Quick Reference Guide STISets

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Quick Reference Guide STISets Powered By Docstoc
					  Quick Reference Guide


     STISets



Software Technology, Inc.
This document was produced by Software Technology, Inc. Revised 05/16/02.
Contents
               Setup                                                                                                                                              1
                       Employee Types ........................................................................................................................ 1
                              Insert / Change / Delete Employee Types ................................................................... 1
                       Employee / Security ................................................................................................................... 1
                              Entering Employees (Teachers)................................................................................... 1
                              Setting Security ........................................................................................................... 2
                       Code Desktop ............................................................................................................................ 2
                              Entering and Editing Codes ......................................................................................... 2

               Special Education Folders                                                                                                                          3
                       Overview ................................................................................................................................... 3
                               Creating the Special Ed. Folder ................................................................................... 3
                               Deleting a Special Ed. Folder ...................................................................................... 3

               Student Desktop                                                                                                                                    4
                       Overview ................................................................................................................................... 4
                                Entering Data in the Special Ed. Folder ...................................................................... 4
                       Creating an IEP .......................................................................................................................... 4
                                Completed Document checkbox .................................................................................. 5
                                Printing ........................................................................................................................ 5

               Child Count                                                                                                                                        6
                       Overview ................................................................................................................................... 6
                               Entering Child Count Date .......................................................................................... 6
                               Generating Child Count ............................................................................................... 6
                               Identifying and Correcting Errors................................................................................ 6
                               State Reports (for KY Users only) .............................................................................. 7

               Export / Import                                                                                                                                    8
                       Overview ................................................................................................................................... 8
                       Exporting Special Ed. Data ........................................................................................................ 8
                       Importing Special Ed. Data ........................................................................................................ 9




Quick Reference Guide STISets                                                                                                                   Contents  i
Setup



Employee Types
                                A list of employee types comes preinstalled with the program. You can Insert
                                employee types that are not listed or Change and Delete employee types from the
                                current list. Employee types are used in the Employee / Security file. You will want
                                to make modifications to this list prior to setting up the Employee / Security file.


                                Insert / Change / Delete Employee Types
                                            In the main menu, select the Utility Desktop icon, then click
                                             Employee Types.
                                            Click Insert to add a new employee type.
                                            Select a record and click Change to modify an employee type that is
                                             already in the list.
                                            Select a record and click Delete to remove an employee type from the
                                             list.


Employee / Security
                                The Employees button can also be found under Utility Desktop. When you click
                                Insert, you have the option to select an employee from the list of employees (drawn
                                from STIOffice) and click the Create button, or you may enter a new employee by
                                clicking the New Insert button.


                                Entering Employees (Teachers)
                                            In the main menu, select the Utility Desktop icon, then click the
                                             Employees button.
                                            Click Insert to add a new employee to the list.
                                            If the employee you wish to add to the Special Education employee list
                                             is already displayed in the list of STIOffice employees, click Create.
                                             The individual's record, including User Code and Password, will be
                                             copied over from STIOffice.




Quick Reference Guide STISets                                                                             Setup  1
                           If the employee you wish to add to the Special Education employee list
                            is NOT already displayed in the list, click New Insert. Then enter
                            demographic information and select the School and Employee Type in
                            the top portion of the menu.


               Setting Security
                           Select the employee for whom you wish to set up security and click
                            Change.
                           In the bottom half of the menu, enter the User Code and Password.
                           Use the drop-down list to select a Group.
                           Access Security is customizable for each user. You may click in the box
                            next to any of the STISets desktop icons at the bottom of the screen to
                            change the accessibility of these items from the standard group settings.
                           Click the Set Access Back to System Defaults checkbox at the bottom of
                            the screen to restore Access Security items back to the group default
                            settings.


Code Desktop
               In STISets, codes are key information that will be displayed in lists within drop-
               down boxes throughout the application. Many codes come preinstalled with the
               program, but these items can be added to, changed or deleted to meet your needs.


               Entering and Editing Codes
                           In the main menu, select the Utility Desktop icon, then click the
                            Code Desktop button.
                           Click the Code button to open the list of codes you wish to work with.
                           Click Insert to add a new code to the list.
                           Select a code in the list and click Change to edit the code.
                           Select a code in the list and click Delete to remove the code from the
                            list.




2  Setup                                                          Quick Reference Guide STISets
Special Education Folders



Overview
                                Click the Create Folder Record icon to display a list of all students enrolled in
                                the school (this information is drawn from the STIOffice database). Special
                                Education folders are created for students within this utility, saving the user the
                                added work of re-entering general student information into the program.


                                Creating the Special Ed. Folder
                                            In the main menu, select the Create Folder Record icon.
                                            Select a student from the list.
                                            Click the Insert button at the bottom of the screen. If a folder has
                                             already been created for the student, the Insert button will not be
                                             displayed.
                                            Enter all applicable information. Minimal information may be entered
                                             to simply create the folder, such as Status and Case Manager (teacher).
                                            Click the Save button when finished.


                                Deleting a Special Ed. Folder
                                            In the main menu, select the Create Folder Record icon.
                                            Select a student from the list.
                                            Click the Delete button at the bottom of the screen.




Quick Reference Guide STISets                                                        Special Education Folders  3
Student Desktop



Overview
                      Click the Student Desktop icon to display a list of the students for whom you
                      have created a Special Education folder. All forms relating to Special Education are
                      created with the Student Desktop utility. As each form is completed, dates are
                      automatically displayed in the Special Ed. folder. Data can also be entered directly
                      into the folder record without creating forms.


                      Entering Data in the Special Ed. Folder
                                  In the main menu, select the Student Desktop icon.
                                  Select a student from the list.
                                  Click the Folder button to the right of the student list.
                                  Enter all applicable data. Fields highlighted in green font are used to
                                   calculate Child Count.
                                  Click the Save button when finished.


Creating an IEP
                      IEPs are created and maintained within the Student Desktop utility.
                                  In the main menu, select the Student Desktop icon.
                                  Select a student from the list.
                                  Click the IEP tab located below the student display box.
                                  To create a new IEP, click the IEP Planner button.
                                  Click the IEP Planner Wizard button at the bottom of the screen.
                                  Complete Steps 1 through 5 by filling in the data and then clicking the
                                   Next Step button.
                                  Review entered information at the bottom of the screen. You may
                                   return to any step to make changes by clicking the Previous Step
                                   button or by clicking the appropriate Return to Step… button when
                                   you reach Step 5.
                                  When Steps 1 through 5 have been completed, click the Create IEP
                                   button. You will be returned to the IEP tab.




4  Student Desktop                                                        Quick Reference Guide STISets
                                          Click the IEP Document(s) button, then click the Change button
                                           under the Edit field.
                                          Complete applicable information under each tab.
                                          Click the OK button to save.


                                Completed Document checkbox
                                          Each IEP document has a Completed Document checkbox.
                                          When all information in the document has been entered to your
                                           satisfaction, check this box. Caution: This box should be checked only
                                           when you are certain that the document has been completed. You
                                           cannot uncheck the Completed Document box.


                                Printing
                                          All forms have either a printing menu area with buttons, or a Print
                                           icon, at the bottom of the form menu.
                                          When you click to print a form, you can preview the document on your
                                           screen by selecting Yes in the Preview menu that is displayed after you
                                           choose to print. If you select No, the form will go directly to the
                                           printer. If you click Cancel, the print job will be aborted.
                                          Clicking on the icon next to the printers while in print preview will
                                           allow you to Export to HTML or Export to RTF. If you select
                                           either of these options, a menu will appear showing you the name of
                                           the document and the location at which it will be saved. At this point,
                                           you can rename the document if you wish. The document can then be
                                           edited or attached to an e-mail.




Quick Reference Guide STISets                                                                Student Desktop  5
Child Count



Overview
                  Most Child Count data is accessed and entered within the Child Count Desktop
                  utility. However, the Child Count Date is entered in Utility Desktop.


                  Entering Child Count Date
                             In the main menu, click the Utility Desktop icon, then click System
                              Files.
                             Click the Change button next to Preference and Defaults.
                             Enter the correct date and click OK.


                  Generating Child Count
                             In the main menu, click the Child Count Desktop icon.
                             Verify that the Child Count Date is correct.
                             Click the Create Child Count icon.
                             Select the Race Code that will be assigned to the majority of your
                              Special Education students, then click Create Child Count. You will
                              be returned to Child Count Desktop when the procedure has
                              finished. Errors will be noted under the Counts field.
                             Click the Child Count Maintenance icon.
                             Review the list of students. Students marked with red dots have errors
                              in their Special Ed. records.


                  Identifying and Correcting Errors
                             In the Child Count Maintenance menu, basic Child Count and
                              demographic information may be viewed by selecting the student in the
                              browse box and clicking the Child Info. tab (this tab is selected by
                              default when you click Child Count Maintenance).
                             Click the Error Reports tab and select from the various error report
                              options.



6  Child Count                                                      Quick Reference Guide STISets
                                        Use the key provided at the top of each error report to identify the
                                         Child Count errors.
                                        In the main menu, select Student Desktop.
                                        Highlight a student with Child Count errors, then click the Folder
                                         icon.
                                        Make any necessary corrections in the green text fields, as indicated by
                                         the error report.


                                State Reports (for KY Users only)
                                        In the Child Count Maintenance menu, you may choose from a variety
                                         of KY state reports. Click any report button to generate a preview of
                                         the report.




Quick Reference Guide STISets                                                                    Child Count  7
Export / Import



Overview
                      When Special Education students move from school to school, the Export / Import
                      utilities are used to transfer their Special Education data from school to school.


Exporting Special Ed. Data
                                  In the main menu, click the Tools icon.
                                  Click the Export Information button. The Export Batch menu will
                                   appear, displaying a list of all students who have been assigned a
                                   Special Ed. folder.
                                  To select a small number of student records for export, click and drag
                                   each record from the top box to the lower box.
                                  To select a larger group of student records for export, select a Batch
                                   Setup parameter (Grade, School or Name) and click the Build Batch
                                   button. Enter the appropriate range.
                                  Verify that all selected students appear in the Batch list at the bottom of
                                   the menu, then click Continue.
                                  Enter the drive letter and destination to which you wish to export the
                                   data file. To export to a floppy diskette, enter A:\.
                                  All Special Ed. files are selected by default. Uncheck any files that you
                                   do not wish to export.
                                  Click the Export Procedure icon. Make sure you insert a floppy
                                   diskette if necessary. The data will be copied to disk or any other
                                   specified location as a compressed, self-extracting ZIP file.
                                  To print a simple list of all students whose Special Ed. records were
                                   exported, click the Printer icon in the upper left side of the menu.
                                   Note: The Batch ID and other information about the exported file are
                                   not included in this list.
                                  To view detailed information about the exported file, including the
                                   Batch ID, creator, date and time created etc., click the Exported
                                   Records icon. You may create an Export Listing report, detailing this




8  Export / Import                                                        Quick Reference Guide STISets
                                    information as well as the specific Special Ed. files included in the
                                    export, by clicking the Print Log icon in the lower right corner.


Importing Special Ed. Data
                                   If the data file you wish to import is stored on a floppy diskette, insert
                                    the disk in the drive.
                                   If the data file you wish to import is sent via e-mail or over a network,
                                    copy or otherwise move the file into the Unzipfolder in the Hts2000
                                    directory, located in your school data folder. Sample location:
                                    f:\ssts2\HTS2000\unzipfolder, with f: representing the letter assigned to
                                    your network drive. In other words, you would copy the data ZIP file,
                                    which will have a name such as KY4567055220020516170904.zip, into
                                    the folder labeled unzipfolder.
                                   In the main menu, click the Tools icon, then click Import
                                    Information.
                                   Click the File Selector in the upper right corner of the menu to locate
                                    the file to be imported, or simply type in the datapath where the file can
                                    be found. If the file is on a floppy diskette, a sample datapath here
                                    might be A:\KY4567055220020516170904.zip.
                                   Click the Unzip File button.
                                   Click the Importing Report for Feeder School icon to generate an
                                    Import Listing report, which contains information about the data being
                                    imported. You should print this report or save it for your records.
                                   Click the Import Procedure icon.
                                   Exit when finished.




Quick Reference Guide STISets                                                             Export / Import  9

				
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