SIS Attendance. And. Academy Education Solutions. Workshop

Transcription

1 2013 SIS Attendance And Academy Education Solutions Workshop

2 Contents Overview 3 1 SIS Lesson Attendance External Data Import Routine 4 2 Student Kiosks 5 3 Teacher Student Management Portal 8 4 Front Office Software Module 16 5 Welfare Module Option 19 6 Withdrawal Room / Detention Module Option 22 7 Medical Module Option 23 Page2

3 1. Overview WASSEA has been working with DoE and Academy Education Solutions to develop an Attendance Module for easier management of attendance and student information. The system provides potential for efficiencies in the way schools collect and process information. Schools can choose to use various packages and modules and there is a cost for this package. Academy Education Solutions has an office in Malaga, Perth. Academy Education Solutions in conjunction with WASSEA are offering workshops and demonstrations to schools. Academy Student Management Software is a K-12 software package designed for Australian Schools. Its comprehensive web based software suite ensures the management, tracking and reporting of student data. Page3

4 1 SIS Lesson Attendance External Data Import Routine On the 30 th of May an initial Attendance Data Import File Specification was released by the Education Department. The final SIS release is still in the process of User Acceptance Testing by the Department. The timing of the release of the functionality will depend upon when this testing is completed. The preliminary release of the specifications has allowed Academy to begin relevant background technical work ensuring we can commence trials with schools as soon as testing has been completed. Through WASSEA and invitation to schools we have initially identified 3 initial schools to commence working with the interface. How does it work? When using the Academy Module, all daily attendance is managed through our software tools. The SIS import routine is used to satisfy government reporting and ensure all attendance data is up to date and current in SIS. The import routine for attendance information is obtained through an external application that creates an appropriate import file e.g.csv or.xml or similar. The import procedure includes: Information to identify the student Date or dates of absence Sessional absence for each applicable date (e.g Period 1, Period 2, Period 3 etc.) or half day absence if Timetable or Secondary structure is not in use on the basis of Absence Code (U,X, R, T, E etc) Comment (Reason for absence) if available Validation rules on data are built in to ensure that Daily Records have been created before importing data. If Daily Records have not been created then the import routine will trigger the creation of Daily Records up to and including the current date. The import will check the school diary and only import data up to and including the current date for any open day as displayed in the School Diary. If data is entered for a closed day, a warning message will advise the user to review the import file and correct the problem in either the import file or School Diary before the import can proceed. Any attendance codes found in the import that do not match the current set of attendance codes as defined by the department will be written to an exception report. A log report will be produced displaying any code that is updated to another code other than the Present Code. The report will provide the previous code, new code and date and time changed. Any user that triggers the import will receive notification of all validation/warning/log messages and reports. All log files and exception reports will save to the Outbox. Page4

5 The existing SIS (Integris) Behaviour Module must continue to be used. Any formal record of behaviour must be entered via the existing Behaviour Module. Any Z (Suspended) or W (Withdrawal) codes must be processed via the SIS / Integris Behavior Module. Future absences are not included in the interface ie from SIS. Future records will be recorded and maintained in the Academy Software Modules. This data will be uploaded into SIS on a daily basis. 2 Student Kiosks The introduction of Student Kiosks greatly improves efficiencies for Student Services staff. A Student Kiosk is a general term given to a computer that has touch screen capabilities and interfaces with the user. This kiosk allows schools to tailor their data capture requirements and also provides some autonomy to students, minimising staff intervention. These units have built in card readers. Students are able to register themselves using Library Cards / SmartRider Cards (if Barcode or Magnetic Stripe Encoded) or by manual lookup. How do the kiosks work to aid attendance recording? In the front office these terminals can be used by students to record incidental absences such as Late Arrivals, Early Departures, meeting with staff etc. For example a student arriving late often is required to enter their details onto a manual paper based system. This entry is then processed by staff by changing any existing SIS entries and updating the attendance code for this student. Page5

6 This time consuming process may introduce data integrity errors. Errors occur when attendance codes entered by student services may be overwritten by teachers entering data into SIS or by staff processing paper based rolls before or after processing the paper based late arrival / early departure lists. Page 6 Example of possible student selections and Student Kiosk Display configuration:

7 The Student Kiosk improves data integrity and saves office staff time by aiding in the tracking of attendance for students. The Teacher subject marking occurs via a separate software module in the classroom and the business rules in the software ensure that the final attendance data is comprehensive and accurate. The Kiosk software can be tailored to meet the specific needs of your school. Optionally schools can also utilise Receipt Printers with the kiosk allowing an audit receipt to be printed for presentation to teachers/staff or parents. These receipts verify that a student has followed correct processes and recorded their arrival to school or another area such as sick bay / music centre etc. Where can a student kiosk be used? Front Office incidental absences Late Arrivals /Early Departures Music Lesson and Music Tutor Participation Senior Study Areas Medical Centre/Sick Bay Counsellor/ Staff Meetings Library Study Periods Withdrawal Rooms Page7

8 3 Teacher Student Management Portal Teachers manage student attendance via the Student Management Portal. This portal is installed on your School s Intranet. It is accessed by an intranet shortcut, creating a shortcut or adding to your browsers favourites. Electronic rolls are accessed using a multitude of portable devices ie: Smart Phones, PC, Laptop, and ipads. These devices are managed and enabled with appropriate network authentication by your school. Student Management Portal Homepage The homepage provides the interface to access all student management modules. This includes Roll Marking, Reporting, Viewing Teacher and Student timetables and optionally Students personal contact details. Page8

9 Teacher Roll Marking All subject roll marking is linked to your existing timetable. When teachers log onto the Portal, they are presented with their timetable. To begin roll marking, teachers select a subject. Navigation panel. To view a timetable or to amend a previous day s roll: Select Roll Marking/Timetable from the navigation panel. Teachers are able to revisit any marked roll by selecting the date and subject from their timetable. Page9

10 Recording Absent or Late Students Teachers can record student transactions for absences, late to class, out of uniform and other customised reasons. Page10

11 The late arrival time can be adjusted and recorded as minutes late to class or as a general late record. Recording Other information as customised by your school. Schools can record additional information against a student in class. This option is customised by your school. This can also be used for Academic tracking requirements. Alert Flags The 'Alert Flags' provide instant information to teachers about individual students. This is achieved using a colour coded legend. This alert shows any variations that have been recorded against the student. This may include late arrival to school, music and tutor lessons, excursions, sick bay attendance and/or future absences and variations. The interface also provides medical alerts, absence alerts and can display previous period absences to help teachers manage their legal attendance requirements. Alert Flag Page11

12 Viewing Student Details Teachers can view all student contact details and attendance history via the portal. This list will detail all partial and whole day attendance, including any cover notes (variations). All timetable information for both students and teachers is also available. Timetable The 'Student Status Key' displays different colours that correspond with variations. Page12

13 Reports Powerful, simple to use reporting allows customisable filters and choices for schools. Daily Absence Report A real time daily absence report is available from the Navigation Panel. This report shows daily absences in real time. This report provides records of all partial and whole day absences recorded. Non-Submitted Rolls Report Teachers and Student services are able to easily identify roll that have not been marked or submitted. Page13

14 Class Subject Reports Class reports are generated by selecting the 'Reports' tab. Detailed reports of all classes and student s attendance for these classes is available. The format of the reports allows easily identifiable patterns of non-attendance. This report is a rolling report and includes percentage attendance for each student for each timetabled subject Unexplained Absences / Late Report This report selection provides a detailed list of all unexplained absences or late arrivals for Page 14 the selected date range.

15 Other Optional Attendance Related Reports: Term Subject Attendance Reports Absence Summary Report Attendance % Report Attendance % Summary Reports All Transaction Reports Significant Absence Report Kiosk Transaction Report Late Totals by Term Report Permitted Study Period Reports Absence Alert Reports Early Departure Reports Uniform Reports MESSAGES AND BULLETINS The Portal allows Student Services to Message individual or groups of teachers. The system also has an option for teachers to message other teachers. The message is displayed on the main screen each time a staff member logs onto the Portal. Student Services are also able to create general Bulletins for all teaching staff. These bulletins also allow file attachments to be included. Page15

16 Teachers Online Portal Process Morning Rolls Data exported to SIS Front Office Send SMS Messages Unexplained absences tidied up in Academy Front Office Receive Notification from Parents Page16

17 4 Front Office Software Module To complement the SIS Attendance Module we provide powerful Front Office Reporting and School Management Options. The Front office software tools allow the following: Entering Future Absences Modifying Attendance Records Processing Teacher Rolls Generating and processing Paper Based Rolls when required ie Casual/Relief Teachers Viewing Student Attendance Records Creating and managing Excursion Lists Attendance Reporting Academic Reporting Welfare Reporting Setting Permitted Late Arrivals /Departures for flexible study arrangements Setting flexible automatic notifications o Notification rules and automatic alerts to key staff can be configured for : Absence Alerts Late Alerts Pastoral Care Incidents Page17

18 Managing Permitted start and finish times for Senior Students Manage Permitted Late and Departures allows staff to set specific late start or early leave times for any student. A list containing all students including start and finish times is generated. Start and End times can be amended to any time as specified. These privileges are integrated with the Student Kiosks and provide additional options to students who have been assigned these flexibilities. Set Start and End times for flexible study arrangements. The student s times can now be changed to meet specific individual needs. Managing Absence or Late Alert Mechanisms The Manage Absence Alerts functionality allows school identified students at risk to be effectively managed. This mechanism allows parents and key staff members to be immediately advised via SMS, or other Push technologies. The students on these lists can also be flagged to the teacher in the Student Management Portal roll marking section. Parameters can also be by the school. Ie a Late Alert that is triggered and advises staff when a student has had 3 Late Arrivals in a term. Alternatively this could be set for 3 consecutive days absences etc. Page18

19 Generating Letters The system provides a comprehensive personalised Letter generation system for communication with parents. Schools can manage their own Letters and documents through Microsoft Office and industry accepted Merge Field use. This is a powerful tool providing automated printing for Absence, Late Truancy, Uniform and other Welfare / Academic letters. Many letter format options can be catered for: OPTIONAL WELFARE MODULE Page19

20 5 Welfare Module Option An Optional Welfare Module is available via the Academy Software Suite. This module does not replace schools requirements to use the SIS Behaviour Module for existing Departmental Reporting requirements. Pastoral Care and student welfare recording are important to student s progress at school. Academy Education Solutions provide additional tools to aid schools in the management of student Pastoral Care. This includes: Tools for teachers to maintain their own notes on student welfare Powerful, simple reporting Flexible automatic notifications to key staff Ability to recognise and reward students on positive behaviours Ability to manage Uniform Breaches Ability to manage Withdrawal / Timeout incidents Ability to track Academic Work and Non Submission of work Ability to recognise students at risk of not meeting award requirements Ability to recognise students at risk of losing Good Standing. This Module includes: Letters generation to Parents Push Reports and to Year Level Coordinators /Pastoral Care Managers and other key stakeholders. Creating plans with extension dates for submission of work Set assessment weights and task descriptions for students at risk of failing Set Actions for students by teachers Record communications and interviews with students and parents Generate Reports and Export Data to CSV Page20

21 Page 21 Teachers can manage their Welfare /Academic records via the Management Portal

22 Automatic s and push notification can be assigned to Year Level Coordinators, Good Standing Coordinators etc. This can be tailored for your schools requirements. ie Each Activity or summary reports at the end of the week. Page22

23 6 Withdrawal Room / Detention Module Option Teachers can manage student s withdrawal room or detention processes from the classroom. Teacher can send students to the withdrawal room or detention online and enter relevant information as required. The Withdrawal Room or Detention coordinator will have a real time electronic record that the student has been sent to this activity. Detention and Withdrawal staff can enter relevant details into an electronic system for reporting purposes. Detention and Withdrawal staff can sign student in and out of these sessions. Page23

24 7 Medical Module Option An optional Medical Module is available for the tracking of students using Medical / Sick Bay. This module integrates with all aspects of the system and ensures that teachers in the classroom are aware of non subject attendance as a result of students being in the Medical Sick Bay. This Module allows staff to manage and record details for students attending sick/medical bays. Page24

25 The module allows reporting of sick bay attendance The module records the administration of medication and reports on this history All student medical alerts can be viewed and reported. An Alert List can be printed for any student or group of students. This is particularly useful for excursions, sports day, camps etc. where staff are required to manage students well being. Page25

26 Staff and Visitor Registration Module Option A new option available to schools is to use the existing interfaces to also track the attendance of staff, contractors and visitors on campus. This process can take place using staff cards and temporary cards. Academy Solutions can provide these cards. Some applications of this module are: Setting Alarms when buildings are vacated Ensuring Evacuation Protocols can be met After Hours contract staff management OR Staff Reports can provide an overview of all IN/OUT transactions during the course of the day or a selected date range, with various filters applied. Page26

27 SUPPORT & SALES QUERIES Academy Education Solutions Website: Support Contact Us: WA Office (Malaga) : Chris Wasinski National Development Manager Ben Sutton Project Engineer Deanne Nottingham Business Development Manager Page27