uide g G Trainin TXSUITE ADMIN 2.9.2

Transcription

1 Tr ain in gg ui de TX SUITE ADMIN 2.9.2

2 Copyright 2014 by Texas Computer Cooperative All rights reserved 1314 Hines Avenue San Antonio, TX

3 Contents Contents... 1 Introduction... 3 System Requirements and Browser Settings... 3 Known Issues... 3 What s HOT in TxEIS and tx Suite BStandards-Based and Skills-Referenced Courses... 4 tx Gradebook... 5 Administrator Options... 5 Update Admin Profile... 9 Admin Student Grades - Find Student...11 Admin Student Grades...13 Admin Standards-Based/Skills-Referenced Courses...16 Exchange Teacher Settings...17 Elementary Skills-Based Grading...19 Admin Elementary Skills-Based Setup...19 Admin Skills-Based Report Card Setup...21 Admin Elementary Skills-Based Courses...29 Print Elementary Report Cards for Campus...31 Discipline Referrals...34 Discipline Referrals - Find Student...34 Admin Discipline Referrals...35 Long-Term Substitutes...38 Other Administrative Tasks...40 Copy Student Groups...40 Remove a Course From a Teacher s Group...41 Administrator Reports in tx Gradebook...42 Administrator-only Reports...42 Assignment Grades Last Updated Report...42 Graded Assignment Count Report (itccs Only)...44 Missing Averages Report...46 Teacher s Disallowed Weighting Type Report...47 UIL Report...49 Semester Grade Range Report

4 Final Grade Range Report...53 User Log Report...55 Special Programs Report...57 Additional Reports...59 Attendance Roster Report (itccs Only)...59 Cycle Grade Range Report...60 Percent Failing Report...61 Special Program Report...62 tx Connect...63 Administrator Login...63 Administrator Options...64 User Administration...64 Settings...67 Statistics...71 Form Management...73 Forms Management...73 Static Document Management...75 Form Column Management...76 Form Management...79 Form Editor...80 Form Group Management...84 Form Usage...86 Update Guardian Authority (itccs Only)...89 Global Alert (TxEIS Only)...91 Appendix A - Checklists...93 Elementary Skills-Based Report Cards...93 Form Management for Online Student Registration...95 Standards-Based/Skills-Referenced Grading Long-Term Substitute Teachers Appendix B - Configuration Files

5 Introduction This guide describes the administration pages associated with tx Gradebook, tx Connect, and tx MyZone. The grade book application, tx Gradebook is an integrated classroom management system that allows teachers to maintain and post student data including attendance, grades, and discipline. The parent portal application, tx Connect, provides parents and guardians Web and mobile access to information about their students including grades, attendance, discipline, immunizations, standardized tests, and more. tx Connect works in conjunction with tx Gradebook, allowing parents to see up-to-date information from tx Gradebook. The student portal application, tx MyZone provides students Web access to their personal school-related information, including course requests and graduation plans. There are various levels of administrative access for tx Gradebook. The districts control access to tx Gradebook through district and campus menus. Administrators can be given full maintenance access or inquiry-only access, and they can be given access to one campus or all campuses. Campus-level administrators can also be assigned Discipline-only access. Teachers who have no administrative access are directed to the Announcements page when they log on. The Admin tab does not appear in the main menu, and some reports that require administrative access are not displayed in the Reports submenu. There is one level of administrative access for tx Connect, which allows you to log on as a parent (i.e., to impersonate a parent) in order to see the data a parent would see. Administrative users can also make the system active or inactive by date, allow student discipline data to be displayed for parents, and view overall usage statistics for tx Connect. tx MyZone has no administrative access. Settings are handled in the Student system or in the configuration file. System Requirements and Browser Settings Periodically ensure that your system and browser settings meet the minimum requirements. For information about system requirements and recommended browser settings, see the System Requirements link found on the Contents tab of the tx Gradebook online Help system. Known Issues (TxEIS only) A list of known issues for TxEIS and tx Suite is available on the SharePoint Web site. From the Home tab, select Documents > Releases and Updates > TxEIS to access the Known Issues document. 3

6 What s HOT in TxEIS and tx Suite (TxEIS only) Click the What s HOT in TxEIS and txsuite button to open the latest newsletter providing information on updates in the current software versions, coming changes, and tips. Get to know the Texas Computer Cooperative (TCC) and the staff members who are working hard to provide the best product possible. The newsletter opens in a PDF format which can be saved, shared, and printed. 52BStandards-Based and Skills-Referenced Courses Throughout this guide you will see references to standards-based/skills referenced courses. Standards-based and skills-referenced are different names for the same type of grading. TxEIS districts refer to this assessment type as standards-based grading; itccs districts refer to this assessment type as skills-referenced grading. Users in TxEIS districts will see the name standards, where users in itccs districts will see the name skills. 4

7 tx Gradebook To log on as a registered user: If you have already registered, you can enter your user ID and password and click the Login button. Your user ID is not case-sensitive. Your password is case-sensitive. The text typed in the Password field is hidden. If you log on with a district- or campus-level administrative user ID, the Administrator Options page is displayed instead of the Announcements page. You can access the Announcements page by selecting Announcements from the Home menu. Administrator Options The Administrator Options page is only available to users who log on to tx Gradebook with a district- or campus-level security administrative user ID. The page allows you to select the teacher for whom you want to log on with administrative privileges. After you select a teacher from this page, you can access tx Gradebook as if you were that teacher; however, there are some differences: The Admin menu appears in the main menu. Select Admin > Admin Options to return to this page to select another teacher. In the Settings menu, the Update Admin Profile menu item appears instead of Update Profile. Enter your administrative user ID and password on the Login page, and then click Login. Instead of going to the Announcements page, you are redirected to the Administrator Options page. Admin > Admin Options If you have full maintenance access, you can perform all functions, including saving, posting, and printing. If you have inquiry-only access, you can view all pages, but all buttons (except Print buttons) are disabled. Even if you change data in a field, you cannot save changes, so all changes are lost when you leave the page. Inquiry-only users can print data. 5

8 To access a teacher s grade book: If you logged on with a district-level administrative logon, you must select a campus from the Select Campus drop-down field. Then, select the teacher from the Select Teacher drop-down field. The list includes all teachers in the district who currently have a user ID for tx Gradebook. If a campus is not fully set up yet in tx Gradebook and Grade Reporting (i.e., a new campus), the campus is not included in the Select Campus drop down. If a teacher teaches at more than one campus, his name appears in the list for each campus. The teacher list is sorted alphabetically by the teacher s last name and includes the instructor ID. If you logged on with a campus-level administrative logon, the drop-down list includes all teachers at the campus who currently have a user ID for tx Gradebook. The list is sorted alphabetically by the teacher s last name. The campus ID and name of the teacher for whom you are using tx Gradebook are displayed on the right side of the main menu. To synchronize data: If you made changes to tx Gradebook settings in the itccs or TxEIS Student systems, the data must be synchronized to ensure that changes to the settings in the campus header are immediately transferred to tx Gradebook. To synchronize the data, click Synchronize Data. The data can be synchronized as often as necessary. If the data was successfully synchronized, the page reloads with a message indicating that the data was successfully synchronized. Campus header information is automatically refreshed every 30 minutes. To mark all courses as ready to post: 1. Click the Administrative Options link. The Administrative Options section expands, and the Mark Ready to Post button is displayed. The Mark Ready to Post button allows you to mark all courses at the campus as ready to post, including any courses for which the instructor has not clicked Mark grades as Ready to Post on the Cycle Grades page. The button is only displayed for current cycles that are open for posting. 6

9 The following data is also displayed: The campus, semester, and cycle for which you will be marking courses as ready to post. The number of courses that have already been marked as ready to post (before clicking the button). The number of courses that have not yet been marked as ready to post (before clicking the button). 2. Click Mark Ready to Post. A message is displayed prompting you to confirm that you want to mark all remaining courses as ready to post. Click OK to continue. The message Mark Ready to Post Completed is displayed. 3. Click View Courses Marked Ready to Post to view a report of all courses that have been marked as ready to post for the cycle. The page can only be accessed through the Administrator Options page after all courses are marked as ready to post. The report opens in a new window, and you can print the report from that window. 7

10 The report heading includes the campus ID, semester, cycle, and date the report was generated. All courses-sections-periods ready to post are listed by teacher. To print the report displayed on the page, click Print. The Print dialog box opens allowing you to select your printer and settings. Click Print again to continue. To close the report, click Close Window in the report window. The Administrator Options page remains open on your desktop. 4. Click Students with no Exam Grade to view a report of all students who have a blank exam grade for the current cycle. The page can only be accessed through the Administrator Options page after all courses are marked as ready to post, and only if there are students with a blank exam grade. The report opens in a new window, and you can print the report from that window. To print the report displayed on the page, click Print. The Print dialog box opens allowing you to select your printer and settings. Click Print again to continue. To close the report, click Close Window in the report window. The Administrator Options page remains open on your desktop. 8

11 Update Admin Profile The Update Profile page allows you to view and update your administrative registration information, including your password, PIN, and hint questions. For added protection of this information, you must provide your current password to update data on this page, even though you have already logged on to the system. Note: If you have three unsuccessful attempts to access the page (invalid password), the system logs out your account. If this occurs, contact your campus administrator to have your account reset. To exit the Update Admin Profile pages without saving any changes, click Home or any other menu item to go to another page. Settings > Update Admin Profile To update your profile: 1. In the Current Password field, type your current password. You must type your current password correctly in order to update any data in your profile. 2. If you want to change your password, type a new password in the New Password field. The new password must be six to nine alphanumeric characters. At least three characters must be one of the following: uppercase, lowercase, numeric, or punctuation. Your password is case-sensitive. 3. In the Confirm Password field, retype your new password exactly as you typed it above. 9

12 4. If you want to update your PIN, type a new four-digit number in the New PIN field. It is recommended that you do not choose 1234 or 4321, as these are common and easily guessed. 5. If you want to update your hint questions, select Update Hint Questions. The questions are updated on the next page when you click Next. 6. Click Next. If you entered any data incorrectly, a red asterisk is displayed next to the fields that have incorrect data. You must provide the correct information to continue. If you leave a field blank, the field is not updated. If you entered all required data correctly, and you selected Update Hint Questions, the next page allows you to update your hint questions. If you entered all required data correctly, and you did not select Update Hint Questions, the Success page is displayed. To finish the Update Profile function, click Finish. You are redirected to the Announcements page. 7. If you selected Update Hint Questions, the next page allows you to update your answers to the hint questions. 8. In the Question 1 field, select one of the hint questions. 9. In the Answer 1 field, type the answer to the question you selected. 10. Repeat the process for Question 2 and Question 3. Note: You must select three different questions. You cannot repeat any questions and answers on the page. 11. To save your changes and proceed to the final step, click Next. If you entered all required data correctly, the Success page is displayed. If you entered any data incorrectly, a red asterisk is displayed next to the fields that have incorrect data. You must provide the correct information to continue. If you leave a field blank, the field is not updated. 10

13 12. To finish the Update Profile function, click Finish. You are redirected to the Announcements page. Admin Student Grades - Find Student The Admin Student Grades - Find Student page is the first step in viewing the Admin Student Grades page. You must select a specific student at a specific campus before viewing the Admin Student Grades page. From the Admin menu, select Admin Student Grades. The Admin Student Grades - Find Student page is displayed. Admin > Admin Student Grades To find a student: 1. Enter your student search data. You can search either by student ID or name; you cannot use both options at the same time. In the Student ID field, type the student s ID to search for the student by ID. You can type a partial ID to find IDs that start with the numbers you typed. In the First Name and/or Last Name fields, type all or part of the student s name to search for the student by name. The system returns a list of students whose names contain the letters you entered. 2. In the Campus ID field, type the campus at which the student is currently enrolled. If you are currently logged on with a campus administrative ID, the campus ID is set to the campus for which you are logged on and cannot be changed. 3. Click Search. A list of students who match the criteria entered above is displayed in the Search Results grid. The search results include the student s ID, name, campus, grade level, and entry/withdrawal dates for each campus. Students are sorted by last name, first name, and enrollment date. 11

14 4. Click under Selection to select the student record you want to view, and then click View Student. 12

15 Admin Student Grades The Admin Student Grades page allows administrative users to view semester and final averages, exam grades, and credits awarded for all of a student s courses, except courses that are excluded from grading. This allows administrators to discuss a student s academic performance with parents during a parent conference or telephone call. The page is only available to users who log on to tx Gradebook with a district- or campus-level security administrative user ID. First, select a specific student at a specific campus on the Admin Student Grades - Find Student page. Locate the student and click View Student. The Admin Student Grades page is displayed. Admin > Admin Student Grades A condensed overview of the student s cycle grades for all of his courses is displayed. His semester exam grade, semester and final averages, and credits awarded are also displayed. By default, the page displays all of the student s courses for the semester, including courses from which he has withdrawn. To see only the student s current courses, select Show Current Courses Only. In the Student field, you can click the student ID to view the student s profile, which includes demographic and course-related data for the student selected, including contact information, attendance record, class schedule, photo, and other information. For TxEIS districts, medical alert information is displayed for any student who has a medical circumstance you should be aware of. The student s profile opens in a new window. Click Close Window to close the student profile. The student s working cycle average is displayed for the current cycle, unless a posted or override grade exists. The semester average is labeled as Posted, Override, or Working. If all courses are displayed and the student has withdrawn from a course, the message withdrawn and the withdrawal date are displayed next to the course title. 13

16 To show/hide the detailed view: 1. Click Show All Detail to view all details for all courses for the current cycle. The detailed view includes the student s assignment grades, working cycle average, override grade (if present), and posted grade. Dropped grades display the message (Dropped) next to the grade. An I is displayed for any category that has an incomplete assignment grade. If an I grade is present, no averages are calculated, an I is displayed in place of the average, and total points are not displayed. The grade remains I until a grade is entered for the assignment. If the teacher is using points-based weighting, the points earned and possible points are displayed. For example, 9/10 is displayed if the student earned 9 points and the assignment is worth 10 points. If the teacher is using percentage-based weighting, the actual points and total possible points are displayed if the total possible points is less than 100 (e.g., 45/50). For students who transferred into the class, the transfer date, transfer average, and transfer weight are displayed. For each assignment, the due date and an indication of whether the assignment was late or a redo are displayed. 2. Click Hide All Detail to return to the condensed view, or click close details for a particular course to condense the view for that course only. You can also click the cycle grade to condense the view for that course. 14

17 To view data for a previous cycle: 1. To view details for a specific course for a previous cycle, click the grade average for the cycle under Previous Cycles. The section expands below that row. 2. Click close details to close the view for that average. To print the data: 1. Click Print to print the data displayed on the page. The Print dialog box opens allowing you to select your printer and settings. 2. Click Print to continue. To select another student: Click Change Student to view data for another student. The Admin Student Grades - Find Student page is displayed allowing you to search for another student. 15

18 Admin Standards-Based/Skills-Referenced Courses The Admin Standards-Based/Skills-Referenced Courses page is for campuses that are set up to use standards-based/skills-referenced grading. This page allows you to indicate if a course section is category-based (i.e., regular) or standards-based/skills-referenced. Admin > Admin Standards-Based/Skills-Referenced Courses To select the assessment type: 1. In the Teacher field, select courses for a specific teacher. Or, select ALL to include all teachers. 2. Select Course ID to retrieve courses by course number, or select Course Name to retrieve courses by name. Then, type the course number or course name in the field and click Search. The course sections are displayed according to your search criteria. 3. The Usage Indicator column displays the assessment type currently selected for the course. If SBG (for standards-based grading) or SKL (for skills-based grading) is displayed in the Usage Indicator column, the course section is set to standards-based/skills-referenced and has scores. You cannot change the assessment type unless you delete all existing standards/skills, scores, and assignments. 16

19 If CAT is displayed in the Usage Indicator column, the course section is set to categorybased (i.e., regular) and has assignments. You cannot change the assessment type unless you delete all existing categories, grades, and assignments. If the check box is unselected, the assessment type has not been indicated, and the course has no grades/scores. Each course section is category-based (i.e., regular) by default. You can switch between category-based and standards-based/skills-referenced until an assignment grade is entered for the course section. 4. To mark a course section as standards-based/skills-referenced, select the check box in the Usage Indicator column. 5. To mark a course section as category-based, clear the check box in the Usage Indicator column. 6. Click Save to save your changes. Exchange Teacher Settings The Exchange Teacher Settings page allows you to move the setting for one instructor to another instructor, such as moving a student group from one instructor to another. Admin > Exchange Teacher Settings To exchange teacher settings: 1. Under Instructors with Course Groups, select the instructor who is currently assigned to the group. The instructor s current groups are displayed under Eligible Course Groups. Below each group name are the courses associated with the group. 2. Under Eligible Course Groups, select a group. There are three possible situations that can occur: If the selected instructor is the instructor for all of the courses listed in the selected group, the group cannot be moved to another instructor, and following message is displayed: This group is already with the correct instructor. No teacher exchange necessary. 17

20 If the courses in the selected group are assigned to multiple instructors, the group cannot be moved to another instructor, and the following message is displayed: Multiple instructors found. Cannot exchange this group. In this case, an administrative user can remove a course from a group for an instructor on the Settings > Administer Courses page. If the selected instructor is no longer the instructor for any of the courses listed in the selected group, and another instructor now teaches all of those courses, the new instructor for the courses is listed under Move Group to this Instructor, and the Move button is displayed next to the new instructor s name. To move a group to the instructor who is currently assigned to the courses, click Move. A message is displayed asking you to confirm that you want to move the data. Click OK to continue. A message is displayed indicating that the group was successfully moved. 18

21 Elementary Skills-Based Grading Admin Elementary Skills-Based Setup The Admin Elementary Skills-Based Setup page allows you to set up grading types, skill sets, and associated skills for producing elementary skills-based report cards. Note: The Skill Set Name, Skill Name, and Description fields do allow Spanish and other special characters such as and ñ. Admin > Elementary Report Cards > Elementary Skills-Based Setup To set up elementary skills: 1. Under Grade Type, you can maintain a table of grading types that can be used for elementary skills-based report cards, such as E,S,U. The name should represent the scores that will be used to evaluate the students. To add a new grade type, click Add below the Grade Type grid. The Enter Grades fields are displayed. 19

22 You can enter up to nine grade types, and each type can have up to three uppercase characters. Any lowercase characters will be converted to uppercase. Click Add under the Enter Grades fields to add the grade types to the Grade Type grid. Otherwise, click Cancel. Click Save. If your changes were saved successfully, a message is displayed indicating that the grade type changes were saved successfully. Click to delete a grade type. The grade type is deleted. Note: You cannot delete or edit a grade type that is associated with a report card; the is not displayed. 2. Under Available Skill Sets, you can create skill sets for elementary skills-based report cards. For each skill set, you will be able to associate a list of specific skills. To add a new skill set, click Add below the Available Skill Sets grid. A blank row appears in the grid. In the Skill Set Name field, type the name of the skill set. You can type up to 50 characters. The Skill Count field displays the total number of skills currently associated with each skill set. Click Save. If your changes were saved successfully, a message is displayed indicating that the skill set changes were saved successfully. Click to add or edit the specific skills associated with the skill set. The Available Skills for Skill Set grid is displayed and lists any skills currently associated with the skill set. Click to delete a skill set. The skill set is deleted. Note: Some skill sets are included automatically (i.e., Letters, Numbers, and Spanish letters) and cannot be deleted. They appear dimmed in the grid, and the not displayed. However, you can click to add additional skills to the predefined list. The following skill sets are included automatically: Numbers Letters Letters (including Spanish) High-Frequency Word List Color Word Recognition Rote Counting is 20

23 3. Under Available Skills for Skill Set, you can create a list of specific skills to be associated with a skill set. To add a new skill to the selected skill set, click Add below the Available Skills for Skill Set grid. A blank row appears in the grid. In the Skill Name field, type the name of the skill. You can type up to 50 characters. In the Description field, type a description of the skill as you want it to be displayed on the report card. The field is required and can be up to 50 characters. Click Save. If your changes were saved successfully, a message is displayed indicating that the skill changes were saved successfully. Click to delete a skill. The skill is deleted. Admin Skills-Based Report Card Setup The Admin Skills-Based Report Card Setup consists of two pages that allow you to set up report cards that teachers can print from the Grades menu. You can create multiple report cards. For each report card, you select and enter data for the components that you want to print on the report card and select the skills that will be assessed on the report card. Each course is associated with a report card, so the report card options are applied to the course. Important: You must specify a logo in the Choose District Logo field. Otherwise, the message No logo files found is displayed, and the changes to the page are not saved. 21

24 Admin > Elementary Report Cards > Elementary Skills-Based Report Card Setup 22

25 To set up report cards: 1. In the Report Card field, select the report card you are updating. 2. Select the report card components you want to include: Select Print Parent Signature Line if you want to include a place for parents to sign the report card. Select Non-Mailing Report Card if you want to print a version of the report card that will not be mailed out. The white space at the top of the page will be reduced to allow more data to print on one page. Select Conference Requested Line if you want to print a message on the report card requesting that the parent/guardian contact the teacher to schedule a conference. Select Promoted/Retained Message on last report card of the year if you want to print the Promoted or Retained message on the report card for the last cycle of the last semester. The message will only print for the final cycle-semester, even if it is selected for an earlier cycle-semester. The message displayed depends on the student s year-end-status code. For example, if a student s end-of-year status code indicates that he is retained pending completion of summer school, the message will indicate that status. Year-End-Status Code Message on Report Card 01 Promoted to nth grade 02 Retained in nth grade 03 Placed in nth grade 04 Placed in transitional program 06 Promoted from trans. prgm. to reg. grd. (TxEIS only) 21 Status pending summer school 22 Status pending other reason 23 Left district before end of school (TxEIS only) 24 Promoted pending until STAAR passed (itccs only) blank Promoted Select Print Letter Grid if you want to include the letter grid for indicating the student s recognition skills related to alphabet letters, such as recognizing upper- and lower-case letters (Grades > Elementary Report Cards > Elementary Letter Skills). This is only used if the letters skill set is associated with the course. 23

26 Select Print High Frequency Word List if you want to include the skills established for the High Frequency Word List skill set (Grades > Elementary Report Cards > Elementary Word Skills). This is only used if the High-Frequency Word Recognition skill set is associated with the course. Select Print Color Word Recognition if you want to include the skills established for the Color Word Recognition skill set (Grades > Elementary Report Cards > Elementary Word Skills). This is only used if the Color Word Recognition skill set is associated with the course. Select Print Rote Counting if you want to include the skills established for the Rote Counting skill set (Grades > Elementary Report Cards > Elementary Number Skills). This is only used if the Rote Numbers skill set is associated with the course. Select Print Number Grid if you want to include the number grid for indicating the student s recognition and ability to write numbers (Grades > Elementary Report Cards > Elementary Number Skills). This is only used if the numbers skill set is associated with the course. Select Use Quarterly Display if you use nine-week grading cycles and want the report card to print quarters 1 thru 4 (instead of cycles 1 thru 4) and do not want to display semester numbers. Select Print Attendance if you want the student s attendance data to be printed on the report card. If you select Print Attendance, two additional fields are displayed: In the Attendance Period field, indicate which period to use for reporting attendance on the report card. If you select Report Card Period, attendance will be calculated based on the period for which the report card is being printed. For example, if the report card is printed for a fifth period reading class, attendance will be pulled for fifth period only. This is the default setting. If you select ADA Period, when the report card prints, the program will determine what the ADA period is for the particular student s attendance track and only count absences incurred during that period. In the Tardy Period field, indicate which period to use for reporting tardies on the report card. If you select Report Card Period, tardies will be calculated based on the period for which the report card is being printed. For example, if the report card is printed for a fifth period reading class, tardies will be pulled for fifth period only. This is the default setting. If you select ADA Period, when the report card prints, the program will determine what the ADA period is for the particular student s attendance track and only count tardies incurred during that period. If a particular period is used for reporting tardies at the elementary level, you can select the period. This may or may not be the ADA period. 24

27 Select Use Fixed-Size Box for Student Note if you want to specify the number of lines allowed for a student note, in order to restrict the note to a specific size on the report card. If this field is selected, the Number of Lines field is displayed allowing you to select the number of lines allowed. You can select 1-5 lines. Each line will allow up to 41 characters. When a teacher enters a note on the Grades > Elementary Report Cards > Elementary Report Card Student Note page, he will be notified if his note exceeds the space allowed. Select Force Page Break After Skills Grid to insert a page break after the main skills grid. Under Page break after which skill sets, you can indicate if a page break should be inserted after one or more particular skill sets. 3. Under Quarterly Expectations, you can indicate any expectations for students for the quarter or cycle. To specify expectations for alphabet letters, select Letter. In the adjacent text box, type expectations for the students. For example, you could type Q1 - The student is expected to recognize at least 7 letters. Q2 - The student is expected to recognized at least 14 characters and so on. To specify expectations for numbers, select Number. In the adjacent text box, type expectations for the students. For example, you could type Q1 - The student should be able to identify numbers and count to 10. Q2 - The student should be able to identify numbers and count to 20 and so on. Continue by specifying expectations for Word, Color, and Rote skills as needed. If the check box is selected, the expectations will appear for teachers on the Grades > Elementary Report Cards > Elementary Letter Skills and Elementary Number Skills pages, as well as on student report cards. 4. In the Grading Type field, select the grading type to be used on the report card. The drop down lists all grading types set up on the Admin > Elementary Skills-Based Setup page. 5. In the Choose District Logo field, you must select a logo to be included at the top of the report card. The drop down lists all images that have been copied to the correct location on the server by the district and are referenced in a key in the config file. Note: This field is required. You cannot save the changes to the report card if the logo is not selected. The logo must be set up at the district level in order to be displayed in the drop down. For TxEIS districts, contact your district administrator for assistance. For itccs districts, contact the itccs programming staff for assistance. The logo file names will have _elem_logo somewhere in the file name (e.g., bestview_elem_logo.gif or bestview_elem_logo_new.gif). The default logo for the district will always appear in the drop down, regardless of how the file is named. This is the image file for the logo that appears on the tx Gradebook Login page; it can also be used for the report cards. 25

28 6. Under Grading Type Description, you can enter a detailed explanation of the grading type. A blank letter editor and formatting toolbar are displayed. The buttons on the toolbar allow you to change the font, size of font, attributes (bold, italic, underline), alignment, spacing, and other formatting of the text. For example, if the grading type is E,S,U, the description could be as follows: E - Excellent S - Satisfactory U - Unsatisfactory This description will print on the report card under Grading Scale. It also appears on the Assignment Grades (skills-based) page when you move the pointer over the Grade Types field. 7. Under District Message, you can type a message that will be displayed on the report card for all students. 8. In the Orientation field, indicate if you want to use the narrow or wide orientation depending on your printer orientation setting. Narrow is best for portrait orientation, and Wide is best for landscape orientation. 9. Click Save. If your changes were saved successfully, a message is displayed indicating that the save was successful. 10. Click Go to Step 2 to go to the next page for setting up elementary skills-based report cards. The Admin Skills-Based Report Card Setup - Step 2 page is displayed. The Report Card field displays the report card selected on the previous page. 26

29 11. Under Available Skills, the skill sets and skills established on Admin > Elementary Skills- Based Setup are listed. Select the skills to be included on the report card. Click to include the selected skills on the report card. The skills appear under Selected Skills, and are no longer displayed under Available Skills. 12. Under Selected Skills, select any skills to be removed from the report card. Click to remove the selected skills from the report card. The skills appear under Available Skills, and are no longer displayed under Selected Skills. 13. The Ord fields allow you to indicate the order in which the skills will appear within each skill set on the report card. Type 1 to list the skill first, type 2 to list the skill second, and so on. You can also indicate the order in which the skill sets are listed on the report card. Each skill set has an Ord field allowing you to specify its position. For example, type 1 for the skill set to be listed first. 14. In the Notes field for each skill, you can add notes about the skill that will print on the report card. When you click in the field, the space expands to allow you to view more of the message you are typing. When you click outside the field, the space reverts to displaying only one row of the notes. 27

30 15. In the Sem#C# fields, you can specify the semester and cycle in which the skill should be assessed. For each skill, select the appropriate Sem#C# field. These fields are only displayed if all semester and cycle grade reporting headers are set to the same value. For example, all grade reporting headers must be set to two semesters per year and two cycles per semester. If even one campus is set to a different value (such as one track set to 2sem/3cyc, and one track set to 2sem/2cyc), the fields are not displayed, and a message is displayed indicating that cycle availability is unavailable. When these fields are in use, the report card will be shaded to indicate the skills being assessed in the semester-cycle for which the report card was printed. Note: You must select at least one cycle for each skill. If all cycles are left unselected, the program will automatically select all cycles when you click Save. For the Letters, Numbers, Spanish Letters, Color Word Recognition, Rote Counting, and High Frequency Word list skills, all Sem#C# fields are selected by default and cannot be changed. For Rote Counting only, an additional field is displayed below the Sem#C# field allowing you to type up to three alphanumeric characters. 28

31 The field is optional and provides a place for you to further indicate the cycle expectations. For example, for the skill Backwards, you could type /10 for Sem1C1 to indicate that the student is expected to count backwards from 10 by semester 1 cycle 1. You could type /25 for Sem1C2 to indicate that the student is expected to count backwards from 25 by semester 1 cycle 2, and so on. 16. Click Save. If your changes were saved successfully, a message is displayed indicating that the save was successful. 17. You can click Go to Step 1 to return to the Admin Skills-Based Report Card Setup - Step 1 page. Admin Elementary Skills-Based Courses The Admin Elementary Skills-Based Courses page allows you to associate a course (and all of its sections) with a specific elementary skills-based report card. The settings for the report card determine how grading is handled for the course. Note: If a section is added to a course after the course is selected for elementary skillsbased grading, the new section will not have elementary skills-based grading associated with it. 29

32 Admin > Elementary Report Cards > Elementary Skills-Based Courses To associate a course with a report card: Only courses that are eligible to be set up to use elementary skills-based grading report cards are listed. Note: Courses that are being used as category-based or standards-based/skills-referenced courses (e.g., a category-based course that has one or more categories assigned) are not displayed, because they are no longer eligible to be used as an elementary skills-based course. 1. To narrow the list of courses, type all or part of a course name in the Course Name field, and then click Search. The list is filtered according to the data you entered. 2. In the Report Card Type field for each course, select the report card type for the course. 3. Click Save. If your changes were saved successfully, a message is displayed indicating that the courses were saved successfully. 30

33 Print Elementary Report Cards for Campus The Print Elementary Report Cards for Campus report allows you to print all elementary report cards for a particular report card type. The report cards display data as set up on the Admin Skills-Based Report Card Setup pages. These report cards can also be used as interim progress reports if needed. You can change the heading from Report Card to Interim Progress Report by selecting Print Elementary Report Card as an IPR. The report cards display data as set up on the Admin Skills-Based Report Card Setup pages. The following components may be included: Letter Recognition skills grid * Number Recognition skills grid * High-Frequency Word Recognition skills grid * Color Word Recognition skills grid * Rote Counting skills grid * Parent/guardian signature line Attendance data, including excused absences, unexcused absences, and tardies by semester-cycle The description of the grading type as entered on the Admin Skills-Based Report Card Setup - Page 1 page under Grading Type Description * Expectations for the quarter or cycle may also be displayed The following may also be included: A description of a specific skill is displayed in italic font below the skill name, as entered by an administrator on the Admin > Elementary Skills-Based Setup page. This description is unique to the skill. A skill note may be displayed below the skill name with a bullet if it was entered by an administrator on the Admin > Skills-Based Report Card Setup page. The skill note is unique to the skill and the report card. Under Teacher Notes, the notes entered on the Elementary Report Card Student Notes page by semester-cycle are displayed. If the report card is set up to assess only certain skills during a semester-cycle, the report card is shaded to indicate the skills being assessed in the semester-cycle for which the report card was printed. The table cells for skills that are not being assessed are shaded gray. Note: Background printing must be enabled in order for the shading to appear on the printed report cards. See Appendix C for more information. Quarters 1-4 may be displayed instead of semesters-cycles, depending on the setting of the Use Quarterly Display field on the Admin > Skills-Based Report Card Setup page. 31

34 Note: Before printing report cards, you may want to change the Page Setup options to enable or disable printing of headers and footers when printing report cards. If the headers and footers are disabled, page numbers are not printed, and there is a risk of the report pages (i.e., the actual papers) getting out of order inadvertently. This could potentially result in a student receiving the wrong subsequent pages of the report card, if there are multiple pages of the report card. However, you may want the headers and footers disabled for a neater appearance. In the browser from the File menu, select Page Setup. The Page Setup dialog box opens allowing you to change the settings. Under Headers and Footers, ensure that one of the Headers or Footers fields is set to display the page number. Or, clear all Headers and Footers fields to print report cards without this data. Warning: Make note of any data that you are deleting, in case you want to reset the headers and footers after you have printed the report cards. Click OK to save the settings and close the Page Setup dialog box. Report cards are designed to print with the parent/guardian address positioned so that it appears in the window of a standard envelope if the paper is folded into thirds. Admin > Elementary Report Cards > Print Elementary Report Cards for Campus To select report options: 1. Select the semester and cycle for which you want to run the report. 2. In the Report Card field, select the particular report card type you want to print. 32

35 3. Select Print Elementary Report Card as an IPR if you are printing the report card(s) to be used as an interim progress report. If selected, the heading Interim Progress Report will appear at the top of the report instead of Report Card. Ensure that this field is not selected if you are producing actual report cards 4. Select Include Report Cards with no Grades if you want to include report cards for which there are no grades. Otherwise, report cards with no grades are not printed. 5. In the optional Report Card Note field, you can enter a note that will be displayed on all report cards selected for printing. The field is optional. If entered, it will appear on the report card above the Teacher Notes section. 6. Select Print a Blank Page Between Teachers to insert a blank page between each teacher. Note that if Double-Sided Printing is selected, the program will insert two blank pages between each teacher. 7. Select Double-Sided Printing if you will use double-sided printing. Note that you must adjust your printer to do double-sided printing. If this field is selected, and you selected Print a Blank Page Between Teachers, the program will generate two blank pages between teachers. 8. The Blank Page Between Students field only appears if you selected Double Sided Printing. Select this field to print a blank page between students. To print the report: 1. Once you have selected your options, click Print selected student report cards. The report opens in a new window. 2. From the report window, click Print to print the report cards. 33

36 Discipline Referrals Discipline Referrals - Find Student The Discipline Referrals - Find Student page allows you to retrieve a student by campus and student ID or name, and view the discipline records entered for the student by a teacher in tx Gradebook. Admin > Admin Discipline Referrals To find a student: 1. Choose one of the following search options for finding the student. You can search either by student ID or name; you cannot use both options at the same time. In the Student ID autosuggest field, begin typing the student s ID. As you begin typing the ID, a drop-down list displays students whose student IDs match the numbers you have typed. The drop-down list also displays student names. From the drop-down list you can select the student. In the Last Name or First Name autosuggest fields, begin typing the student s last or first name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. 2. In the Campus ID field, type the campus at which the student is currently enrolled. If you are currently logged on with a campus administrative ID, the campus ID is set to the campus for which you are logged on and cannot be changed. 3. Under Viewing Options, select Page break between incidents if you want each incident to print on a separate page. 4. Click Search. 34

37 A list of students who match the criteria entered above is displayed under Search Results. The search results include the student s ID, name, campus, grade level, and entry/withdrawal dates for each campus. Students are sorted by last name, first name, and enrollment date. Note: Students are retrieved whether or not they have discipline records. 5. Under Selection, click to select the student record you want to view. 6. Click View Details to view the discipline records for the selected student. The Admin Discipline Referrals page is displayed. This page is described in the next section. Admin Discipline Referrals The Admin Discipline page allows you to view a student s discipline records. To view this page, you must first select a student at a specific campus on the Discipline Referrals - Find Student page. Locate the student, and click View Student. The Admin Discipline Referrals page is displayed. 35

38 Admin > Admin Discipline Referrals The following data is displayed: At the top of the list, the campus is displayed, followed by a summary of referrals found by status and by severity. For each record, the following information is displayed. This information is entered in tx Gradebook on the Discipline > Discipline Referrals page: Submitted By - the name of the tx Gradebook user who submitted the referral Severity - the severity of the offense, such as Low, Medium, or High (High indicates a very severe offense.) Offense Description - the corresponding PEIMS offense code describing the offense Referrer Comments - comments related to the offense that were entered by the person who submitted the referral in tx Gradebook Date/Time of Incident - the date and time of the incident Sent to Office - whether or not the student was sent to the office as a result of the incident 36

39 Teacher s Course Section - the course section in which the incident occurred, if applicable Status Pending - These are submitted referrals that are awaiting review and further action from an administrator. Reviewed - These are submitted referrals that have been reviewed by an administrator, and for which the administrator is taking no further action. Completed - These are submitted referrals that have been reviewed by an administrator, and for which further action was taken. To print the data: 1. Click Print to print the data displayed on the page. The Print dialog box opens allowing you to select your printer and settings. 2. Click Print to continue, or click Cancel to cancel printing. To select another student: To select another student for whom to view data, click Change Student. The Discipline Referrals - Find Student page is displayed allowing you to search for another student. 37

40 Long-Term Substitutes The Admin Long-Term Substitutes page allows you to maintain a list of long-term substitute teachers who are granted access to use tx Gradebook on behalf of a teacher who is out for an extended period of time. When the substitute logs in to tx Gradebook as the teacher, the welcome page will display a field allowing the substitute to select the teacher for whom he is substitute teaching. Then, the substitute teacher can proceed to use tx Gradebook as if her were the teacher. Note: A long-term substitute can be assigned to more than one teacher. A long-term substitute can be assigned to a teacher who teaches at more than one campus. In this case, the substitute will be able to select the campus, just as the regular teacher does. A teacher who teaches his own classes can also be assigned as a long-term substitute for another teacher. Admin > Admin Long-Term Substitutes Any existing long-term substitute teachers are listed in the Long-Term Substitutes grid. To add a long-term substitute teacher: 1. By default, only current records (i.e., those that have already started and have not yet ended) are displayed. To view all records, including those that have ended or not yet started, click Show Non-Current Records, and then click Retrieve. The complete list is displayed. 2. To add a long-term substitute, click Add Substitute Entry. The New Substitute Record section appears with the following fields: 38

41 In the Select a substitute field, select the name of the substitute teacher. This name cannot be the same name as in the Select a teacher field; otherwise, an error message is displayed. For itccs, the drop-down list is populated with the data from the sr_grpt_teach table which is maintained in itccs Grade Reporting on M/S Teacher Maint - Current Year WST0382. For TxEIS, the list is populated with the data from the cr_instr_cyr table which is maintained in TxEIS Grade Reporting on the Maintenance > Master Schedule > Campus Schedule > Instructor tab. In the Select a teacher field, select the name of the teacher for whom the long-term substitute will be teaching. This name cannot be the same name as in the Select a substitute field; otherwise, an error message is displayed. In the Select a beginning date field, type the first date the long-term substitute will be teaching. Use the MMDDYYYY format. Or, click to select the date from a calendar. You can leave the date blank if the begin date is unknown. In the Select an ending date field, type the last date the long-term substitute will be teaching. Use the MMDDYYYY format. Or, click to select the date from a calendar. You can leave the date blank if the end date is unknown. 3. Click Save. The long-term substitute teacher is added to the grid. Note: If you specified a future date for the begin date, the record will not be displayed in the grid unless you select Show Non-Current Records and then click Retrieve. 4. Click to view information for an existing long-term substitute. The data is displayed in the fields on the right side of the page. Update the data as needed and click Save. 5. Click to delete a long-term substitute from the grid. A message is displayed prompting you to confirm that you want to delete the record. Click OK to continue. 39

42 Other Administrative Tasks Copy Student Groups Once a teacher has established groups using the Student Group Manager, administrative users can copy the teacher s groups (and the students in the group) to another teacher. This page is only accessible from the Student Group Manager page. The page is only available for campusand district-level administrative users. Settings > Student Group Manager > Copy Student Groups To copy assignments: 1. From the Student Group Manager page, click Copy groups to another teacher. The Copy Student Groups page is displayed. 2. By default, the Copy From Teacher field displays the teacher ID and name of the teacher you are impersonating (i.e., the teacher you selected in the Run as Teacher field on the Administrator Options page). You can select another teacher for which you have access. The teacher s groups are displayed, including the number of students added to each group. 3. Select Copy for the group(s) you want to copy from this teacher to another teacher. You can only copy groups that do not already exist for the other teacher, and you can only copy groups to a teacher who has a tx Gradebook logon. The Copy field is disabled for all other groups. If you place the mouse over a disabled Copy field, a pop-up message is displayed indicating the reason the group cannot be copied (e.g., Exists in destination ). 4. By default, the Copy To Teacher field displays the teacher ID and name of the teacher you are impersonating. You can select another teacher. The selected teacher s existing groups are displayed, including the number of students added to each group. 40

43 5. Click Copy >>. The selected groups are listed under Copy To Teacher and are now included in the other teacher s list of groups. Warning: You can only delete a group that has been copied to another teacher immediately after it has been copied (i.e., if it was copied by mistake). In this case, click under Delete to delete the group. However, once you select another teacher under Copy To Teacher or leave the page, the is no longer displayed under Delete, and you cannot delete the group from the other teacher. 6. Click Back to Student Group Manager to return to the Student Group Manager page. Remove a Course From a Teacher s Group If you are logged on as a campus- or district-level administrative user impersonating a teacher, you can remove the course from the teacher s group if necessary. Removing the course does not delete the group; it only removes the course from the group. Once the course is removed from the teacher s group, it can be added to a group for another teacher, if the course meets all other criteria for course grouping. Settings > Administer Courses Under Course Group, the teacher s course groups are listed. This section is only displayed if the selected course is associated with a course group. Under Remove From Group, click. A message is displayed prompting you to confirm that you want to delete the course from the group. 41

44 Click OK, and the course is removed from the group. Administrator Reports in tx Gradebook Administrator-only Reports The following reports are only available to users who log on to tx Gradebook with a district- or campus-level security administrative user ID. Assignment Grades Last Updated Report The Assignment Grades Last Updated Report lists the last date and time teachers saved assignment grades in tx Gradebook. The report is sorted by teacher, course, and then section. Note: The report may take several minutes to run. The Last Updated column on the report is shaded red for teachers who have not updated assignment grades during the time frame specified. In order for the red shading to appear on the printed report, you must set your printer settings to enable background printing. Reports > Admin Reports > Assignment Grades Last Updated To select report options: 1. Select the campus, semester, and cycle for which you want to print the report. 2. In the Days Since Last Updated and As of Date fields, indicate the timeframe for the report data. The semester and cycle begin and end dates are displayed for your information. 42

45 Examples: To see data for teachers who have not entered assignment grades in the past two weeks, type 14 in the Days Since Last Updated field, and type today s date in the As of Date field. To see data for teachers who did not enter assignment grades during the first cycle, type the number of days in the cycle in the Days Since Last Updated field, and type the ending cycle date in the As of Date field. 3. Select Include All Teachers if you want the report to list all teachers. If this option is selected, all teachers at the campus are listed, and the Last Updated column on the report is shaded red for the teachers who have not entered assignment grades during the specified time frame. If Include All Teachers is not selected, the report will only list teachers who have not entered assignment grades during the specified time frame. 4. Select Include Withdrawn Students if you want to include withdrawn students in the student counts. To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 2. From the report window, click Print to print the report. 43

46 Graded Assignment Count Report (itccs Only) The Graded Assignment Count Report allows you to view a teacher s number of graded assignments for a specified date range. You can view the number of graded assignments by course or by category. You can also specify a threshold for a specific course or category (e.g., teachers who have fewer than 10 graded assignments in the homework category). The report can be run for one teacher or for the entire campus. This report is available for itccs districts only. Reports > Admin Reports > Graded Assignment Count To select report options: 1. Select the semester and cycle for which you want to print the report. 2. Select Use Date Assigned if you want to specify a date range. You must select this field in order to use the From Date and To Date fields. 3. In the From Date and To Date fields, type the beginning and ending dates in the MM/DD/YYYY format for the date range you want to view. Or, click to select the dates from the calendar. Both dates must be within the selected semester-cycle. You must select Use Date Assigned in order to use the From Date and To Date fields. To close the calendar, you must click a valid date on the calendar, or click the calendar icon. 4. In the Threshold field, indicate the count threshold for the report: Select Total Graded Assignments Per Course to view the total number of graded assignments for each of the teacher's courses. In the two-digit less than field next to the Threshold field, you can type the threshold number for the course. For example, type 10 if you want to view a list of courses that have fewer than 10 graded assignments. Leave the field blank to view counts for all courses. 44

47 Select Total Graded Assignments Per Category to view the total number of graded assignments for each category within each course. In the two-digit less than field next to the Threshold field, you can type the threshold number for the category. For example, type 8 if you want to view a list of categories that have fewer than 8 graded assignments. Leave the field blank to view counts for all categories. Select Graded Assignment Threshold by Category to specify a threshold for a specific category. For example, you can view a list of teachers who have fewer than five graded assignments in the homework category. A list of categories for the teacher or campus (depending on your selection in the Run Report for field) is displayed. For each category, select Use if you want the category included in the report, and then type the two-digit threshold number in the Graded Assignment Threshold - less than field. 5. In the Run Report for field, select Campus to run the report for the campus to which you are logged in, or select Teacher to run the report for a specific teacher at the campus to which you are logged in. If you select Campus, the report is generated for all teachers at the campus and is sorted by teacher name. If you select Teacher, the following fields are displayed under Teacher Options allowing you to specify additional criteria. Select Show Students Grade Count if you want to view a breakdown of graded assignments by student. Otherwise, the total count is displayed for the course or category. In the Teacher field, select the teacher for whom you want to run the report. The Course field displays the courses for the selected teacher. You can run the report for all of the teacher s courses, or select a specific course. 45

48 To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 2. From the report window, click Print to print the report. Missing Averages Report The Missing Averages Report displays by campus the teachers who have students with no working cycle averages. Students in non-graded courses are not included. If you are logged on to tx Gradebook with a district-level security administrative ID, you can produce the report for multiple campuses. Otherwise, you can only run the report for the campus displayed. The report is sorted by teacher and includes the total number of students who do not have averages and the teacher s course sections. Reports > Admin Reports > Missing Averages 46

49 To select report options: 1. Select the semester and cycle, and type the three-digit campus ID for which you want to run the report. 2. Select Show Self-Paced Courses if you want to include self-paced courses on the Missing Averages Report. If the field is selected, students in both regular and self-paced courses are displayed. If the field is not selected, only students in regular courses are displayed. To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 2. From the report window, click Print to print the report. Teacher s Disallowed Weighting Type Report The Teacher s Disallowed Weighting Type Report allows you to view a list of teachers who are using a weighting type that is not allowed by the campus. The report includes the teacher number, teacher name, the disallowed weighting type, and the course sections using the disallowed weighting type. The campus weighting types allowed are set in the Student system: In TxEIS, this is set in Grade Reporting on the Maintenance > Gradebook Options > Campus > Options tab. In itccs, this is set in the Campus application on Campus txgradebook Options Maintenance WST

50 Reports > Admin Reports > Teacher s Weighting Type To select report options: 1. Select the campus and semester for which you want to print the report. 2. The Allowed weighting types field displays the weighting types allowed at the selected campus. To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 48

51 2. From the report window, click Print to print the report. UIL Report The UIL report provides a list of students working cycle averages for all of their courses, which allows you to determine UIL eligibility and locate students who may be at risk of losing eligibility. Students are sorted by last name. Some teachers may be given access to this report. If a posted grade exists for the semester and cycle, the posted grade is displayed. If no posted grade exists, the override grade is displayed. If no override grade exists, the working cycle average is displayed. Note: Teachers with access to run UIL reports can only run reports for their classes. Teachers cannot run the report by special programs. This report can be exported to Microsoft Excel. If you use Microsoft Excel 2007, a warning message is displayed when you export the report. The message indicates that the report is in a different format than specified by the file extension. Click Yes to continue. The report opens in Excel as expected. The message is caused by a security feature in Excel For more information, view blogs.msdn.com/vsofficedeveloper/pages/excel Extension-Warning.aspx. Reports > Admin Reports > UIL To select report options: 1. Select the semester, cycle, and course section for which you want to print the report. 2. If you have been granted access to run student group reports in itccs or TxEIS, the Special Programs field is displayed. Select the group for which you want to produce the report, if applicable. If a program is selected, the report only includes students enrolled in the special program. You can select a course section and a special program. If you make selections in both fields, the report includes only students enrolled in the course section who are also enrolled in the special program. 49

52 If you select Generic, the generic program field is displayed allowing you to select a specific generic program. In the generic program field, select the generic program for which you want to produce the report, if applicable. Only generic programs for the campus are listed. If a generic program is selected, the report only includes students enrolled in the generic program. 3. To limit the report to students who have at least one course with a working cycle average below a specific grade (e.g., below 70), select Show only students with at least one grade below, and type a grade in the field. To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 2. From the report window, click Print to print the report. 50

53 Semester Grade Range Report The Semester Grade Range Report allows you to view semester grades that fall within a specified range according to options entered on the page. Reports > Admin Reports > Semester Grade Range Report To select report options: 1. Select the semester, cycle, and course section for which you want to print the report. 2. Under Grade Selection Options, select the range of grades you want to include in the report. To include all semester grades, select Show all Semester Grades. To narrow the report to a specific range of grades, select Show all Semester Grades between, and type a maximum grade in the Maximum grade field, and type a minimum grade in the Minimum grade field. Below the Maximum grade and Minimum grade fields, the highest failing semester grade at the campus is displayed for your information. 3. Under Viewing Options, select the data that will be displayed on the report. If you want the student names to be displayed on the report, select View Student Names. Otherwise, the names are not displayed on the report, and students can only be identified by their student IDs. The student ID is always displayed on the report. If you want to narrow grades to only course sections for the current semester-cycle, set the View Course Section(s) option to Current. Otherwise, select All to show cycle grades for all course sections. 51

54 4. Under Admin Options, make the following selections. Select Across Campus if you want to view grades for all courses across the campus. Otherwise, grades are only displayed for the selected course section or for the impersonated teacher s courses. Note: If you are impersonating a teacher for whom no courses are defined, the message No courses defined is displayed at the bottom of the page, and the fields are disabled. However, once you select Across Campus, the message is removed because it may not apply to all instructors at the campus, and the fields are enabled. If Across Campus is selected, the View Course/Section & Instructor in Grid Format field is enabled. If you do not select View Course/Section & Instructor in Grid Format, the report is grouped by course-section. The report is similar to the report for non-administrative users; however, the instructor is listed for each course-section. For nonadministrative users, the instructor is listed once at the top of the report. If you select View Course/Section & Instructor in Grid Format, the report data is displayed in a grid format, and the course-section and instructor are listed in grid columns. The grid can be sorted by student name, course-section, instructor name, or cycle grade. To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 2. From the report window, click Print to print the report. 52

55 Final Grade Range Report The Final Grade Range Report allows you to view final grades that fall within a specified range according to options entered on the page. Reports > Admin Reports > Final Grade Range Report To select report options: 1. Select the semester, cycle, and course section for which you want to print the report. 2. Under Grade Selection Options, select the range of grades you want to include in the report. To include all final grades, select Show all Final Grades. To narrow the report to a specific range of grades, select Show all Final Grades between, and type a maximum grade in the Maximum grade field, and type a minimum grade in the Minimum grade field. Below the Maximum grade and Minimum grade fields, the highest failing final grade at the campus is displayed for your information. 3. Under Viewing Options, select the data that will be displayed on the report. If you want the student names to be displayed on the report, select View Student Names. Otherwise, the names are not displayed on the report, and students can only be identified by their student IDs. The student ID is always displayed on the report. If you want to narrow grades to only course sections for the current semester-cycle, set the View Course Section(s) option to Current. Otherwise, select All to show cycle grades for all course sections. 53

56 4. Under Admin Options, make the following selections. Select Across Campus if you want to view grades for all courses across the campus. Otherwise, grades are only displayed for the selected course section or for the impersonated teacher s courses. Note: If you are impersonating a teacher for whom no courses are defined, the message No courses defined is displayed at the bottom of the page, and the fields are disabled. However, once you select Across Campus, the message is removed because it may not apply to all instructors at the campus, and the fields are enabled. If Across Campus is selected, the View Course/Section & Instructor in Grid Format field is enabled. If you do not select View Course/Section & Instructor in Grid Format, the report is grouped by course-section. The report is similar to the report for non-administrative users; however, the instructor is listed for each course-section. For nonadministrative users, the instructor is listed once at the top of the report. If you select View Course/Section & Instructor in Grid Format, the report data is displayed in a grid format, and the course-section and instructor are listed in grid columns. The grid can be sorted by student name, course-section, instructor name, or cycle grade. To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 2. From the report window, click Print to print the report. 54

57 User Log Report The User Log Report provides a report of all tx Gradebook user actions according to your specified criteria. You can run the report by user, by page, or both. This report can only be run by users logged on at the district administrative level. Reports > Admin Reports > User Log Report 1. Under Primary Data Selection Options, make selections in one or both of the following fields: In the Page field, select the page for which you want to view user activity. In the User field, select the user for whom you want to view user activity. Note that if you make a selection in both fields, the results will include user actions for the user for the selected page only. You cannot select All for both fields. 2. Under Filtering Options, make selections in one or more of the following optional fields: To limit your search to a particular date range, type the beginning and ending dates in the To and From date fields. To limit your search to a particular user action, select the action in the Action field. 55

58 To limit your search further, you can type an action in the detail Action field. This is a free-form search that will return any matches that occur in the action detail column in the Gradebook Log table which stores records of all user actions. For example, you could type a student user ID to locate records referencing the student ID. Because of the wide range of data included in this column, it may be helpful to generate the report once without entering data in this field, and then review the data first. Upon reviewing the data contained in the Action Detail column of the report, you may identify search strings that will help you further limit the report data if needed, and then you can re-run the report with a value typed in the Action field. 3. Select Separate data by user session if you want to group the report data by session (i.e., user ID or page, and then date-time stamp). Otherwise, the report data will be sorted by date-time stamp. Note that a session is created each time you open a browser and request data from a server. A session ends when you close the browser or when a timeout occurs. To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 2. From the report window, click Print to print the report. 56

59 Special Programs Report The Special Programs Report provides a listing of the special populations for each student in the class. Some teachers may be given access to run this report. Reports > Special Programs To select report options: 1. Select the semester and course section for which you want to print the report. 2. In the As Of Date field, type the date in the MM/DD/YYYY format. Or, click to select the date from the calendar. To close the calendar, you must click a valid date on the calendar, or click the calendar icon. 3. Under Viewing Options, make the following selections: If you want the student names to be displayed on the report, select View Student Names. Otherwise, the names are not printed on the report, and students can only be identified by their student IDs. The student ID is always displayed on the report. If you want to narrow the student data to only course sections for the current semestercycle, set the View Course Section(s) option to Current. Otherwise, select All to show data for all course sections. These options are disabled if you are logged on as an administrative user and select Across Campus under Admin Options. 4. Under Admin Options, make the following selections. Select Across Campus if you want to view data for all courses across the campus. Otherwise, data is only displayed for the selected course section or for the impersonated teacher s courses. Note: If you are impersonating a teacher for whom no courses are defined, the message No courses defined is displayed at the bottom of the page, and the fields are disabled. However, once you select Across Campus, the message is removed because it may not apply to all instructors at the campus, and the fields are enabled. 57

60 If Across Campus is selected, the View Without Course/Section & Instructor in Grid Format field is enabled. If you do not select View Without Course/Section & Instructor in Grid Format, the report is grouped by course-section. The report is similar to the report for nonadministrative users; however, the instructor is listed for each course-section. For non-administrative users, the instructor is listed once at the top of the report. If you select View Without Course/Section & Instructor in Grid Format, the report data is displayed in a grid format, and the course-section and instructor are not displayed. The default sort is by student name; however, the grid can be re-sorted. To print the report: 1. Once you have selected your options, click Generate. The report opens in a new window. 2. From the report window, click Print to print the report. 58

61 Additional Reports Several reports that are available to teachers have administrator-only options. These options are only displayed if you are logged on to tx Gradebook with a district- or campus-level administrative user ID. Attendance Roster Report (itccs Only) The Attendance Roster Report Selection page allows you to create attendance rosters for one course or all of your courses at one time. A signature line is provided at the bottom of each period/course. Administrative users have the option to print rosters for one, multiple, or all teachers at the campus. Attendance > Attendance Rosters The fields under Admin Options are only displayed if you are logged on as an administrative user. These fields are not displayed for TxEIS users. All teachers at the campus are listed in a box with separate scroll bars. You can scroll through the box to see all teachers at the campus. Select SELECT ALL TEACHERS if you want to print rosters for all teachers at the campus. Or, select one or more individual teachers. In the Period field, indicate the period for which you want to print rosters. If you selected all teachers, you must select one period. The ALL option is disabled and cannot be selected. 59

62 If you selected one or more individual teachers, you can select a period, or you can select ALL to produce the report for all of the teachers periods. If you are running the report for all periods, you are limited to 50 teachers. Note: If you produce the report for more than one teacher, there is a page break between each teacher s roster. Cycle Grade Range Report The Cycle Grade Range Report Selection page allows you to produce a report showing cycle grades that fall within a specified range according to options entered on the page. Administrators can view grades for all courses across the campus. Reports > Cycle Grade Range The fields under Admin Options are only displayed if you are logged on as an administrative user. Select Across Campus if you want to view grades for all courses across the campus. Otherwise, grades are only displayed for the selected course section or for the impersonated teacher s courses. If Across Campus is selected, the View Course/Section & Instructor in Grid Format field is enabled. If you do not select View Course/Section & Instructor in Grid Format, the report is grouped by course-section. The report is similar to the report for non-administrative users; however, the instructor is listed for each course-section. For non-administrative users, the instructor is listed once at the top of the report. 60

63 If you select View Course/Section & Instructor in Grid Format, the report data is displayed in a grid format, and the course-section and instructor are listed in grid columns. The grid can be sorted by student name, course-section, instructor name, or cycle grade. Percent Failing Report The Percent Failing Report Selection page allows you to produce a report of the percentage of a teacher s students who have a failing working cycle average. The report provides the percentage of failing students for each class as well as a total for all of the teacher s classes. The data can be displayed in a pie chart as well as a grid format. Administrators can view data for all courses across the campus. Reports > Percent Failing The Admin Options section is displayed if you are logged on as an administrative user. Under Admin Options, select Across Campus if you want to view data for all courses across the campus. Otherwise, grades are only displayed for the impersonated teacher s courses. If you select Across Campus, the Force page break between instructors field is displayed allowing you to indicate if you want to include a page break between instructors. Select the field to include the page break. 61

64 Special Program Report The Special Program Report Selection page allows you to produce a report of the special populations for each student in the class. Administrators can view data for all courses across the campus. Report > Special Programs The fields under Admin Options are only displayed if you are logged on as an administrative user. Select Across Campus if you want to view data for all courses across the campus. Otherwise, data is only displayed for the selected course section or for the impersonated teacher s courses. If Across Campus is selected, the View Without Course/Section & Instructor in Grid Format field is enabled. If you do not select View Without Course/Section & Instructor in Grid Format, the report is grouped by course-section. The report is similar to the report for nonadministrative users; however, the instructor is listed for each course-section. For nonadministrative users, the instructor is listed once at the top of the report. If you select View Without Course/Section & Instructor in Grid Format, the report data is displayed in a grid format, and the course-section and instructor are not displayed. The default sort is by student name; however, the grid can be re-sorted. 62

65 tx Connect Administrator access to tx Connect is accomplished by a separate Administrator Login page using the Adminlogin.aspx file name in the application URL. Administrator access allows you to log on and view overall usage statistics for tx Connect, as well as many other administrative functions. Administrator Login The Administrator Login page accepts the same administrator user IDs used for tx Gradebook. Only administrators marked as active in tx Gradebook can log on to tx Connect. To log on as an administrator, type your administrator user name and password, and then click Log In. The Administrator Options page is displayed. Warning: If you have three unsuccessful attempts logging on (invalid user ID/password combinations), the system will lock out your account for 20 minutes. Try logging on again after 20 minutes. 63

66 Administrator Options Administrator access allows you to log on as a parent. You will be impersonating a parent and will be able to navigate through tx Connect as the parent. From the other tabs on this page, you can also manage the district-level tx Connect settings and view overall usage statistics for tx Connect. From the Administrator Login page, type your administrative user name and password, and then click Log In. The Administrator Options page is displayed with User Administration as the default tab. User Administration The User Administration tab is displayed by default when you log on. If you are viewing another tab, click the User Administration tab to return. 1. Retrieve the user (i.e., parent) you want to impersonate using one of the following fields: In the User field, type all or part of the parent s user ID. In the field, type the parent s address. In the Student ID field, begin typing the student ID assigned to the parent. As you begin typing the ID, a drop-down list displays students whose student IDs match the numbers you have typed. The drop-down list also displays student names. From the drop-down list you can select the student. 64

67 In the Student Name field, begin typing the student name assigned to the parent. As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. 2. Click Search. The user(s) (i.e., parent(s)) who meet the criteria are displayed with the following information: The User ID column displays the parent s user ID. The column displays the parent s address. The Student Count column displays the number of students associated with the user ID. If you place the pointer over the number in the Student Count column, a pop-up window displays the students assigned to the user ID. The Last Login column displays the date and time the user last logged on to tx Connect. Click the page numbers at the bottom of the grid to view additional users. To sort the grid by user ID, student count, or last login, click the column heading. Click it once to sort in ascending order. Click it again to sort in descending order. 3. Once you locate the user you want to impersonate, click. If you have successfully set yourself as a tx Connect parent user, the parent user ID is displayed in the Active User field under User Administration. Once you select a valid tx Connect parent user to impersonate, you can navigate through tx Connect as if you were that user. Note: If you logged on with a campus-level administrator ID, the following applies: You can only impersonate users who have students at the campus to which you are associated. You can only view students associated with the campus to which you are logged on, even if the user you are impersonating has students at other campuses. For example, if you are logged on with a campus-level administrative ID for an elementary campus, and you impersonate a parent who has two students at that elementary campus and one student at the middle school campus, you will not see the middle school student; only the elementary students will be displayed. If a student is enrolled at multiple campuses, including the campus to which you are logged on, you can only see data for the student at the campus to which you are logged on. 4. To delete a user account, click. A dialog box is displayed prompting you to confirm that you want to delete the account by typing DELETE. To continue, type DELETE, and then click OK. The user account is deleted. 65

68 5. To view data for the user s students, select pages from the menu. 6. To return to this page and impersonate a different parent, select Admin from the menu at the top of the page. 7. For district-level administrators, two export options allow you to export data from the user tables. Click Users and Students to export data from the users table joined with the guardians table, which provides a list of all tx Connect users and their associated students. You are prompted to open or save the file which is named PortalUsersWithStudents.csv. The following data is displayed for each user: user name, address, date of last login, date the account was locked (or the default date), and the student s portal ID. Note that this list may include students who do not have associated users. Click Users Only to export data from the users table, which provides a basic user list. You are prompted to open or save the file which is named PortalUsers.csv. The following data is displayed for each user: user name, address, date of last login, and date the account was locked (or the default date). Note that the student s portal ID is not included. 66

69 Settings Click the Settings tab. Settings on this tab are district wide. 67

70 Activate or Inactivate tx Connect The txconnect is field indicates if tx Connect is currently active or inactive. The field displays Active if the application is currently available to users. The field displays Inactive if the application is not currently available to users. The txconnect is active as of field indicates the date for the active/inactive setting. If tx Connect is active, the date indicates when tx Connect became active. If tx Connect is inactive, the date indicates when tx Connect will become active. To change the date, click the date link. The field is enabled. Type the date in the MM/DD/YYYY format. Or, if you click in the date field, a calendar is displayed allowing you to click a date on the calendar. Click Set Active Date, and the system is automatically activated or inactivated accordingly on that date. In the Disable schedules from displaying in txconnect field, indicate if you want to display student schedule information in tx Connect, including the tx Connect mobile app. If you select Yes, parents/guardians will be able to access tx Connect and use some parts (such as online student registration), but will not be able to view data that would require a student s schedule to be displayed (Summary, Attendance, Grades, and Assignments). When this field is set to Yes, the message Student schedule is not available at this time is displayed at the top of the Summary, Attendance, Grades, and Assignments pages. tx Connect Mobile App Under Parent Portal Mobile Control in the Allow users access to Parent Portal Mobile field, select Yes or No to indicate if you want to enable district-wide access to the mobile version of tx Connect. If the field is set to No, the message Parent Portal Mobile Application Not Available is displayed if a user attempts to access the tx Connect mobile app. In the Path to Parent Portal Mobile field, you can type the URL for accessing the mobile version, which will appear on the login page for the non-mobile app Web site; this is optional. Click Save to save your changes. 68

71 Discipline Under Discipline Control, indicate if you want to display discipline (with or without comments) for parents to view in tx Connect. If you select Show discipline with comments, the Discipline page is available for parents in tx Connect, and any comments associated with an incident are displayed below the discipline record. If you select Show discipline without comments, the Discipline page is available for parents in tx Connect, but any comments associated with an incident are not displayed. If you select No, the Discipline page is not available for parents in tx Connect. Assessments (TxEIS Only) Under Assessment View Control, for each test, indicate if you want test score data displayed to parents/guardians in tx Connect. Select Yes if you want the data displayed in tx Connect. Otherwise, select No. This section is only displayed for TxEIS districts. Campus-Level Administrators Under Campus-Level Admins Control in the Allow Campus-Level Admins to view all students in district field, indicate if campus-level users can see all students in the district. If the field is set to No, campus-level administrators are blocked from accessing students who are not at the campus, and from impersonating a user to access those students. For example, if a tx Connect user (i.e., parent) has two students - one that the campus administrator should be able to see, and one that he should not be able to see, the campus administrator can impersonate that parent, but the only students at his campus will be displayed. Immunizations Under Immunizations Control in the Display Immunizations field, select Yes or No to indicate if you want to display immunizations data for parents/guardians in tx Connect. In the Immunizations Resource Path field, you can type a URL for a Web site providing information about immunization requirements, such as the Texas Department of State Health Services Web site. Click Save to save your changes. Note: The Texas Education Code requires that a link to the Texas Department of State Health Services Web site be provided to parents/guardians as part of the Immunization Awareness program. The Immunizations Resource Path field provides a way to adhere to this requirement; however, you are not required to use this field. 69

72 Forms Management Under Forms Management, you can establish settings for maintaining a pool of forms that can be used for student online registration. This is only displayed if form management is enabled by the district in the config file. 1. In the Allow parents access to student data forms field, indicate if you want to allow parents to view and/or access online forms in tx Connect. The field is set to No by default. If this field is set to Yes, the following is available: The Edit Settings link will appear on the My Account page next to Students allowing the parent to register his address for his students. The Edit button will be displayed in the View/Edit Forms column for the students allowing the parent to access online student registration forms. On the Login page, the New Student link will be displayed allowing the parent to register a new student in the district. On the Login page, the Looking For Calendars link will be displayed allowing the parent to access district and campus calendars. If this field is set to No, parents will not have access to any online student registration functionality in tx Connect. The Edit Settings link will not be displayed on the My Account page, and the Edit button under View/Edit Forms will not be enabled for any students. The New Student and Looking For Calendars links are also unavailable. 2. In the New Student Enrollment Authentication Type field, indicate if you want to use e- mail or CAPTCHA validation for new student enrollment. Select to validate a user by . This is the original validation process in which an message is sent to the user s address allowing him to confirm his identity by typing the registration code that appears in the message. Select Captcha to validate a user by CAPTCHA, which is a tool that protects Web sites against bots by generating codes that humans can pass but computer programs cannot pass. This option should only be used during short-term enrollment events such as Kinder Roundup. When this option is enabled, CAPTCHA validation will display a six-character code on the registration page that the parent/guardian will have to type accurately in order to proceed through the online registration process. 3. In the District message to appear on registration confirmation page field, you can type a message that will be displayed to a parent once he successfully adds or updates online student registration information in tx Connect on the My Account > Student Information for STUDENT NAME page. Click Update Message to save the changes. 4. Click the Forms Management page link to open the Forms Management page. Forms Management is covered later in this chapter. 70

73 Statistics Click the Statistics tab. Under Statistics, the following information is displayed: The Students with Associated Accounts is the district-wide number of students who are associated with a registered parent (i.e., the number of students for whom an account has been created). Under Associated Students per Campus is the total number of students associated with a registered parent (i.e., the number of students for whom an account has been created) at each campus. The Total Users is the district-wide total number of users who have registered as of today s date. Under Associated Users per Campus is the total number of users with students registered at each campus. Note that a user is counted more than once if he has students at more than one campus, such as a user with a student in middle school and a student in high school. The Active Users since field lets you set a date to see the district-wide number of users who have logged on since the specified date. By default, the field is automatically set to one month prior to the current date. To change the date, click the date link. 71

74 Type the date in the MM/DD/YYYY format. Or, if you click in the date field, a calendar is displayed allowing you to select a date from the calendar. Click Set Range. The statistics are updated to the new numbers. Note that changing the date is a temporary setting. When the page is refreshed, the value will always revert back to one month prior to the current date. 72

75 Form Management The Form Management pages are only available if form management is enabled by the district in the config file. For more information, see the Form Management for Online Student Registration Checklist in Appendix A of this guide. Forms Management The Forms Management page allows district-level users to manage forms for online student registration, including static printable forms and customized forms for student online registration and demographic updates. This page can only be accessed from the Administrator Options page. There are two types of forms that can be maintained via the Forms Management page: static forms and dynamic forms. Static forms are documents that cannot be updated online; they can be viewed, printed, completed by hand, and returned to the campus. Static forms will vary by district and campus. Dynamic forms are presented online and can be completed and submitted online. These forms may include student online registration and demographic updates. Note: Calendars and new student enrollment forms are static documents. Any static forms you upload must be ADA compliant. To access the page: 1. From the Administrator Login page, type your administrative user name and password, and then click Log In. The Administrator Options page is displayed with User Administration as the default tab. 2. Click the Settings tab. 3. Under Forms Management, click the Forms Management page link. The Forms Management page is displayed. 73

76 1. On the left side of the page under I WOULD LIKE TO are links to the menu items. 2. On the right side of the page under Summary Information is data on the number of existing forms and columns. 3. From the menu, select the menu item for the type of form you want to manage: Select Static Documents to maintain a pool of static forms that parents can view and print via tx Connect. From the Static Documents page, you can upload forms from your PC to the tx Connect server. Parents will be able to access these forms from tx Connect. Select Form Columns to manage a pool of columns (i.e., fields) that can be used to build customized dynamic forms for online student registration and demographic updates. Examples of columns are first name, last name, middle name, birth date, and sex. Select Forms to create dynamic and static forms using the pool of columns (i.e., fields) or static forms. Select Form Groups to maintain a set of headings that can be used to organize the forms. For example, you may create a heading named Medical to group all forms related to the student s health such as medical contacts and emergency contacts. Note: A form must be associated with a group in order to be accessible to parents. Select Form Usage to view statistical information about form usage, or to clear student/form records from the form acceptance tables. (itccs only) Select Guardian Update to give permission to parents to perform specific functions in tx Connect. Select Admin to return to the Administrator Options page. 74

77 Static Document Management The Static Document Management page allows you to maintain a pool of static forms that parents can view and print via tx Connect. Static forms are documents that cannot be updated online; they can be viewed, printed, completed by hand, and returned to the campus. These forms will vary by district and campus. From the Static Documents page, you can upload forms from your PC to the tx Connect server. Parents will be able to access these forms from tx Connect. You can upload documents in the following formats:.doc (Microsoft Word).docx (Microsoft Word).pdf (Adobe Acrobat).xls (Microsoft Excel).xlsx (Microsoft Excel) Note: Any static forms you upload should be ADA compliant. Administrator Options > Settings > Forms Management > Static Documents 1. Under Upload a document, click Browse to locate the form on your PC that you want to upload. A dialog box opens allowing you to select the file. Locate the file, and then click Open. The file name is displayed in the Upload a document field. 2. Click Upload File to upload the selected file to the tx Connect server. The file is uploaded to the server, and the Your file was saved as field displays the file name of the uploaded file. 3. Below the Upload File button, statistical information is displayed indicating the total number of documents uploaded and the total file size for all uploaded documents. 4. Under All Documents, a list of all uploaded documents is displayed in alphabetical order. The document name and file size are displayed. 75

78 5. To delete a document from the tx Connect server, click for the document you want to delete. A message is displayed prompting you to confirm that you want to delete the file. Click OK. The file is deleted. Note: You cannot delete a document if it is in use (i.e., assigned to a group). Form Column Management The Form Column Management page allows the district to manage a pool of columns (i.e., fields) that can be used to build customized dynamic forms for online student registration and demographic updates. Examples of columns are first name, last name, middle name, birth date, and sex. You can set options for each field, such as whether it can be updated by a parent without approval by the campus. itccs districts can also select document storage fields, which allow parents to upload supporting registration forms, such as immunization record, birth certificate, and more. 76

79 Administrator Options > Settings > Forms Management > Form Columns 1. Under Available Columns, a list of all available columns (i.e., fields) is displayed. The list includes the database column name, database table name, and the application with which the field is associated (such as Registration). Note: (itccs only) The following column names are used for document storage: DOCSTOR_BC (birth certificate), DOCSTOR_DL (driver license), DOCSTOR_IMM (immunization record), and DOCSTOR_POR (proof of residency). The Seq. field indicates if the column is from a vertical table. For example, the demo contact table has a sequence number for each person entered. If there are four contacts entered, they would have sequence numbers of 01, 02, 03, and 04. blank = a single record for the student, such as a name asterisk (*) = multiple records for the student, such as multiple contact records 77

80 (itccs only) sequence number = a hard-coded sequence resulting in a static number of multi-record tables The Updateable column indicates if the district allows a parent/guardian to update the data in the field. True (i.e., yes) indicates that the district will allow parents to update the field. False (i.e., no) indicates that the district does not allow it to be updated. You can click the column heading to sort the grid by that column. Click it once to sort the column in ascending order. Click it again to sort the column in descending order. 2. Click under Edit to edit settings for a particular field. The Edit Column Information section is displayed on the left side of the page. The Selected Column field indicates the database name for the selected column. For a column in a vertical table, an asterisk or a sequence number is displayed in parentheses next to the column name. The From Table field indicates the database name for the table in which the selected column exists. Under Default friendly display name, a friendly name for the selected column is displayed as it will appear on the form. For example, if the database column name is sr_demo.dob, the friendly name might be Student Date of Birth. For Is column visible to the user, select Yes to allow the field to be displayed for the parent on a form in tx Connect. If you select No, the field cannot be displayed on any forms for parents to see. For Will this column require an admin s review, select Yes if a campus administrator must review a parent s change before the change is made to the student s official record. If you select No, the change will automatically appear in the student s record when the parent updates the data. For Is physical documentation required for changes, select Yes if the district requires the parent to submit physical evidence (i.e., paperwork) for changing this field. If you select No, the parent will be able to change the field without submitting physical evidence. Under Default instructions or information for this data, you can type any special instructions for the parent that are specific to the field. You can type up to 255 characters. Click Save. A message is displayed indicating that the data was saved successfully. 78

81 Form Management The Form Management page allows you to add, delete, and edit forms. Note: A form must be added to a group in order to be accessible to parents. You can add a form to a group on the Form Group Management page, which is described later in this chapter. Administrator Options > Settings > Forms Management > Forms 1. Under Available Forms, a list of all available forms is displayed. Note: The Contacts and Registration forms are included automatically and cannot be removed. The list includes the form name, type of form (i.e., static or dynamic), and the campus with which the form is associated (if applicable). The Editable column indicates if the form is editable according to campus-level settings. Under Columns, the number of columns (i.e., fields) currently added to the form is displayed. You can click the column heading to sort the grid by that column. Click it once to sort the column in ascending order. Click it again to sort the column in descending order. 2. To add a new form, do the following under New Form: In the Name field, type a name for the new form. You can type up to 50 characters. The name must be unique within the campus. In the Campus field, select a campus in order to assign the form to a specific campus. Or, select None if the form is used for all campuses in the district. 79

82 In the Visible field, select Yes if you want the form to visible to parents in tx Connect. For static forms (i.e., forms that cannot be completed online), select the form from the list of forms in the drop down. Leave this field set to No Document if you are creating a dynamic form. Under Special Instructions or information for this form, type any specific district-level instructions for the form, up to 2000 characters. Click Add. The form opens on the Form Editor page where you can add fields and make other modifications. The Form Editor page is described in the next section. 3. To edit an existing form, under Available Forms, click under Options. The form opens on the Form Editor page where you can make changes. 4. To delete an existing form, under Available Forms, click under Options. A message is displayed prompting you to confirm that you want to delete the form. Click OK to continue, and the form is deleted. Note: You cannot delete a form if data exists for the form (i.e., if a parent has submitted changes associated with the form). Form Editor The Form Editor page allows you to change settings for a selected dynamic form, such as adding the fields to the form, assigning a friendly name, and determining the order in which the fields are displayed. Administrator Options > Settings > Forms Management > Forms On the Form Management page under Available Forms, click under Options for the form you want to manage. The form opens on the Form Editor page where you can make changes. 80

83 1. In the Name field, type a name for the form. The field can be up to 50 characters. 2. If the form is specific to one campus, select the campus in the Campus field. Otherwise, leave the field set to None - District if the form is for all campuses in the district. 3. The Editable field, which can also be set on the Form Management page, indicates if you want the fields on the form to be editable according to campus-level settings. If the field is set to Yes, the fields on the form will be editable according to campus-level settings. If you select No, it will override any other settings, and no fields on the form will be editable. 4. In the Visible field, select Yes, if you want the form to be visible to parents. Otherwise select No. This field overrides the campus-level setting. 5. Under Special Instructions or information for this form, which can also be entered on the Form Management page, type any specific district-level instructions for the form. You can type up to 2000 characters. 6. Under Form Fields, you can add columns (i.e., fields) to the selected form. You must add at least one field to a form for the form to be valid. Click Add to add a new column to the form. A row is displayed in the grid. In the Column Name field, select the table-column you want to add to the form. The drop down lists all possible columns, including the column name, sequence number (if applicable), and table name. Once you select a table-column, all subsequent columns that you add to the form must come from the same type of table (either vertical with multiple records, or single record). The drop-down list in the subsequent rows will filter out the tables that can no longer be selected based on the selection in the first row. 81

84 A hyphen indicates a flag (single-record) table. An asterisk indicates a vertical (multi-record) table. (itccs only) A number indicates a hard-coded sequence in a multi-record table. In the Friendly Name field, type a friendly name for the field. For example, if the database column name is sr_demo.dob, the friendly name might be Student Date of Birth. The field can be up to 50 characters. The Order column allows you to indicate the order in which you want the fields to be displayed on the form. For example, select 1 if you want to field to be displayed at the top of the form. The Field Set field allows you to group related fields together in the form. For example, you could type Contact for all fields that are related to the student s contact information. The fields that you want to physically group together should also be together as indicated by the Order field. The fields with the same Field Set are grouped together in a box, but only if they are adjacent in the order. The box is drawn around one or more sequential fields that have a Field Set specified. Select Edit. if the field can be updated by parents on the form. If the Editable field is selected, the form field will be editable if it is also set to editable at the campus level. If Editable is not selected, it will override any other settings, and the form field will not be editable. Select Req. if the field is required of the parents. You cannot select this field if it is not editable. Select Bold if you want the field to be displayed in a bold font. Select Italics if you want the field to be displayed in an italic font. Under Color, click the box to select a color for the field. A dialog box opens that provides seven color choices, as well as the option for no color. Click a color to select it, and the dialog box closes. Under Bg Color, click the box to select a background color for the field. A dialog box opens that provides seven background color choices, as well as the option for no color. Click a color to select it, and the dialog box closes. Under Instructions, click the Instructions button to view any existing default instructions and add additional instructions. A dialog box opens. 82

85 Under Default instructions, any existing default instructions are displayed. They cannot be changed here. Under Field Instructions, add or update any additional instructions for the field. These instructions will be appended to the default instructions when the parent accesses the form in tx Connect. Select Bold if you want the instructions to be displayed in a bold font. This selection will apply to all text typed in the Field Instructions area. Select Italics if you want the instructions to be displayed in an italic font. This selection will apply to all text typed in the Field Instructions area. Click the Color box if you want the instructions to be displayed in a color. A dialog box opens that provides seven color choices, as well as the option for no color. Click a color to select it, and the dialog box closes. This selection will apply to all text typed in the Field Instructions area. Click Close to close the Instructions dialog box. 7. Click Save to save your changes. 8. Click the Forms link below the page title to return to the Form Management page. 83

86 Form Group Management The Form Group Management page allows you to create form group headings so you can associate related forms. A form must be associated with a group in order to be accessible to parents. Administrator Options > Settings > Forms Management > Form Groups 1. Under Available Groups, a list of all existing groups is displayed. The list includes the group name and number of forms currently associated with a group. The Calendars, Enrollment, and Registration groups are included automatically and cannot be removed. The New Student Enrollment Forms group is also included automatically and cannot be removed. It includes forms required for registering a new student in the district. Forms in this group will be displayed on the New Students page. 2. To add a new group, do the following under Form Group Detail: In the Name field, type a name for the group. Under Special instructions or information for this form grouping, type any special instructions for the form group, such as clarification about which forms should be associated. 84

87 Click Save. The group is listed under Available Groups. Click New to add a new form group. The data in the fields is cleared allowing you to enter another group heading. Unsaved data is lost. 3. To add a form to a group, do the following: Click Add. A grid is displayed allowing you to associate forms with the group. Existing forms for the group are listed. In the first available blank row, in the Form Name field, select the form from the drop down. All available forms are listed in the drop down in alphabetical order. In the Order field, type the number indicating the order in which you want the forms to be listed within the group. For example, select 1 if you want the form to be listed first in the group. Select Par Rev (parent review) if the form requires a parent to acknowledge that he has seen the form. This allows for a digital signature. Select Visible to make the form visible to parents. If the field is not selected, the form will not be displayed in tx Connect, even if it is associated with a group. Select Required to indicate to the parents/guardians that the form must be reviewed. This is for information purposes only at this time. The Add button is disabled once there are no additional forms that can be added to a group. 4. To edit an existing group, under Available Groups, click under Options. The fields on the left side of the page display the data for the selected group. 5. To delete an existing group, under Available Groups, click under Options. A message is displayed prompting you to confirm that you want to delete the group. Click OK. The group is deleted. Note: You cannot delete a group that has forms associated with it. There are several form groups that cannot be deleted, such as Enrollment; you are only able to add forms to these groups. Any form that is associated with the New Student Enrollment Forms group heading will be available for students who are not enrolled in the district (i.e., do not have a tx Connect logon and parent portal ID). The static forms can be used for enrolling a student in the district. If any forms have been associated with the New Student Enrollment Forms group, on the tx Connect Login page under New Student, a link is provided to allow parents to download enrollment forms. 85

88 If no forms have been associated with the New Student Enrollment Forms group, the tx Connect Login page does not display the New Student link. Form Usage The Form Usage page provides the following access: Usage Statistics - Provides statistical information about form usage, and allows you to clear student/form records from the form acceptance tables. Individual Form Information - Provides the ability to view the number of acceptance records for a specific form and clear the acceptance records as needed. The district- and campuslevel data can be exported to a spreadsheet as needed. Administrator Options > Settings > Forms Management > Form Usage Usage Statistics The Usage Statistics section displays information about form usage across the district or campus, or for a specific parent. For district-level administrative users, statistics for the entire district are displayed by default. To see statistics for one campus, select the campus in the Select a campus field. Or, you can search for a parent in the district by the parent s user name or address to see usage data for any forms he has accepted. For campus-level administrative users, campus-wide statistics are displayed for the campus to which you have access. Or, you can search for a parent at the campus by the parent s user name or address to see usage data for any forms he has accepted. 86

89 The following information is displayed: Total number of students in the district or campus - The number students who have demographic and enrollment records in the district or campus and also have a student portal ID assigned. Note that the count only includes campuses that have tx Gradebook options set up, and each student is only counted one time, even if multiple enrollment records exist. Students registered in txconnect (i.e. student has at least one associated parent/guardian) - The number of enrolled students who have at least one guardian associated in tx Connect. Students not registered in txconnect - The number of enrolled students who have no guardian associated in tx Connect. This is calculated as the Total number of students in the district or campus minus Students registered in txconnect. Students with online registration activity - The number of students who have currentyear acceptance records. Students with no online registration activity - The number of students who have currentyear records in the online registration forms table. This is calculated as Students registered in txconnect minus Students with online registration activity. Students with changes to registration data - The number of students who have currentyear records in the online registration forms table with a flag indicating that changes have been made to their registration data (online or paper). Students with no changes to registration data - The number of students who have current-year records in the online registration forms table with no flag indicating that changes have been made to their registration data. This is calculated as Students with online registration activity minus Students with changes to registration data. Students with accepted changes - The number of students who have current-year records in the online registration forms table with a flag indicating that changes have been made to their registration data, and that the changes have been accepted by the campus staff. Students with pending changes - The number of students with changes that have not yet been approved by campus staff. To see form data for a specific parent/guardian, use the fields below the statistical data: 1. Type a parent s user name or address in the User or field, and click Search. A grid displays all forms for all students associated with that parent. You can leave these fields blank to retrieve all forms for all students at the district or campus. 2. Select the Delete check box for the form/student for which you want to delete all acceptance records. Or, click Delete all to delete data for all form/students retrieved. This process deletes data from the Form Acceptance tables. These tables store data that is collected when a parent makes changes online to his student s registration information or accepts the data that is currently stored in the registration tables. This data may need to be cleared if it was inadvertently accepted or if the parent needs to review the data again before accepting or changing it. The process only clears the acceptance data (i.e., the flag indicating if the change was accepted with no changes or accepted with changes); it does not clear the actual online registration data for the student. Note that the Acct Type column displays 0 if the user has made changes to the form data, or displays 1 if the parent has accepted data in the form without making changes. 87

90 3. Click Delete. You are prompted to confirm that you want to delete the data. Click OK to continue, and a message is displayed indicating the number of records deleted. Individual Form Information The Individual Form Information section allows you to view data from the Form Acceptance tables as needed. These tables store data that is collected when a parent/guardian makes changes online to his student's registration information or accepts the data that is currently stored in the registration tables. If you are viewing data at the district or campus level, you can export the report to a spreadsheet. Note that different options are available depending on your logon access. 1. In the Select a form field, select the registration form for which you want to view acceptance data. Once you select a form, the View at what level field appears. 2. In the View at what level field, make the following selection. This field is only displayed once you have selected a form. Select District if you want to view all records for the selected form for all students in the district. This option is not available for campus-level users. Select Campus if you want to view all records for the selected form for all students at a particular campus. When you select Campus, the Select a campus field appears allowing you to select the campus. Select Parent/Guardian if you want to view or delete all records for the selected form for one specific parent. When you select Parent/Guardian, additional fields are displayed to allow you to locate the parent. A grid is displayed which lists all parents who currently have acceptance records for the selected form, and the number of records. You can select a parent by clicking Select in the grid, or click Select all to select all parents in the grid. If the grid is too long, you can search for a specific parent by user name or by address. Type a user name or address, and click Search. If a matching parent is found who has acceptance records for the selected form, the parent is displayed. Click Select to select the parent. Click Delete to clear the records according to the specified criteria. A message is displayed prompting you to confirm that you want to delete the records. Click OK to continue, and the records are deleted. A message indicates the number of records deleted. 3. To export a list of students who have records indicating that the data has been accepted (with or without changes), click the left Export button. If you are viewing data at the district level, a district-wide report is generated. If you are viewing data at the campus level, a campus-wide report is generated. The report includes the following data: campus, grade level, student name, and the name of the parent/guardian who accepted the form data. 88

91 4. To export a list of students who do not have records indicating that the data has been accepted, click the right Export button. If you are viewing data at the district level, a districtwide report is generated. If you are viewing data at the campus level, a campus-wide report is generated. The report includes the following data: campus, grade level, student name, and the contact information for parent To delete all acceptance records for the form, click Delete Records with Matching Criteria. A message is displayed prompting you to confirm that you want to delete the records. Click OK to continue, and the records are deleted. A message indicates the number of records deleted. Update Guardian Authority (itccs Only) The Update Guardian Authority page allows you to give permission to parents to perform specific functions in tx Connect. For parents 1-4, you can indicate if the parent can update online registration information for himself, for any of the other parents, and/or for the student, and you can specify whether the parent can electronically sign online registration forms and/or view report cards and IPRs electronically. This is not available in TxEIS districts. Administrator Options > Settings > Forms Management > Guardian Update 1. For each parent (1-4), make the following selections: Select Update Parent 1, 2, 3, and/or 4 if the parent is allowed to update contact information in the tx Connect student online registration pages for himself or for the other parents/guardians. For example, if you select Update Parent 1 for Parent 1, you are giving parent 1 permission to update his own records. If you select Update Parent 2 for Parent 1, you are giving parent 1 permission to update records for parent 2, and so on. Select Update Student if the parent is allowed to update records for the student in the tx Connect student online registration pages. Select Electronically Sign Forms if the parent is allowed to enter a digital signature for the student in the tx Connect student online registration pages. Select View IPRs/Report Cards if the parent is allowed to access report cards and IPRs electronically in tx Connect. 2. Click Save to save the changes. 89

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93 Global Alert (TxEIS Only) A global alert message can be displayed at the top of all pages of the tx Suite applications by adding the txsuitealertmessages.xml file in the root of drive C or D on the server. The message is displayed to all districts and campuses hosted on the server. This feature is available for TxEIS districts only. The txsuitealertmessages.xml file is available on the SharePoint Web site Home tab in the Documents library in the Installation and Configuration folder. Note: At this time, this feature has been implemented for tx Gradebook and tx MyZone only. The txsuitealertmessages.xml file contains the following: <?xml version="1.0" encoding="utf-8"?> <alertmessages> <alertmessage name="default"> <message>i am used when there is not a specific message for an application.</message> </alertmessage> <alertmessage name="txgradebook"> <message>the system will be going down at noon for an update.</message> </alertmessage> <alertmessage name="txconnect"> <message>i am a message for txconnect and override the default message.</message> </alertmessage> <alertmessage name="txmyzone"> <message>i am a message for txmyzone and override the default message.</message> </alertmessage> </alertmessages> 91