Rotary - Trevlac - StudentsAchieve Startup Checklist by umsymums33

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									Rotary – Trevlac – StudentsAchieve Startup Checklist

Prepared by Sean Cain Eastern School District Department of School Development

Rotary – Trevlac – StudentsAchieve Startup Checklist

Revision History
Name Sean Cain Date June 11, 2007 Reason For Changes Initial documentation. Thanks to Kent Butler of Englewood for the suggestion of this document. Suggestions for updates can be sent to spcain@edu.pe.ca Inserted steps 24 and 26 Inserted step 32; updated 16, 20 Step on Family ID was removed on May 6, 2009 Inserted step 17 Added step 1, 6, 13, 21, 25, 26, 27, 32, 34, 35, 36, 37. Updated step 3, 7, 8, 9, 15, 19, 20 Updated 3, 24, 26, added 3.b, 10 Version 1.0

Sean Cain Sean Cain Sean Cain Sean Cain Sean Cain

January 14, 2008 February 25, 2008 March 18, 2008 June 1, 2008 May 6, 2009

1.1 1.2 1.3 1.4 1.5

Sean Cain

May 25, 2009

1.6

Document Reference
rts_startup.doc

Introduction
Purpose
This document outlines a series of steps that all schools should follow to startup StudentsAchieve for a new school year. Reference is made to Rotary Builder which may not be applicable to your school. These steps can be omitted for schools that do not use Rotary Builder.

Checklist of procedures for Rotary, Trevlac and SAS
All Schools 1. Make sure that you are using the most recent version of this checklist (Rotary – Trevlac – StudentsAchieve Startup Checklist). Check your version against the one that is posted on the StudentsAchieve resource site at: http://www.edu.pe.ca/esd/school_dev/docs/rts_startup.pdf Schools Using Parent Involvement 2. Schools that have deployed StudentsAchieve on-line for parents and students should consult the “The StudentsAchieve ParentView Module Startup Checklist” to ensure that all setup and configurations of the system have been made for the new school year. This can be done at the end of this setup procedure. The checklist can be found at the following web address:
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Eastern School District

Rotary – Trevlac – StudentsAchieve Startup Checklist

http://www.edu.pe.ca/esd/school_dev/docs/im_startup_checklist.pdf Rotary Users Only 3. Check export course code, section id, and course name in Rotary against course code standards (See Managing Course Information in SAS AdminView Binder – Tab 1) or on-line at:
http://www.edu.pe.ca/esd/school_dev/docs/managing_course_information.pdf

Rotary Users Only Rotary Users Only All Schools

a. Check for consistency in naming, case, spacing, etc. b. Program information such as EFI, MFI, LFI should be incorporated in the course name field within Trevlac. c. The specialist course should only have 1 course code per class rather than 1 for each module. Marks will be managed and returned to Trevlac as a cumulative mark from one course such as 7EXPA - 7A which can be shared to the cluster teachers. 4. Check each course record in Rotary to ensure correct staff member or ghost staff code is associated with the course. 5. For each staff code in Rotary, there must be a corresponding staff code in Trevlac for Rotary data to import properly. 6. Ensure that you have access to the network version of Trevlac. Right click on the Trevlac icon and choose Properties. It should be pointing to O:\trevlac7\school.exe 7. Update staff information in Trevlac a. Add/Edit staff members in Areas | General Area | Staff Information b. Staff information should include name in both locations: last, first, staff name c. Include e-mail addresses d. Check for consistent case usage for all teacher names e. Note: if you are changing a staff code or name in Trevlac and the teacher or TEAM already existed in SAS, you will need to update the staff member or TEAM name in SAS as well. The external staff code can be edited under the Teacher Maintenance in SAS or call ESD for support. This needs to be completed before your next update to SAS. f. If a team of teachers are responsible for one homeroom, then you will need to enter a staff code to account for both staff members. For example: to print J. MacDonald/S. Smith on the report card, use the following values: staff code = TEAM1 Staff Name = J. MacDonald/S. Smith given name = J (No period required. This will be printed by the report) last name = MacDonald/S. Smith If you have more that one team, increment the staff code to TEAM2, and so on. The last name of the team is limited to 25 characters. When printed, it will be trimmed to 25 characters.

All Schools

Eastern School District

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Rotary – Trevlac – StudentsAchieve Startup Checklist

All Schools

8. Ensure new calendar exists in Trevlac. To check if the calendar exists, go to Areas | General Area | School Calendar – Click the green check mark and go to the list tab. You should see a calendar for 7E, 8E, etc. If not, then create calendar(s) – (ask school administrative assistant to complete task). Calendar ID should meet provincial standard such as 8I or 8H for 2008-2009. Calendar ID’s and course codes cannot be changed in Trevlac once the export file has been set to StudentsAchieve. Normally, school administrative assistants will complete this task.

High Schools

9. Ensure course file is accurate in terms of course code, course name, and section id. In high schools, schools are encouraged to use the first number to indicate the block where the course is being taught. 1-4 for semester 1 and 5-8 for semester 2. The second digit indicates the uniqueness of the course within the same block. 1A and 1B for 2 sections of MAT421 in the same block of the year. 10. Go to Areas | General | School Code and make sure that the values for principal, vice-principals, and web address are accurate. 11. Import Rotary Data using Trevlac to the appropriate calendar using Utilities | General | Import Rotary Data 12. After importing Rotary data to Trevlac calendar, create any homeroom container courses (am/pm attendance model only). Schools must follow the naming convention of 1HR-1A where 1A is the homeroom identifier and course name of Homeroom. You can use any identifier for the homeroom after the hyphen, but the course code component must be 1HR where the 1 equals the grade or the highest grade in the case of a split class. These classes are assigned to the homeroom teacher or share as required. 13. If you wish to use the Additional Support box on the intermediate report card to comment on special programming for students with special needs, you can create courses with the code 7RESA-7, 8RESA-8, and 9RESA-9 to enroll students at grade level. This course needs to be assigned to a HR or resource teacher and shared to the teachers that need to make a comment. Due to the issue of multiple teachers editing the same course, care must be taken to ensure that only one teacher is working on the report card at a time. The name of this course should be Additional Support. If you don’t want it to appear on-line, it should be made inactive under maintenance | class sections. 14. Backup Rotary Data to network location such as the Office Shared using the File Store/Restore from Disk 15. Remove preps and ghost courses from current courses in Trevlac 16. Associate courses with ghost staff member to real staff member in Trevlac. Make sure that courses being taught by a team are associated with the team's staff code. Remember if the team names
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All Schools Rotary Users Only

School employing the am/pm attendance model

Schools with Intermediate Grades

Rotary Users Only

Rotary Users Only Rotary Users Only

Eastern School District

Rotary – Trevlac – StudentsAchieve Startup Checklist

are changing for a particular staff code in Trevlac, they must also be changed in StudentsAchieve Non-Rotary Users employing period attendance 17. Ensure a full schedule is built within Trevlac for each course to allow for period attendance. Go to Areas | Mark/Grade | Current Course and select the current calendar. For each course, indicate the cycle day, and the block (the period of the day in which the course is taught). 18. Create or modify queries for class compositions. In most cases, you will be using the homeroom field. If needed, use an available master screen user definable field to create special groupings of students by entering the same value for each student then create a query to return those specific students.

All Intermediate and Elementary Schools Using SAS

All Intermediate and Elementary Schools Using SAS 19. Load students into courses Using Utilities | Student Information | Add/Remove/Change Courses. The following dialog will appear.

a. Make sure that you have chosen the correct calendar and that you are sourcing the Current Course and Marks course file. There are three actions that you can take: Add Course, Delete Course, and Change Course. Make sure that you have chosen the correct action. b. Clicking the Sort Courses by Section checkbox will sort the courses by the section id. In this way, you can use the Select Course button to add each of the courses for this group of students. c. Set the Start Date. Next we see an example of how the dialog will look after the courses have been selected.

Eastern School District

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Rotary – Trevlac – StudentsAchieve Startup Checklist

d. For each set of courses for a particular homeroom, click on the first course and then press the Select Course button to move the course to the right. Once you have selected all the courses for the homeroom, click on the green check mark to bring up the query screen. e. Select the query that returns the correct group of students for the selected courses. It is a good practice to open (single click on folder icon) the query and preview it (document with magnifying glass) to make sure that the query is returning the correct group and number of students. Once you hit the query button, the group of students returned by the query will be added to all of the courses that were selected in the previous step. f. To check the class list, you can go to Utilities | Mark/Grade | Mark Entry

g. Select the entry tab. Select the teacher and course to review the class list.

Eastern School District

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Rotary – Trevlac – StudentsAchieve Startup Checklist

All Schools

20. Create export file in Trevlac a. For detailed instructions on this operation, see
http://www.edu.pe.ca/esd/school_dev/docs/managing_intermediate_elementary_enrollment.pdf

b. Save export file to O:\trevlac7\_sas_01_exports. c. Notice that the export file is named by the school and date in the format of Export_schoolcode_yyyymmdd.zip. d. Make sure that you choose the correctly dated file when importing in step 22 Note: This operation requires that a licensed version of Winzip be installed on the machine with Trevlac that is preparing the export. This is usually the administrative assistant's machine. Contact a technician if exports are going to be prepared on another machine running Trevlac other than the administrative assistant's machine. All Schools 21. Login to SAS (http://sas.edu.pe.ca) using the school's SAS administrative username and password. If you don't have this, contact the district SAS administrator for support. 22. Import file to SAS – Note: Remember to only include the Mother contact
http://www.edu.pe.ca/esd/school_dev/docs/managing_intermediate_elementary_enrollment.pdf

All Schools

All Schools

23. Reset teacher username in SAS to the same as their network login for any new teachers under StudentsAchieve – Maintenance | Teachers (See SAS AdminView Tutorial 6-2 – Reset Login Info) 24. Deactivate and lock previous track courses. (See SAS AdminView Binder – Tab 12 - Tutorial 10) or on-line at: http://www.edu.pe.ca/esd/school_dev/docs/sas_av_course_maintenance.pdf

All Schools

All Schools

25. Unsubmit the previous year’s track and check the option “Hide Student/Parent Site” *Hide this track and all related information on the student/parent site. This will make the track invisible on the parent portal. You can also do this for the current year’s track so that it will not be visible on-line. 26. The default setup is to run courses as total point. Consider changing to run as scalar. Use maintenance | class sections and add the scalar column and turn it on for all courses in the school using the auto-fill feature or set class settings in the TMP class – Template Track and copy class configuration out to all classes. Schools using parent involvement who want to hide class averages should also make this setting in the web settings of the TMP class and copy out to all courses in the track. PLEASE NOTE: There is a known bug in the software that affects the setting the student and class averages using the copy class configuration tool. It affects teachers that teach multiple sections of the same course in the same year or

All Intermediate and High Schools Using SAS

Eastern School District

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Rotary – Trevlac – StudentsAchieve Startup Checklist

semester. It will properly set for the first course, but the 2nd and Nth courses will need to be manually adjusted. All Schools 27. By default, all courses are on-line when StudentsAchieve is setup in the fall. Set required courses to active or inactive using maintenance | class sections. Expose the active column. Courses with the checkbox enabled will be published on-line. Important Note: If only one course for a teacher is to be published and the course is synchronized with other courses, then you would first have to expose the auto-synchronize column and turn off auto sync for the teacher's courses and save. Then activate just those courses that you wish to publish on-line and save. The final step would be to turn the autosynchronize back on for the courses. All Schools 28. Configure track (See SAS AdminView Binder – Tab 7 - Tutorial 4 – Initial School Schedule) a. Make sure to set attendance model correctly (twice daily for am only, or am/pm model, and period attendance for attendance by course. b. Set number of terms and reporting periods. Intermediate Intermediate schools are strongly encouraged to use a single term in SAS labeled for the year such as 2006-2007 and then a reporting period for each report card. This will mean that you will only have one term to schedule as opposed to 3 or 4. c. Configure the Cycle – Days and Bell Times (These can be copied from a previous track if there have been no changes) d. Setup your Calendar - (You can copy the calendar from another school if they have created their non-operational days, but be sure to check it carefully to match your unique scheduled days such as parent-teacher interviews or exams.) 29. Contact board representative to have course script run to fix dropdown in SAS so that the section and course code are at the first of the class dropdown in StudentsAchieve. This will make scheduling much easier. a. Example: 1A-BIO521 or 7C-7MATA 30. Use SAS schedule editor to create the schedule for each teacher inside SAS and bring on-line. (See www.edu.pe.ca/esd/school_dev for video tutorials 31. Run the Schedule Conflict Report in StudentsAchieve to make sure there are no conflicts for students being scheduled in multiple classes at the same time. Adjust teacher schedules where mistakes are identified. Note: This should be completed before teachers start working with the system and throughout the year when new classes are scheduled. 32. Decide if courses will show behavior module. Behavior can be hidden from the public site by using School | Maintenance settings. Schools should consider replacing the default behavior rubric. The first observation that the system will default to would be "No Issue". Then schools can decide what other observation titles they wish to use.
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All Schools

All Schools

All Schools

All Schools

Eastern School District

Rotary – Trevlac – StudentsAchieve Startup Checklist

Contact board for support in creating and configuring this rubric. All Schools 33. In SAS, teachers can copy a class configuration from a previous track to current track. (See SAS TeacherView Binder – Tab 12 – Importing Class Structures and Files) 34. Check to see that the school web address and principal's name are correctly entered in StudentsAchieve. To check this, go to Maintenance | Schools. Click on the edit button to the left of the school name (notepad and pencil icon). Make necessary changes and Save. 35. Share specialist courses or team courses from the assigned teacher to another teacher. See (See SAS AdminView Binder – Tab 13 Tutorial 11 – Sharing class). You may want to start by filtering for the physical education course and sharing them to the Phys. Ed teacher. All courses can be viewed and filtered in Maintenance | Class Sections. Sharing the course will allow the HR or the specialist to enter outcomes for the course. 36. Enable and edit custom content tab set Show Custom Content on separate tab under maintenance | schools | web settings. 37. Decide if courses will show behavior module. Behavior can be hidden from the public site by using School | Maintenance settings.

All Schools

All Schools

Schools Using Parent Involvement Schools Using Parent Involvement

Eastern School District

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