all the Diploma Categories. District of Columbia Public Schools November 2012 Page 31 of 35

32 Potential Status With the Potential radio button selected, the view displays the student s status if he/she passes all courses in progress (current year courses) Future Status The Future radio button will display the credits earned and needed if the student has Course Selections for Next Year. District of Columbia Public Schools November 2012 Page 32 of 35

33 10.2 Changing Diploma Type DCPS 24 CU is the default diploma type, in order to change the diploma type 1. Click the Analyze Diploma button on the Student Diploma Screen. 2. Select the appropriate diploma type from the Eval. Dipl. drop down menu. 3. Click Yes when asked if would like to keep the existing manual overrides when evaluating this Diploma? District of Columbia Public Schools November 2012 Page 33 of 35

34 4. Click the Apply Evaluation button 5. Click OK to the Apply Evaluation to Student message. District of Columbia Public Schools November 2012 Page 34 of 35

35 10.3 Student Service Learning Log Community Service Hours can be tracked in DC STARS and printed on the DCPS Transcript. Navigation Path: START Screen > Diploma button > S.S.L. Detail For each sevice learning entry, enter the Contact Name, Start and End Dates of the service, the number of Hours awarded and the Type. Select Graduation requirement to populate the Type field. 1. Click the Add button to enter a record. 2. Click the Save button to save the service learning entry. District of Columbia Public Schools November 2012 Page 35 of 35