School Administration Guide Chancery SMS®

Transcription

Chancery SMS®
Version 6.6 or higher
School Administration Guide
June 2007
CSL - 12814
The Chancery SMS Documentation Team:
Sarah Krushelnyski, Linda MacShane, Sharon Russell
©
2006–2007 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks that
are not owned or licensed by Pearson Education, Inc. or its affiliates, are the property of their
respective owners.
Chancery SMS School Administration Guide
C ONTENTS
About Chancery SMS ................................................................................................... 1
Support Services Available .................................................................................................... 1
Documentation Included .................................................................................................. 1
Getting Training ................................................................................................................ 3
Getting Support ................................................................................................................ 4
Quick Tour ..................................................................................................................... 5
Starting ................................................................................................................................... 5
Navigating .............................................................................................................................. 5
Breadcrumbs .................................................................................................................... 6
Control Bar ....................................................................................................................... 7
Content Area .................................................................................................................... 7
Task Bar ........................................................................................................................... 7
Working with Chancery SMS ................................................................................................. 7
Understanding the Interface ............................................................................................. 8
Getting Help ..................................................................................................................... 8
Using the Online Help ............................................................................................... 9
Tips & Shortcuts ............................................................................................................. 11
User Permissions and Scope .................................................................................. 11
Active Versus Inactive Students .............................................................................. 11
Alert Messages ....................................................................................................... 12
Opening a Record ................................................................................................... 12
If Pages Don't Appear Right Away .......................................................................... 12
Checkboxes ............................................................................................................ 13
Checkbox - Select All .............................................................................................. 13
Quick Sort ............................................................................................................... 13
Customize Display Options ..................................................................................... 14
Panels ..................................................................................................................... 14
Tabs ........................................................................................................................ 14
Using Keyboard Shortcuts to Move Between Fields ............................................... 15
Printing a Page ........................................................................................................ 15
Using Chancery SMS Reports ....................................................................................... 16
Disabling Reports .................................................................................................... 16
Printing Reports ...................................................................................................... 17
Logging Off .............................................................................................................. 17
Setting Up your Web Browser ................................................................................... 19
Understanding User Access ...................................................................................... 21
Permissions to Work with Security ....................................................................................... 21
Checking Role Permissions ................................................................................................. 22
Contents
i
Checking Account Information ............................................................................................. 23
Changing Default Roles ....................................................................................................... 24
Switching Roles ................................................................................................................... 25
Changing Your Password .................................................................................................... 25
Tracking User Activities ....................................................................................................... 26
Permissions to Work with the Audit Log ......................................................................... 27
Information Displayed in the Audit Log .......................................................................... 27
Understanding Student Enrollment Auditing .................................................................. 28
Viewing User Activities ................................................................................................... 29
Generating an Audit Log Report .................................................................................... 29
Clearing the Audit Log .................................................................................................... 31
Setting Up Staff Records ............................................................................................ 35
Permissions Required to Work With Staff ............................................................................ 35
Opening Staff Records ......................................................................................................... 36
Searching for Staff Records ................................................................................................. 37
Customizing How Staff Search Results Display ............................................................. 39
Adding Staff Members ......................................................................................................... 41
Working With Staff Records ........................................................................................... 41
Working With School Records ....................................................................................... 49
Working With Staff Assignments .................................................................................... 51
Managing Attendance ................................................................................................. 55
Permissions to Work With Attendance Settings ................................................................... 55
Changing the Default Attendance Code for Schools ........................................................... 56
Changing the Default Attendance Code for Classes and Homerooms ................................ 58
Changing the Default Attendance Code for Classes at Schools Using Secondary
Scheduling ..................................................................................................................... 58
Changing the Default Attendance Code for Classes at Schools Using Elementary
Scheduling ..................................................................................................................... 60
Changing the Default Attendance Code for Homerooms ............................................... 61
Changing Daily Code Calculation Rules .............................................................................. 61
Printing the Daily Code Calculation Rules ..................................................................... 63
Viewing an Audit Trail of Changes to Daily Code Calculation Rules ............................. 64
Working With Alerts Generated by Attendance Exception Rules ........................................ 66
Scheduling Attendance Calculations ................................................................................... 68
Initializing Behavior for Days .......................................................................................... 68
Calculating Daily Attendance ......................................................................................... 70
Calculating Daily Attendance for Individual Students .............................................. 72
Calculating Daily Attendance Minutes ............................................................................ 73
Clearing Attendance ............................................................................................................ 75
Clearing Submit Flags .......................................................................................................... 77
ii
Contents
Student Historical Transcript Information ................................................................ 79
Permissions to Work with Historical Transcript Information ................................................. 80
Methods for Entering Historical Transcript Information ........................................................ 80
Entering Historical Transcript Summary Information ........................................................... 81
Entering Historical GPAs by Reporting Term ....................................................................... 82
Entering Historical Transcript Year Records ........................................................................ 84
Entering Information About Students’ Past Courses ............................................................ 88
Viewing an Audit Trail of Staff Changes to Historical Data .................................................. 90
Generating an Audit Log Report .......................................................................................... 91
Working With Awards and Alerts .............................................................................. 95
Permission to Work With Awards and Alerts ....................................................................... 95
Setting Up Awards ............................................................................................................... 95
Creating Awards ............................................................................................................. 96
Setting Up Award Recipient Lists ................................................................................... 98
Setting Up Alerts ................................................................................................................ 100
Editing an Alert ............................................................................................................. 101
Maintaining Your Data .............................................................................................. 103
Mapping Your Data ............................................................................................................ 103
Who Should Run Data Mapping? ................................................................................. 104
Manually Mapping Data for One or More Schools ....................................................... 105
Automatically Mapping School Data ............................................................................ 106
Scheduling Replication to K12Planet ................................................................................. 107
What Data Gets Replicated .......................................................................................... 107
Displaying Student Data in K12Planet ......................................................................... 107
Replicating the Entire Database ................................................................................... 108
Setting Up a Schedule to Replicate Only Changes to the Database ........................... 109
Changing the Replication Schedule ............................................................................. 110
Stopping Replication .................................................................................................... 111
Viewing Replication Status ........................................................................................... 111
Viewing the K12Planet Web Site ................................................................................. 112
Glossary ..................................................................................................................... 113
Index ........................................................................................................................... 125
Contents
iii
iv
Contents
A BOUT C HANCERY SMS
Welcome to Chancery SMS®, a software tool for managing student and family
information in your school district.
Support Services Available
A full suite of documentation, online Help, and technical support is available
to help you with your day-to-day tasks.
Documentation Included
The following documentation is included with Chancery SMS:
See
For
Chancery SMS Guides
The following guides are available in PDF format on the
Installation CD and at our Support web site:
• District Administration Guide: For district administrators,
the District Administration Guide provides instructions on
maintaining the centralized Chancery SMS solution,
including setting up your district, adding schools to the
district, and standardizing data across the district using
setup lists.
• District User Guide: For district office staff, the District
User Guide provides instructions on using Chancery SMS
at a district level, including registering and enrolling
students and working with student data.
• School Administration Guide: For school administrators,
the School Administration Guide provides instructions on
maintaining a school and performing administrative tasks.
• School Setup Guide: The School Setup Guide provides
instructions for setting up schools in the district, including
the steps to be performed as a district administrator and as
a school administrator.
• School User Guide: For school office staff, the School User
Guide provides instructions on using Chancery SMS at the
school level, including how to take attendance, enter grades,
and work with student data in the office.
• Chancery SMS in the Classroom: This guide covers the
basics of using Chancery SMS at the homeroom and class
level, including how to take attendance, enter grades, and
work with student data in the classroom.
About Chancery SMS
1
See
For
Chancery SMS Speciality
Guides
Additional feature-specific guides are available in PDF format
on the Installation CD and at our Support web site to
supplement the standard guides:
• Address Validation Guide: For school and district
administrators, the Address Validation Guide provides
instructions on setting up address validation at the district
and performing address validation tasks at the district and
at schools.
• cTools Guide: This guide provides information about
customizing Chancery SMS, along with instructions for
using the customization features.
• Grading Setup Guide: For school administrators, the
Grading Setup Guide provides instructions on setting up
grading properties and performing grading-related tasks.
• Permissions Guide: For district administrators, this guide
provides information about setting up permissions in
Chancery SMS. The Permissions Guide explains the
permission structure and provides information about each
permissions dependencies, effect on the system, options,
and defaults.
• Program Management Guide: For district and school
administrators and district and school staff who enroll
students and process applications, the Program
Management Guide is a feature-specific guide that
describes the process of setting up programs at the district
and at schools and performing program-related tasks.
• Registration and Enrollment Quick Guide: For school and
district staff, the Registration and Enrollment Quick Guide
provides procedures for registering students in the district
and enrolling students in schools.
• Scheduling Guide: For school administrators, the
Scheduling Guide covers the process of setting up a school
scheduling structure, as well as scheduling in elementary
and secondary schools.
• Next-Year Preparation and Year-End Processing Guide:
For district and school administrators, this guide covers all
the steps required to close off the current school year and
prepare for the next.
2
About Chancery SMS
See
For
Chancery SMS
Technical Guides
Technical guides are available in PDF format on the
Installation CD and at our Support web site:
• cTools Guide (Customization Guide): For district
administrators, this guide covers how to create custom
student pages, custom panels for existing pages,
customization packages, custom reports, and custom setup
lists in Chancery SMS.
• Import/Export Guide: For district administrators, the
Import/Export Guide describes the process for importing
and exporting data into and out of Chancery SMS.
• Interoperability Guide: For district administrators, the
Interoperability Guide covers how to integrate third-party
applications with Chancery SMS using SIF and
Import/Export functionality.
• Report Writer Guide: For district and school administrators
and third-party report writers, the Report Writer Guide
covers how to plan, build, and upload reports using the new
reporting framework. The guide also includes an in-depth
examination of this framework, extensive information
about how to use Crystal Reports functionality, and
reference material on using previous reporting methods.
Chancery SMS Online
Help
Help is always available by accessing the Help menu from the
task bar.
Chancery SMS Data
Dictionary
The data dictionary contains lists of tables and fields in the
district database. It is recommended for the report developer
who uses a reporting tool such as Crystal Reports® to retrieve
additional information from the district database.
Release Notes
Release Notes are summaries of the new features and changes
in the current release.
Installation
Documentation
The Installation Guide provides technical details of installing
the entire Chancery SMS system for district administrators.
Installment Notes are detailed instructions for upgrading from
a prior version.
Getting Training
Training courses are available to help ensure you get every advantage from
your student information system. We are committed to helping you put our
solutions to work. Our broad training offerings are designed with you in mind
so that you’ll receive the most suitable and effective training for your needs.
Choose from on site training or live online training. We can also create a
customized training program to meet your district’s needs.
Phone us toll free at 1-800-999-9931 or see the Training area of our Support
web site at http://support.chancery.com for an up-to-date list of scheduled
courses.
About Chancery SMS
3
Getting Support
The following support programs are available by subscription only:
One-on-one Technical
Support
Talk to a technical support analyst to help solve problems and
answer questions when software doesn’t produce the expected
results. Analysts can use the telephone or Internet access to
troubleshoot your issues.
Monday to Friday, 5 am to 5 pm Pacific Time
Phone: 1-800-688-9939
Fax: 1-800-446-5650
Email: psstechsupp@pearson.com
Access to our web site
http://support.chancery.com
In Chancery SMS, from the Help menu, click Support
Website.
Our web site includes a searchable KnowledgeBase with
frequently asked questions, tips, and troubleshooting
instructions, as well as support forums for users to share
experience and knowledge.
Software updates
Releases of new versions with improved functions and
software updates. Updates are provided free of charge for
three months from your date of purchase and are included in
the subscription to Support Programs.
For more information about Technical Support Programs, phone Customer
Service at 1-800-999-9931.
4
About Chancery SMS
Q UICK T OUR
This section provides a quick overview of the main features of
Chancery SMS.
Starting
You start Chancery SMS from Internet Explorer® or Safari®. To work with
Chancery SMS pages, log on using your user ID and password.
TO START CHANCERY SMS:
1
Open Internet Explorer or Safari.
2
In the Address bar, enter the address of your district web application
server. Press Enter.
The Chancery SMS Log On page opens. You may want to add it to your
list of Favorites in the browser.
3
Enter your Chancery SMS user ID and password. If your district uses a
directory service, enter the domain name for Chancery SMS.
4
Click Log On.
5
If you do not have a default role, the Choose Role dialog opens. Select the
default role that you would like to enter automatically each time you log
on. After logging on, you can switch roles by clicking Switch Role from
the Actions menu.
Navigating
You navigate in Chancery SMS much the same way as you do in a web
browser. Chancery SMS pages display like a web application. You move from
page to page to complete tasks and start new ones.
Each Chancery SMS page has four parts:
•
breadcrumbs
•
a control bar
•
a content area
•
a task bar
Quick Tour
Starting
5
The following figure shows a sample Chancery SMS page.
Breadcrumbs
Breadcrumbs indicate
what page you’re on
and how you got there.
Control bar
Use these links to
move to different
areas within
Chancery SMS.
Content area
Work with information
in the content area.
Task bar
The links across the top of the page
make up the task bar. You have access to
the Actions, Edit, Reports, and Help
menus, along with Home and Log Off
options.
Breadcrumbs
To help you keep track of where you are in the interface, refer to the
breadcrumbs. Breadcrumbs display links to pages you accessed to reach the
current page. Breadcrumbs are also a quick way to return to previously viewed
pages.
To go back to a page you
have visited in the current
session, click a link in the
breadcrumbs trail.
6
Quick Tour
Navigating
Indicates the page
on which you are
currently working.
Control Bar
The control bar is the vertical pane on the left side of the page. Click the links
in the control bar to access the different areas of Chancery SMS. For example,
to search for a student, click a search link, such as Student Search, Quick,
Basic, or Detailed, to open the appropriate search page.
Content Area
The content area is the main part of the page. It is divided into collapsible
panels that group information in logical and meaningful ways. A panel can
contain any combination of fields, dropdowns, checkboxes, grids, buttons,
icons, and links needed to support the particular feature area.
Task Bar
Click the task bar menus to display dropdown menus where you can select
options. For example, you can use an option in the Actions menu to register
and enroll a student.
Working with Chancery SMS
District and school staff, such as district administrators, teachers, school
counselors, and school administrators, access school and district data in
Chancery SMS.
Use Chancery SMS to work with important student information in real time.
For example, school staff can take attendance, enter grades and view student
demographic information while in the classroom.
Quick Tour
7
Understanding the Interface
Chancery SMS is a web-based application designed to be familiar to anyone
who has used a web browser. The following diagram details each part of
Chancery SMS. For more information about using Chancery SMS, from the
Help menu, click an option such as Dynamic Help.
Breadcrumbs indicate
where you are and
how you got there.
To access online help and
get further information
about Chancery SMS,
click here.
To return to your
home page, click
here.
To expand or
collapse panels,
click here.
Browser
toolbar
Highlighted text
indicates where
you are.
To select all records,
Click the Select All
checkbox.
To work with an item, click
the checkbox next to it. To
work with multiple items,
click multiple checkboxes.
To choose an
option from the
dropdown, click
here.
To print the
current page,
click the Print
icon.
To move to the
next or previous
page, click Prev
or Next.
Getting Help
Chancery SMS provides several options for getting additional information
about setting up and using Chancery SMS, including online help, access to the
support site, a link to the Chancery SMS web site, and a link to the K12 Planet
web site.To use these help options, from the Help menu, click the appropriate
option.
8
Quick Tour
Using the Online Help
You can access the online help by selecting either Dynamic Help or Contents
from the Help menu. Dynamic Help opens a help topic relevant to the page
you are on, if available, while Contents opens a generic page. Either way, you
can search for additional information, as required. To assist you to find
information, the online help includes a list of contents, an index, search
capabilities, and a favorites option.
Prints the
current topic
Highlight topic Scroll through
topic list
in contents
Select a tab to find
information in the
online help.
Contents of left
pane changes
depending on tab
selected.
Topics that provide
related information
Expand the
procedure details.
Help Contents:
The Help contents is organized into books by task or feature area. You can
expand each book to see the topics included in the guide. Click any topic link
to see the associated information in the right pane.
TO USE THE HELP CONTENTS:
1
From the Help menu, click Dynamic Help or Contents.
2
On the Help page, in the Contents bar, click a book to expand the topics.
3
Click a topic to display the associated information in the right pane.
Quick Tour
9
Help Index:
The Help index lists topics alphabetically.
TO USE THE HELP INDEX:
1
2
On the Help page, in the left pane, click the Index tab.
3
In the Index pane, click a letter.
A list of topics beginning with that letter appear in the left pane.
4
Click a topic link to display the information associated with that topic.
5
If a topic appears in multiple books, in the right pane, click the topic you
want to display.
Help Search:
The Help Search allows you to search all or selected books for a specific word
or words. To search for a phrase, enclose the words in quotation marks. For
example, searching for School Setup will return a list of all topics that include
either the word “School” or the word “Setup”. Searching for “School Setup”
will return all pages that include the phrase “School Setup”.
TO USE THE HELP SEARCH:
1
2
On the Help page, in the left pane, click the Search tab.
3
Enter the word or words you want to search for.
To search for a phrase, enclose the words in quotation marks.
4
If desired, from the dropdown, select the book you want to search within.
5
Click Go.
6
Click a topic to display the associated information in the right pane.
Favorites:
If you are using Internet Explorer, you can add topics to a list of favorites for
easy reference.
TO SET UP FAVORITES:
10
1
Open any help topic.
2
In the left pane, click the Favorites tab.
3
Click Add.
Quick Tour
Tips & Shortcuts
This section provides tips and shortcuts to help you work more efficiently and
effectively with Chancery SMS.
User Permissions and Scope
Not all areas of Chancery SMS are accessible to all users. Your role controls
which pages you see and what data you can work with. Each role has a set of
permissions and a scope that is either for a specific school or for the entire
district.
For example, teachers or data entry clerks typically do not have access to the
School Setup pages. School users access data for the schools to which they are
assigned. District users are not associated with a school. Instead, district users
access information that is district-wide, such as student demographic and
enrollment information.
For more information about the permissions available in Chancery SMS, see
the Chancery SMS Permissions Guide.
Active Versus Inactive Students
When working with student data, you are likely working with active students.
Active students are students who are currently enrolled in your school. Some
tasks only apply to active students, such as taking attendance. However, there
might be instances where school administrators may also need to view
inactive students. For example, if a student is enrolled at a future date and you
want to set up their schedule.
Students are flagged Inactive in the following scenarios:
•
Incoming in the school (students who have an enrollment status code that
is an entry-type or re-entry type)
•
Withdrawn from the school (students who have a withdrawal-type
enrollment status code in the past and no subsequent entry-type or
reentry type status code)
•
Incoming in a class or homeroom (student is scheduled to transfer into
this class or homeroom at a future date)
•
Withdrawn from a class or homeroom (student was previously in this
class or homeroom but transferred out of it)
Inactive students appear in italics. To show or hide inactive students, school
administrators can go to any Search Results page and, from the Edit menu,
choose a show or hide option.
Quick Tour
11
Alert Messages
Alert messages alert district and school staff to important information. For
example, when someone marks a student absent for a future date, an alert
message is immediately sent to that student’s teacher. The message appears on
the teacher’s homepage.
When you receive a new alert, the Alerts area on your home page shows the
number of new alerts, and the task bar on all pages shows an Alert icon ( ).
To view your alerts, either click the Alert icon or click the new alerts link on
your home page.
To receive alerts, you must subscribe to them. For more information about
subscribing to alerts, see the Chancery SMS School User Guide.
Opening a Record
You can often access the same data in different ways, depending on the task.
For example, to access a student record, you can:
•
Click the Roster (
), Grading ( ), or Attendance ( ) icon on the
Homerooms or Classes page, then click the student’s name on the Roster,
Class Roster, Grades, or Attendance page.
•
Perform a student, quick, basic or detailed search, then click the student’s
name on the Student Search Results page. For detailed information about
searching for students see the Chancery SMS School User Guide.
•
Search by family name, click the student’s family name on the Family
Search page, and then click the student’s name on the Family Overview
page. This is useful if a student’s siblings or guardians have different last
names.
•
Open a saved list and click the student’s name on the Student Search
Results page.
If Pages Don't Appear Right Away
If you click a button and the page you want does not appear right away, be
patient. Do not click the button again or click any other buttons while you’re
waiting for the page to open—your server might be temporarily busy.
On some secondary pages, while your request is processed, the animated
Chancery icon
appears.
If you stop using Chancery SMS for a while, the software may “time out” as a
security measure - meaning you are automatically logged off. If that happens,
you need to log on again. If you did not save your work before leaving
Chancery SMS, you might have to redo some work.
12
Quick Tour
Checkboxes
When you are working with a list of records, such as a list of students, notice
the checkboxes to the left of each list item. To select an item, click the
checkbox. To select multiple items, click each checkbox.
Checkbox - Select All
To select all records in a list that might span multiple pages, not just the
records on the current page, click the Select All checkbox. For example, your
Student Search Results might include more than 100 students that span
multiple pages. To select all students in that list of Search Results, click the
Select All checkbox.
The Select All checkbox is found at the top of a list of records.
Quick Sort
To quickly sort a list of records, such as search results, click any underlined
column heading. For example, to sort by gender, click the Gender column. To
change the sort order, click the column heading again. The order of the
records remains the same until you change it.
Click an underlined
column heading to sort
by that column.
A down arrow
indicates descending
order.
An up arrow
indicates
ascending order.
Quick Tour
13
Customize Display Options
You can customize the column display to suit your needs. Changes you make
remain until you change the column display again.
TO CUSTOMIZE THE COLUMN DISPLAY:
1
On a Student Search Results page, from the Edit menu, click Choose
Columns.
2
In the available columns list, select the column you want to display.
3
Click
to move your selection to the Selected Columns list.
To set the column
display order, select
an item, then click the
up or down arrow.
To display a column,
click an item in the
Available Columns
list, then click the
add arrow.
To remove a column,
click the item in the
Selected Columns
list, then click the
remove arrow.
4
Use the up and down buttons to move the columns to where you want
them to be on the page. The higher the column is in the list, the further to
the left it is on the page.
5
Repeat steps 2 to 4 until you have all the columns you want and in the
order you want them to display on the page.
6
Click OK.
Panels
Information is grouped on a page in panels that are collapsed or expanded by
default based on the way the page is designed to be used. To expand or
collapse a panel, click
or
.
Tabs
On some pages, information my be grouped under tabs. To work with
information on a tab, click the tab. Permissions apply to individual tabs. To
work with information on a tab, you must have permission to work with the
page, as well as permission to work with that specific tab.
14
Quick Tour
Changes to information on one tab are not automatically saved when you
click another tab. To save information on a page with tabs, click Save or OK.
Chancery SMS saves the changes for all tabs on the page. If any required
fields are not completed on any tab, a message indicates which fields are
missing information and opens the first tab that has an empty required field.
If you are working with multiple records, when you move from one record to
the next, the page remains on the same tab for each record.
The following figure shows a page with tabs:
Inactive tabs are greyed out
Currently active tab
Tabs
Using Keyboard Shortcuts to Move Between Fields
You can use your keyboard to move from field to field on a page.
•
To move to the field on the right, press Tab.
•
To move to the field on the left, press Shift+Tab.
Printing a Page
You have the option of printing one page, or printing a list of items that span
multiple pages.
TO PRINT AN ENTIRE PAGE:
•
Click the browser Print button.
TO PRINT A LIST OF ITEMS THAT SPAN MULTIPLE PAGES:
1
Click the Print icon (
2
In the Print options page, make your selections.
3
Click Print. The report appears in the PDF Viewer.
). The Grid Print options page opens.
Quick Tour
15
4
In the PDF Viewer, click the Print button.
Save
Find
Print
Using Chancery SMS Reports
Chancery SMS comes with many built-in reports. In addition, you have the
option to upload a Chancery SMS Report Package or custom reports.
Chancery SMS Report Packages are available for download from the
Customer Support website. For more information, see the Uploading
Chancery SMS Report Packages Technical Bulletin.
For information about creating custom reports, see the Chancery SMS Report
Writer Guide.
Disabling Reports
In Chancery SMS, you have the option to disable links to reports. For
example, if a report template has not been uploaded or if a report does not
suit your needs, you can make the report inactive in Chancery SMS.
When a district administrator makes a report inactive, the report does not
display for any users. If a school administrator makes a report inactive, the
report link does not display for any users at that school.
TO MAKE A REPORT INACTIVE:
1
Log on as a school administrator.
2
In the control bar, click School Setup.
3
Click Customize Reports.
4
Click a report you want to disable.
5
Under Report Status, click Inactive. Click OK.
The report no longer displays on the Reports page or in the Reports menu.
Note
On the Customize Pre-4.2 Reports page, there is no option to set legacy reports to
inactive. This functionality applies to new framework reports only.
16
Quick Tour
Printing Reports
You can print reports by clicking the Reports menu or from the School
Reports page.
Warning
When printing a report, do NOT click
system performance considerably.
to cancel the report as this will slow
Logging Off
To end your current work session, log off from Chancery SMS.
Warning
For security reasons, make sure you log off from Chancery SMS when you finish
your current session. Otherwise, unauthorized users are able to access the system
until your session times out.
TO LOG OFF FROM CHANCERY SMS:
•
In the Chancery SMS task bar, click Log Off.
Note
To close Chancery SMS, use Log Off in the task bar, do not click the
your browser.
in
Quick Tour
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18
Quick Tour
S ETTING U P
YOUR
W EB B ROWSER
You can use Chancery SMS with Internet Explorer for Microsoft Windows or
Safari for the MacIntosh. To ensure Chancery SMS runs smoothly and to
protect the confidentiality of your student data, make sure the web browser at
each workstation is configured correctly for Chancery SMS. For information
about configuring your web browser, see the Chancery SMS Installation
Notes and the Chancery SMS Implementation and Management Best
Practices Guide.
Setting Up your Web Browser
19
20
Setting Up your Web Browser
U NDERSTANDING U SER A CCESS
To access Chancery SMS, you must have a user account assigned by your
district administrator. User accounts consist of a user ID, password, and one
or more assigned roles. You get your permissions and scope solely from the
role you are currently using. If you need different permissions at different
times, your user account can be assigned multiple roles. You can then switch
roles while remaining logged on. Each user account also has a primary role,
which is the one that you enter by default after logging on. If you use a
directory service, user accounts also require a domain.
At the school, you can view roles and permissions assigned to user accounts,
change your default role, and switch roles.
For more information about permissions available in Chancery SMS, see the
Chancery SMS Permissions Guide.
If you require different roles or permissions, contact your district
administrator.
Note
If your school uses Active Directory, see the Chancery SMS Active Directory
Integration Guide for more information about working with roles, accounts, and
staff records.
Permissions to Work with Security
To work with security features including roles and user accounts, you need the
following permissions:
To
You need this permission
Set to
View permissions and other settings of roles
User>User Roles
View
View the User ID and other settings of users
User>User Accounts
View
Change permissions and other settings of base
roles and roles
User>User Roles
Edit
Change the User ID, passwords, and other
settings of users
User>User Accounts
Edit
Add, change, and delete base roles and roles
User>User Roles
Delete
Add, change, and delete users
User>User Accounts
Delete
By default, only district administrators can change or delete roles and user
accounts. School administrators can view roles and permissions assigned to
existing user accounts. For more information about permissions, see the
Chancery SMS Permissions Guide.
Understanding User Access
Permissions to Work with Security
21
Checking Role Permissions
At the school, you can check which permissions are assigned to roles. If you
need to change permissions assigned to a role, contact your district
administrator.
Permissions control:
•
•
actions you can do, such as Assign Homerooms and Create Custom
Reports. The settings for actions are:
With this setting
You
Yes
Can complete the action.
No
Cannot complete the action.
data you can see, change, or delete, such as Legal Alerts, Report Cards,
and Photos. The settings for data access are:
With this setting
You
None
Cannot see the data
View
Can see the data, but not change or delete it
Edit
Can see and change the data, but not delete it
Delete
Can see, change, and delete the data
TO CHECK ROLE PERMISSIONS:
22
1
2
In the control bar, under Admin, click District Setup.
3
On the District Setup page, under Users, click Roles.
4
On the Roles page, in the Role column, click the role you want to check.
Checking Role Permissions
5
On the View Role page, expand the permission categories to view the
assigned permissions.
Click the + to expand
permission categories.
Checking Account Information
You can check the account information for users at your school, including the
roles assigned to each account. If you need to change information for an
account, contact your district administrator.
TO CHECK ACCOUNT INFORMATION:
1
2
Checking Account Information
23
3
On the District Setup page, under Users, click Accounts.
The accounts page shows all accounts assigned roles with scope for your
school. This page does not show any roles that don’t have scope for your
school.
The Roles
column shows
all the assigned
roles that have
scope for your
school.
Changing Default Roles
A default role is the role that you automatically use after logging on. If you
have only one role, that role is your default role.
If you have multiple roles, you:
•
are prompted to choose a default role after logging on to Chancery SMS
for the first time
•
are prompted to choose a default role if the user’s existing default role is
made inactive or removed from the account
•
can change default roles any time after logging on
•
can switch between roles without logging off and logging on
The roles available to you are roles assigned to your account and set to active.
If you need to change the roles assigned to your user account, contact your
district administrator.
24
Changing Default Roles
TO CHANGE YOUR DEFAULT ROLE:
1
On your home page, from the Actions menu, click Change Default Role.
2
On the Change Role page, select a role.
Indicates the current
default role.
3
Click OK.
Switching Roles
If you are assigned multiple roles, you can switch roles without logging off
Chancery SMS.
TO SWITCH ROLES:
1
On your home page, from the Actions menu, click Switch Role.
2
On the Switch Role page, select a role.
Indicates the role that is
currently active.
3
Click OK.
Changing Your Password
You can change your password when you log on to Chancery SMS. If you
forget your password, your district administrator can update your user
account with a new password.
TO CHANGE YOUR PASSWORD:
1
On the Chancery SMS Log On page, click Change Password.
2
Enter your user ID, your existing password, a new password, and confirm
your new password. Click Log On.
Switching Roles
25
Tracking User Activities
The Audit Log provides audit trails of date and time-stamped records of user
activity for the core areas of Chancery SMS. School users with the appropriate
permissions can use the Audit Log to track and view user activities.
The Audit Log’s flexible structure enables you to choose which audited
records you want to view and report on. You can view data changes for a
specific date range, school, or student, or changes made by a specific user.
You can also use a combination of any or all of these criteria; for example, you
could view all attendance changes for a student that were made on a specific
date by a specific user.
Note
Only data changes are audited, changes to setup are not. For example,
modifications to the grading structure are not recorded in the Audit Log.
Use the Audit Log to track the following information:
26
•
Changes to attendance
•
Grade transfers and any resulting attendance re-assignments
•
Modifications to daily code calculation rules, including rule priority
changes
•
Student health record changes
•
Modifications to student historical transcript records, including changes
to historical year, historical course and course grades, and historical
summary information
•
Gradebook task and server errors
•
Changes to GPA and honor roll definitions during Year-End Processing
•
Grading overrides, including GPA, credit, honor roll, and class rank
overrides
•
Student enrollment
Permissions to Work with the Audit Log
To work with the Audit Log, you need the following permissions:
To
Set to
View the Audit Log
School Setup>View Audit Log
Yes
Print and Audit Log report
School Setup>View Audit Log
Yes
Clear the Audit Log
School Setup>Purge Audit Log
Yes
For more information about permissions, see “Controlling User Access” in
the Chancery SMS District Administration Guide and the Chancery SMS
Permissions Guide.
Information Displayed in the Audit Log
Logged changes, deletions, and transfers for audited features either display
immediately or are run as an overnight process and display in the Audit Log
the following day. For a list of audited fields, please see Chancery SMS
Audited Fields Reference document, available from the customer support
web site.
The Audit Log displays the following information for each audited record:
•
Date - the Date column displays the date the modification was made.
•
User Name and ID - the user name and ID display when changes are
made to data in fields on Chancery SMS pages. The user name and ID are
blank when changes are made to data through automated processes (such
as nightly calculations).
•
Type - the Type column indicates the area of Chancery SMS that the audit
record is associated with.
•
Description - a description of the change or deletion. When a change is
made to an audited field, both the previous and the new data display in the
Description column. For example, if a change is made to a grade level,
both the previous and new grade levels display. If there was no previous
data, N/A displays.
27
When data is changed, the information displays in the Description column.
Note
The user name is not currently tracked for student enrollment audit entries.
If the auditing of a particular feature is run as an overnight process and the
overnight process fails, the details of the failure display in the Description
column.
Understanding Student Enrollment Auditing
When enrollment and withdrawal records are added, edited, or deleted, the
change is recorded in the Audit Log. Auditing student enrollment is
particularly useful when a student is attending multiple schools or when a
student is transferred from one school to another. In both cases, what displays
in the Audit Log for each school varies depending on the circumstances.
Note
To enable you to track enrollment errors, enrollment records with a status of N/A
are captured in the Audit Log.
Student Attends Multiple Schools
When a student is enrolled in multiple schools, at the student’s home school
all withdrawals and enrollments for every school the student attends display in
the Audit Log.
For the school that is not the student’s home school, only withdrawals and
enrollments that apply to that school display in their Audit Log.
Student is Transferred
When a student is transferred from one school to another, a withdrawal
record is created for the student’s original school and an enrollment record is
created for the student’s new school. In the Audit Log, the withdrawal change
displays for the original school and the enrollment change displays for the
student’s new school.
In the case where the original school is the student’s home school, the Audit
Log displays all withdrawal and enrollment changes, even when the student is
no longer attending that home school. For the student’s new school (not the
home school) only changes that pertain to that school display in their Audit
Log.
Note
Enrollment data that is mass-assigned displays in the Audit Log; however,
imported enrollment data and enrollment records generated during Next Year
Preparation/Year-End Processing are not captured. Also, the name of the user
who made the enrollment or withdrawal change is not currently recorded in the
Audit Log.
28
Viewing User Activities
You can view audited changes for a single student or the entire school. You
also have the option to view only changes made by a specific user or only
changes made for a particular student.
TO VIEW AUDITED DATA:
1
2
In the control bar, under Admin, click School Setup.
3
On the School Setup page, under Audit, click Audit Log.
4
On the Audit Log page, from the Type dropdown, select the area of
Chancery SMS for which you want to view audited records.
5
Complete the following, as required:
6
Field
Description
Date Range
Enter the range of dates that contain the audited data you
want to view.
User Name (User ID)
If you want to view only changes made by a specific user,
enter their user ID.
Student ID
If you want to view only changes for a specific student,
enter the student’s ID number.
Click Search.
Generating an Audit Log Report
You can produce a report of audited data and choose from a number of
different output options.
1
On the Audit Log page, click the Grid Print icon (
).
OR
From the Actions menu, click Print.
29
The Grid Print Options dialog opens.
2
In the Grid Print Options dialog, in the Preferences panel, enter or edit
the following information.
Field
Description
Report name
Enter the name of the report, as it should appear at the top of
the page. If you do not enter a name, the name of the page is
used.
Print format
Select one of the following formats:
• Portrait – prints in portrait format (
)
• Landscape – prints in landscape format (
Page size
)
Select one of the following page sizes:
• Letter – prints on 8.5” x 11” paper
• Legal – prints on 11” x 14” paper
30
Include school/
district name
If applicable, select Include school/district name to print the
name of the school beneath the report title.
Comments
Enter any information you want to print at the bottom of the
grid print report.
3
In the Output Options panel, click the down arrow (
of the available output formats.
4
Click Print.
) and select one
The report displays in a new window in the appropriate format.
5
Save or print the Audit Log as required, then close the window.
Clearing the Audit Log
You can clear the following Audit Log entries:
•
All entries for a specific feature
•
Only entries in the feature that were made by a specific user
31
•
Only entries in the feature that were made for a specific student
•
Only entries in the feature made by a specific user for a specific student
TO CLEAR THE AUDIT LOG:
1
2
3
4
On the Audit Log page, from the Type dropdown, select the area of
Chancery SMS for which you want to clear audited records.
5
Enter or edit the following information, as required.
Note
If you want to clear only Audit Log entries made by a specific user for a
specific student, enter both the user’s name and the student’s ID.
6
32
Field
Description
Date Range
Enter the range of dates that contain the audited data you
want to clear
User Name (User ID)
If you want to clear only changes made by a specific user,
enter their user ID.
Student ID
If you want to clear only changes made for a specific
student, enter the student’s ID number.
Click Search.
7
From the Actions menu, click Clear Logs.
8
In the confirmation dialog, click OK.
33
34
S ETTING U P S TAFF R ECORDS
Before you set up staff at each school, make sure staff are set up for the
district and assigned to schools. For more information, see the Chancery SMS
District Administration Guide.
Use Chancery SMS to manage your staff records. There are two main types of
records maintained for staff members: demographic and scheduling.
Chancery SMS stores key information about your staff, including personal
information, schools, assignments, and credentials. These records are initially
set up at the district level, then maintained by school administrators.
Note
To log on to a school and view school records, users must have a role and be
assigned to the school, and they must have a staff record.
For schools using secondary scheduling, scheduling-related records contain
district-level information about full-time teaching loads and maximum
numbers of students, plus school-level information about course preferences,
room preferences, and time restrictions for individual teachers. This
information is used in the automated scheduling process. These records are
updated as part of the planning calendar for Next-Year Preparation.
Note
Use the Staff pages if your district manages staff records in Chancery SMS. If your
district uses Win School or Mac School to manage staff data, the data isn’t
replicated to Chancery SMS.
Permissions Required to Work With Staff
To work with staff, you need the following permissions:
To
Set to
Delete staff records
Staff > Staff Demographics
Delete
Create staff records and access
any Staff Demographics page
that you have permission to
access.
Edit
Note
To change information on any
staff demographic tab you must
have this permission set to Edit.
Note
If your role has district scope, you can
work with all staff in the district. If
your role has school scope, you can
only work with staff assigned to your
school.
Work with staff personal
information on the Overview
tab.
Staff > Staff Overview
Edit
Edit
Work with staff contact
information on the
Address/Phone tab.
Staff > Staff Address/Phone
Edit
Edit
Setting Up Staff Records
Permissions Required to Work With Staff
35
To
Set to
Work with staff professional
information and credentials on
the Professional Info tab.
Staff > Staff Professional Info
Edit
Edit
Work with other staff
information, such as race,
ethnicity, and previous
personal information.
Staff > Staff Additional Info
Edit
Edit
Work with school information
for teachers on the Staff
School page.
Staff > Staff Schools
Edit
Edit
Delete school records.
Staff > Staff Schools
Delete
Delete
Work with school staff
assignments.
Staff > Staff Assignments
Edit
Edit
Delete school staff
assignments.
Staff > Staff Assignments
Delete
Delete
Work with district staff
assignments on the Schools
List page.
Staff > District Staff Assignments
Edit
Edit
Delete district staff
assignments.
Staff > District Staff Assignments
Delete
Delete
By default, the district administrator and school administrator roles can work
with staff records and only the district administrator can delete staff records,
school assignments, and district and staff assignments. For more information
about permissions, see “Controlling User Access” in the Chancery SMS
District Administration Guide and the Chancery SMS Permissions Guide.
Opening Staff Records
In Chancery SMS, there are two ways to open staff records. The method
available to you depends on your role and school scheduling method. A
district administrator and school administrators for secondary schools can
36
Opening Staff Records
only open a staff record from the District Setup page. A school administrator
at an elementary school can also open a staff record from the Scheduling
page.
Task
Procedure
Open a staff record
from the District Setup
page
1
2
3
4
5
Log on as a district or school administrator.
On the District Setup page, under District, click Staff.
Search for a staff member or click Display All Records.
In the search results, in the Staff Name column, click the
name of the staff member.
Open a staff record
from the Scheduling
page for an elementary
school
1
2
3
4
5
Log on as a school administrator at an elementary school.
In the control bar, under Admin, click Scheduling.
On the Scheduling page, under Step 1, click Staff List.
Search for a staff member or click Display All Records.
In the search results, in the Staff Name column, click the
name of the staff member.
Searching for Staff Records
When you search for staff records, the search results depend on how staff
members have been assigned to schools.
When you search for staff, the search results include staff who have a school
record at your school. Staff members who have been assigned the specified
school as a Home School, but who do not have a school record at the school,
do not appear. For more information about creating school records, see the
Chancery SMS District Administration Guide.
Note
To find staff assigned to a specific home school, specify the home school as a
Search By criteria.
The Staff Search page features a Basic search tab and a Detail search tab. Use
the Staff Search Basic tab to search by common staff demographic fields. Use
the Staff Search Detail tab to search by fields within categories, such as
Professional or Staff Assignment.
Note
Any staff-related custom data fields added to Chancery SMS are accessible in the
Detail search.
TO SEARCH FOR STAFF USING THE BASIC TAB:
1
2
3
37
4
On the Staff Search page, on the Basic tab, use one of the following
search options:
Search Option
Description
Search By
1
Enter up to three search constraints. Enter a field, an
operator, and a value.
Field
Operator
Value
Choose from common staff demographics fields, such
as:
• Last Name
• Birthdate
• Gender
• Home School
• Last Name
• Social Security Number
• Staff ID
and so on.
2 Click Search.
Display All Records
Rather than search for specific staff, you can click
Display All Records to display a list of all staff.
Note
Chancery SMS can display up to 1000 records. If there are
more than 1000 records in the search results, you will need to
narrow your search criteria.
List
Choose from previously-used search criteria. For
example, if you recently searched for staff whose last
name is Collins, that search criteria is saved to this list.
TO SEARCH FOR STAFF USING THE DETAIL TAB:
38
1
2
3
4
On the Staff Search page, click the Detail tab.
5
On the Detail tab, from the Category dropdown, select a category such as
Additional Info, Demographic, Professional, or Staff Assignment.
6
Use one of the following search options:
Search Option
Description
Search by
1
Enter your search criteria. Enter a field, an operator,
and a value.
Field
Operator
Value
2
Click Add Criteria. To narrow the search result, add
additional criteria.
3 Indicate whether to match all criteria or match any
criteria.
All criteria produces a narrow list that contains only
those staff members who match all the criteria you
specify. Selecting Any criteria broadens the search to
include staff who match any of the search criteria you
specify.
4 Click Search.
Display all records
Rather than search for specific staff, you can display all
staff.
Note
Chancery SMS can display up to 1000 records. If there are
more than 1000 records in the search results, you will need to
narrow your search criteria.
List
Choose from previously-used search criteria. For
example, if you recently searched for staff whose last
name is Collins, that search criteria is saved to this list.
Customizing How Staff Search Results Display
You can customize the columns that display on the Staff Search Results page
to suit your needs. You can specify the columns that display, as well as sort the
data in each column.
TO SELECT COLUMNS TO DISPLAY:
1
2
Perform a search.
3
On any Staff Search Results page, from the Edit menu, click Choose
Columns.
39
4
On the Choose Columns page, select the columns you want to display.
To display a column,
Available Columns
list then click the ->
button.
To remove a column,
Selected Columns
list, then click the <button.
To set the column display order,
select an item, then click the up or
down arrow.
5
Click
6
Use the up and down buttons to move the columns to where you want
them to display on the page. The higher the column is in the list, the
further to the left it is on the page.
7
Repeat steps 4 to 6 until you have all the columns you want and in the
order you want them to display on the page.
8
Click OK.
to move your selection to the Selected Columns list.
TO SORT DATA IN COLUMNS:
40
1
2
Perform a search.
3
On the Staff Search Results page, from the Edit menu, click Sort.
4
On the Sort page, in the Available Column list, select the columns you
want to include in the sort and move them to the Selected Columns list.
5
In the Selected Columns list, use the up and down arrows to arrange the
columns into the order you want them to appear. For example, you might
want to sort the list of staff in ascending order by name, then by gender.
Note
You can sort data by columns that are not visible on the screen. For example,
you might not want to see the Gender column, but you can still sort by that
column.
6
Click OK.
Adding Staff Members
Before you can add a staff member, they must have a user account at the
district. For more information about creating user accounts, see the
A district administrator or school administrator can create staff records and
complete the initial set up for staff members. Once the staff member is
assigned to a school, school users at that school can access the staff member
record to update it with additional information. Each school can further
define the following information on a school-specific basis:
•
staff type
•
department
•
disciplinary action administrator
Working With Staff Records
Before you add a staff record, the staff member must have a user account in
the district. For more information about creating user accounts, see “Working
With User Accounts” in the Chancery SMS District Administration Guide.
41
TO SET UP STAFF RECORDS:
1
2
3
On the Staff Search page, do one of the following.
To
Do this
Create a staff record
• From the Actions menu, click Add Staff.
Edit a staff record
1
2
Search for the staff record.
In the Staff Name column, click the staff member’s
name.
The Add Staff Demographics page opens.
42
4
On the Overview tab, enter or edit the following information, as required.
Field
Description
Staff ID
Enter the staff member’s Staff ID number.
User
If you are creating a staff record, select a user account.
Staff must have a user account before you can create their
staff record.
OR
If you are editing a staff record, this field displays the user
account assigned to this staff record. You cannot change
this value on this page. For more information about
creating user accounts or assigning a different user
account to a staff member, see “Working with User
Accounts” in the District Administration Guide.
Title
Displays the staff member’s title. This value is based on
information entered for the user account assigned to the
staff record.
Note
When you add a staff record, this value is blank until you save
or apply changes to the staff record.
To change this value, edit the user account. For more
information about editing user accounts, see “Working
with User Accounts” in the District Administration
Guide.
Last Name
Displays the staff member’s last name. This value is based
on information entered for the user account assigned to
the staff record.
Note
Guide.
First Name
Displays the staff member’s first name. This value is
based on information entered for the user account
assigned to the staff record.
Note
Guide.
43
Field
Description
Middle Name
Displays the staff member’s middle name. This value is
Note
Guide.
Generation
Displays the staff member’s generation. This value is
Note
Guide.
Preferred Name
Displays the staff member’s preferred name. This value is
Note
Guide.
44
Social Security #
Enter the staff member’s Social Security Number (SSN).
Birthdate
Enter the staff member’s birthdate in MM/DD/YYYY
format.
Home School
Select the school that will be the staff member’s home
school.
5
Click the Phone/Address Tab.
6
On the Address/Phone tab, enter or edit the following information, as
required.
Field
Description
Work Phone
Displays the staff member’s work phone number. This
value is based on information entered for the user
account assigned to the staff record.
Note
Guide.
Home Phone
Displays the staff member’s home phone number. This
value is based on information entered for the user
account assigned to the staff record.
Note
Guide.
45
Field
Description
Email Address
Displays the staff member’s email address. This value is
Note
Guide.
7
46
Emergency Contact
Name
Enter the name of the staff member’s emergency contact
person.
Emergency Contact
Number
Enter a phone number for the staff member’s emergency
contact person.
Physical Address
Enter the staff member’s physical mailing address.
Mailing Address
Enter the staff member’s mailing address.
Click the Professional Info tab.
8
On the Professional Info tab, enter or edit the following information as
required.
Field
Description
License #
Enter the staff member’s teaching License Number.
Licensure Check
Select whether a check of information about the teacher’s
license number, area of certification or specialty, state,
and year/date of expiration is required.
Other Staff Number 1
If required, enter an additional staff number.
Other Staff Number 2
If required, enter an additional staff number.
% of Full Time Status
Enter the appropriate percentage based on the staff
member’s status as a full-time or part-time employee.
Hire Date
Enter the staff member’s hire date in MM/DD/YYYY
format.
Exit Date
Enter the staff member’s exit date in MM/DD/YYYY
format.
Position
Select the staff member’s position, such as administrator,
teacher, aide, and so on.
Instr. Services to
English Learners
Select the service this staff member offers English
language learners, such as specialized, normal, and so on.
Education Level
Select the staff member’s highest level of education.
Year Degree Earned
Enter the year the staff member’s most recent degree was
granted in YYYY format.
Yrs Prev. Experience in
District
Enter the number of years of experience the staff
member has with this district prior to the most recent hire
date; for example, if a teacher worked for the district in
the 2001–2002 and 2005–2006 school years, then left and
came back in 2007 and is still working for the district, the
value for this field would be two, for the two years
previous experience from 2001–2006.
Yrs Experience Outside
District
Enter the number of years of experience the staff
member has outside of this district.
Credentials
Credentials are the record of academic accomplishments
that a staff member has achieved.
In the appropriate column, enter the credential area,
credential type, date earned, and date expired for each
credential.
To add another credential, after the staff record is created,
click the Add Row button.
47
9
10
48
Click the Additional Info tab.
On the Additional Info tab, enter or edit the following information, as
required:
Field
Description
Federal Ethnic Category
Select the staff member’s Federal Ethic Category from
the dropdown.
Federal Race Categories
Select the staff member’s Federal Race Categories from
the Available Items list and move them to the Selected
Categories list. Select all that apply.
Previous Social
Security #
If the teacher has a new Social Security Number, enter
their previous SSN.
Previous License
Number
If the teacher has a new License Number, enter their
previous License Number.
Previous Last Name
If the teacher has changed their Last Name, enter their
previous last name.
Previous First Name
If the teacher has changed their First Name, enter their
previous first name.
Previous Middle Name
If the teacher has changed their Middle Name, enter their
previous middle name.
11
To save your changes and continue working with the staff record, click
Apply.
After you create and save a staff record, the Schools link is active in the
control bar. The Staff Record is only available to school users at schools
the staff member is assigned to. Assign the staff member to your school
before you close the staff record. For information about assigning staff
members to schools, see “Working With School Records” on page 49.
Working With School Records
Before users can log on to a school to view or edit records, they must be
assigned to the school. After creating a staff record (see “Working With Staff
Records” on page 41), assign the staff member to schools. When you assign a
staff member to a school, a school record is created for the staff member at
that school.
As a best practice, create only one school record for each school a staff
member is assigned to, even if they are assigned to the school for multiple
years. If a staff member has more than one school record for the same school,
on the Schools List page, each staff assignment for that school will appear
under each instance of the school record. If your district requires school
records to start and end each year, on the Schools List page, you can hide
school records that have an end date in the past.
If your district uses Active Directory to create consolidated user accounts, a
school record is automatically created based on the user role and scope. For
more information about Active Directory, see the Chancery SMS Active
Directory User Guide.
TO SET UP STAFF MEMBER SCHOOLS:
1
Open a staff record, as necessary.
For more information about opening staff records, see “Opening Staff
Records” on page 36.
2
On the Edit Staff Demographics page, in the control bar, click Schools.
3
On the Schools List page, do one of the following.
To
Do this
Create a school record
• From the Actions menu, click Add School.
Edit a school record
• Click the name of the school you want to edit.
49
The Add Schools or Edit Schools page opens.
4
On the Add School or Edit School page, enter the following information,
as required.
Field
Description
School
Select the school you want to assign to this staff member.
Note
When you edit a school record, you cannot change this value.
50
Start Date
Enter the start date for the school record in
MM/DD/YYYY format.
End Date
If appropriate, enter the end date of the school record in
MM/DD/YYYY format.
Staff Status
Indicate whether a staff member has full-time or
part-time status at the selected school.
Disciplinary Action
Administrator
Select to indicate that a staff member is a disciplinary
action administrator for the school. When you select this
checkbox, the staff member appears in the Responsible
Person dropdown on the Add/Edit Action page. For
more information, see the “Student Behavior” chapter in
the Chancery SMS School User Guide.
Staff Departments
In the Available Departments list, select the departments
you want to assign to this staff member and move them
to the Selected Departments list.
5
Click OK.
If you added a school assignment, the Schools Lists page includes the
added school. You can now add staff assignments for that school. For
more information about adding staff assignments, see “Working With
Staff Assignments” on page 51.
Working With Staff Assignments
School staff assignments are the type of work a staff member performs at a
specific school. They could include teaching subjects, such as English or
Math, or performing an activity like Counseling. Staff members must have a
staff record at the school before you can enter assignments for them at that
school. For more information about creating school records, see “Working
With School Records” on page 49.
Note
If a staff member has more than one school record for the same school, the
assignments for that school appear under each instance of the school record. By
default, the Schools List page only displays active and future school records. To
see school records that have an end date in the past, from the Edit menu, click
Show Inactive Schools.
If a staff assignment applies across the district rather than to a specific school,
you can create a district staff assignment, which is not associated with a
specific school.
When viewing assignments, District administrators can see all district staff
assignments and all staff assignments entered for the staff member for any
school in the district; school administrators can only see district staff
assignments and the school assignments for their school.
TO ADD ASSIGNMENT INFORMATION:
1
Open the staff record for the staff member you want to work with, as
necessary.
For more information about opening staff records, see “Opening Staff
Records” on page 36.
2
On the Staff Demographics page, in the control bar, click Schools.
51
The Schools List page opens.
3
On the School List page, do one of the following:
To
Do this
Add a school staff
assignment
• In the heading row for the school, click Add
Assignment.
Add a district staff
assignment
• From the Actions menu, click Add District Staff
Assignment.
OR
If at least one district assignment has already been
assigned, in the District Assignment heading, click Add
Assignment.
Edit a school or district
assignment
• In the Assignment Name column, click the name of
the assignment you want to edit.
The Add Assignments or Edit Assignments page opens.
52
4
On the Add Assignment or Edit Assignment page, enter the following
information, as required.
Field
Description
School
Note
If you are entering a district staff assignment, this field does
not appear.
This field displays your school name.
Start Date
Enter the start date of the assignment in
MM/DD/YYYY format.
End Date
If appropriate, enter the end date of the assignment in
MM/DD/YYYY format.
Job Classification
Select a job classification code.
Staff Assignment
Select the position to which the staff member is assigned.
Note
If a staff member is assigned to multiple positions, create an
assignment for each position.
5
FTE
Enter the appropriate percentage based on the staff
member’s status as a full-time or part-time employee.
Language of Instruction
Select the language the staff member instructs in.
Teacher Funds
Select whether the staff member is eligible for teacher
funds.
Instr. Type to Eng.
Learners
Select the type of instruction this staff member offers
English language learners.
Click OK.
53
54
M ANAGING A TTENDANCE
When you set up your school, you specify the attendance method, define
attendance reporting periods, set up attendance codes, and so on. For more
information about setting up your school, see the Chancery SMS School
Setup guide.
Once attendance is set up at your school, you generally do not change these
settings during the school year. However, you may need to make adjustments
or work with attendance as the school year progresses. This section describes
the attendance administrative tasks you may need to perform after attendance
is set up at your school.
Permissions to Work With Attendance Settings
To set up attendance at a school, you need the following permissions:
To
Set to
View class attendance
information
School Setup>Classes
View
Edit class attendance
information
School Setup>Classes
Edit
View homeroom
information
School Setup>Homerooms
View
Edit homeroom
information
School Setup>Homerooms
Edit
Initialize a day and populate
the database with default
attendance values
District>Attendance Calculations
Yes
Calculate daily attendance
District>Attendance Calculations
Yes
Define attendance rules for
credit calculations at the
district
District>Attendance Rules for Credit
Calculations
Delete
Define attendance rules for
credit calculations at the
school
School Setup>Attendance Rules for
Credit Calculations
Delete
Specify the daily attendance
calculation method
School Setup>Daily Attendance
Calculation Method
Edit
Set up rules for calculating
daily attendance using the
sample method
School Setup>Attendance Calc Sample
Method
Edit
Set up rules for calculating
daily attendance using the
School Setup>Daily Attendance
Occurrence Method
Edit
Create and edit attendance
codes
School Setup>Attendance Code Setup
List
Edit
Managing Attendance
Permissions to Work With Attendance Settings
55
To
Set to
Create and edit attendance
exception rules.
School Setup>Attendance Exception
Rules
Edit
Open the school General
Settings page and specify
scheduling and attendance
general settings, as well as
map attendance codes to
student behavior attendance
actions
School Setup>Attendance General
Settings
Yes
By default, the school administrator role has all the permissions required to
set up attendance. For more information about user permissions, see the
Chancery SMS Permissions Guide and the “Controlling User Access” section
in the Chancery SMS District Administration Guide.
Changing the Default Attendance Code for
Schools
Before attendance can be taken each day, the day is initialized and an
attendance code is assigned to all students by default. You can specify which
attendance code is assigned by default for all classes and homerooms in the
school. You can then change the default attendance code assigned for specific
classes or homerooms.
You can set the default attendance code to one of the following options:
•
Present - students are assumed to be present unless they are marked
absent (exception attendance).
•
Absent - students are assumed to be absent unless they are marked
present (positive attendance).
Note
If you change a default attendance code after attendance has been entered, all
attendance codes that were assigned by default are reset to use the new default
value. After changing the default value, make sure attendance for past dates is
correct for all students.
TO SET THE DEFAULT ATTENDANCE CODE FOR YOUR SCHOOL:
56
1
2
In the control bar, under Admin, click Attendance.
3
On the Attendance page, under Step 2, click Attendance Codes (setup
list).
Managing Attendance
Changing the Default Attendance Code for Schools
4
On the Attendance Codes (setup list) page, click Edit.
5
On the Default Settings page, select Present or Absent.
Managing Attendance
Changing the Default Attendance Code for Schools
57
6
From the dropdowns for each Quick Entry button, select the appropriate
attendance code.
Note
The attendance code associated with the P quick entry button is the default
attendance code if students are assumed to be present; the attendance code
associated with the A quick entry button is the default attendance code if
students are assumed to be absent. These values can be adjusted to reflect
different default attendance types and codes.
7
Click OK.
Changing the Default Attendance Code for
Classes and Homerooms
Once you set the default attendance code for a school, you can specify a
different default code for specific classes and homerooms that collect
attendance, if desired. For example, most classes may use exception
attendance, but an independent study class may use positive attendance.
You can set the default attendance code for classes that use the By Class
attendance method (secondary schools only) or supplementary class
attendance. For more information about setting the attendance method, see
the Chancery SMS School Setup Guide.
Note
If you change a default attendance code after attendance has been entered, all
attendance codes that were assigned by default are reset to use the new default
value. After changing the default value, make sure attendance for past dates is
correct for all students.
Changing the Default Attendance Code for Classes at Schools
Using Secondary Scheduling
You can set a default attendance code for secondary schools using By Class
attendance or supplementary class attendance.
Note
If a secondary school uses supplementary class attendance, the Collect
Attendance option must be selected for both the course and the class. For more
information about setting up supplementary class attendance, see the
Chancery SMS School Setup Guide.
TO SET THE DEFAULT ATTENDANCE CODE:
58
1
Log on as a school administrator for a secondary school.
2
Managing Attendance
Changing the Default Attendance Code for Classes and Homerooms
3
On the Scheduling page, click Master Schedule.
4
On the Master Schedule page, on the Classes tab, search for classes or
click Display All Records.
5
From the search results, select a class. Scroll down to the Class
Information panel.
6
If the school uses supplementary class attendance, make sure the Collect
Attendance option is selected.
7
On the Class Information panel, from the Default Attendance Code
dropdown, select the default attendance code for the class.
The Collect Attendance
option only appears if the
school uses supplementary
attendance.
Note
Changing the default attendance code also changes the code associated with
the attendance quick entry buttons for this class.
Managing Attendance
59
8
Click Save.
Changing the Default Attendance Code for Classes at Schools
Using Elementary Scheduling
You can set the default attendance for individual classes at schools using
elementary scheduling and supplementary class attendance. For more
information about setting up supplementary class attendance, see the
TO SET THE DEFAULT ATTENDANCE CODE AT AN ELEMENTARY SCHOOL:
1
Log on as a school administrator for an elementary school.
2
3
On the Scheduling page, under Step 4, click Class Setup.
4
On the Class Setup page, search for classes or click Display All Records.
5
From the search results, select the class. Scroll down to the Class
Information panel.
6
Under Class Information, make sure the Collect Attendance option is
selected and, from the Default Attendance Code dropdown, select the
default attendance code for the class.
Note
the attendance quick entry buttons for the class.
7
60
Click Save.
Managing Attendance
Changing the Default Attendance Code for Homerooms
If your school is set up to take once-daily or twice-daily attendance, you can
set the default attendance code for individual homerooms.
1
2
3
On the School Setup page, under School, click Homerooms.
4
On the Homerooms page, select the homeroom. From the Actions menu,
click Edit Homeroom.
5
On the Edit Homeroom page, from the Default Attendance Code
dropdown, select the attendance code you want to be entered by default
for this homeroom.
Note
the attendance quick entry buttons for the class.
6
Click OK.
Changing Daily Code Calculation Rules
Daily code calculation rules are defined when you set up your school and are
based on the daily code calculation method selected for your school. For more
information about setting up these rules, see the Chancery SMS School Setup
Guide.
Managing Attendance
61
Before changing or removing a calculation rule, carefully consider the impact.
If you change or delete a calculation rule during the school year, existing
reports are affected. If you regenerate reports, such as attendance reports,
progress reports, or report cards, for past dates, the updated calculation rule is
used, not the original calculation rule.
TO UPDATE OR DELETE CALCULATION RULES USING THE SAMPLE METHOD:
1
2
OR
3
On the School Setup page, under Attendance, click Daily Code
Calculation Rules - Sample Method.
OR
On the Attendance page, under Step 2, click Daily Code Calculation Rules
- Sample Method.
4
On the Daily Code Calculation Rules page, from the Scheduling Group
dropdown, select a scheduling group and, from the Day dropdown, select
a day.
5
Do one of the following:
6
To
Do this
Delete a rule
1
2
Select the rule.
From the Actions menu, click Delete Row.
Change a rule
1
2
Select the rule.
In the period dropdowns, change the selections.
Reorder the list of rules
1
2
Select a rule.
From the Actions menu, click “Move row up one
position” or “Move row down one position”.
3 Repeat steps 1 and 2, as needed.
Click OK, and then click OK again.
TO UPDATE OR DELETE CALCULATION RULES USING THE OCCURRENCE METHOD:
1
2
OR
62
Managing Attendance
3
Calculation Rules - Occurrence Method.
OR
On the Attendance page, under Step 2, click Daily Code Calculation Rules
- Occurrence Method.
4
On the Daily Code Calculation Rules page, from the Scheduling Group
dropdown, select a scheduling group and, from the Day dropdown, select
a day.
5
6
To
Do this
Delete a rule
1
2
Select the rule.
From the Actions menu, click Delete Row.
Change a rule
1
2
Select the rule.
In the dropdowns, change the selections, as required.
Reorder the list of rules
1
2
Select a rule.
From the Actions menu, click “Move row up one
position” or “Move row down one position”.
3 Repeat steps 1 and 2, as needed.
Click OK, and then click OK again.
Printing the Daily Code Calculation Rules
1
2
3
Calculation Rules - Sample Method.
OR
Calculation Rules - Occurrence Method.
4
On the Daily Code Calculation Rules page, display the appropriate rule
set.
5
Managing Attendance
63
6
On the Grid Print Options dialog, set the report options. Click Print.
The report opens in the PDF Viewer.
7
If necessary, print or save the report. Close the PDF Viewer.
Viewing an Audit Trail of Changes to Daily Code Calculation Rules
You can use audit trails to query modifications to Daily Code Calculation
Rules, along with other changes to student attendance information. Audit
trails are time-stamped records of user activity in Chancery SMS.
Chancery SMS records each step involved in adding, modifying, deleting, and
moving rules up or down. For example, when you add a rule, one audit trail
record is created for the initial rule addition and another created for the
default rule modification.
For more information, see “Using Audit Reports” in the Chancery SMS
District Administration Guide.
TO VIEW ATTENDANCE AUDIT TRAIL RECORDS:
1
2
3
4
On the Audit Log page, from the Type dropdown, click Attendance.
5
To select the date range in which to search, click the appropriate calendar
icon.
If needed, enter the name of a staff member, a district’s student ID
number, or the social security number of a student to narrow your search.
6
64
Click Search.
Managing Attendance
The search results display the audit log records for the search criteria.
Default rule
modification
Rule addition
7
To preview the audit log, from the Actions menu, click Print.
The PDF Viewer opens in a new window.
Managing Attendance
65
8
If needed, save or print the audit log.
Save
9
Print
Find
Close the PDF Viewer.
Working With Alerts Generated by Attendance
Exception Rules
Attendance exception rules let you target and analyze student attendance, alert
office staff and teachers, and create reports. For example, these rules might
send an alert when a specified number of total consecutive absences and
consecutive tardies is reached. For more information about setting up
attendance exception rules, see the Chancery SMS School Setup Guide.
By default, teachers subscribe to alerts.
For more information, see “Setting Up Alerts” on page 100 and “Working
with Alerts” in the “Home Page” chapter of the Chancery SMS School User
Guide.
TO VIEW AND EDIT ALERTS GENERATED BY ATTENDANCE EXCEPTION RULES:
1
2
3
On the School Setup page, under School, click Alerts.
The Alerts page displays all the alerts and whether they are active.
An exclamation mark
indicates a high-priority
alert.
Click the alert name
to edit an alert.
66
Managing Attendance
Working With Alerts Generated by Attendance Exception Rules
4
On the Alerts page, click an alert name.
5
On the Edit Alert page, enter or change the following information, as
required:
Field
Description
This Alert Is
Select On to make this an active alert. Select Off to make
the alert inactive. Inactive alerts do not generate any alert
messages.
Alert is High Priority
Select if the alert is high priority.
An exclamation mark indicates a high priority alert.
6
Alert Name
Enter a name for the alert.
Description
Enter a description of the alert.
Default Recipients
Specifies the people who receive the alert.
Alert Message
Enter additional text that is appended to the alert
message.
Click OK.
Managing Attendance
Working With Alerts Generated by Attendance Exception Rules
67
Scheduling Attendance Calculations
Since attendance calculations can be system-intensive tasks, they are not
automatically run when you enter attendance information. You can schedule
attendance calculations and specify the timing and scope of these calculations.
Once complete, attendance calculations are stored in the database and may be
displayed on pages or used by reports.
You can schedule the following three attendance calculations:
Calculation
Description
Initialize Behavior for
Day
Use this calculation to apply attendance codes assigned by
student behavior actions. For more information, see
“Initializing Behavior for Days” on page 68.
Daily Attendance
Calculation
Use this calculation to calculate the daily attendance values if
the daily code calculation rules are changed or if past
attendance is cleared. For more information, see “Calculating
Daily Attendance” on page 70.
Daily Attendance
Minutes
If your school tracks attendance minutes, use this calculation
to calculate attendance minutes. For more information, see
“Calculating Daily Attendance Minutes” on page 73.
Initializing Behavior for Days
Student Behavior action steps can be set up to automatically assign attendance
codes to student’s involved in a student behavior incident. Each day, a
scheduled district-wide task is run to update student behavior assigned
attendance codes for all schools in the district. When the student behavior is
initialized for the day, Chancery SMS sets attendance codes based on the
action steps defined for student behavior. For more information about setting
up student behavior action steps, see the Chancery SMS School Setup Guide.
If past attendance has been cleared, you can re-initialize the cleared days to
assign the attendance codes based on student behavior action steps for those
days.
TO MANUALLY INITIALIZE BEHAVIOR FOR DAYS:
68
1
2
3
On the Attendance page, under Step 4, click Schedule Attendance
Calculations.
4
On the Schedule Attendance Calculations page, from the Actions menu,
click Add Scheduled Calculation.
Managing Attendance
The Job Schedule page opens.
5
On the Job Schedule page, under General, enter the following
information, as required:
Field
Description
Job Name
Enter a name for the scheduled calculation.
Calculation
Select Initialize Behavior for Day.
Period
Select the days you want to initialize.
6
To initialize behavior for days for specific students, expand the Students
panel. Search for and select the students you want to initialize behavior
for.
7
Under Schedule, select when you want the calculation to run.
8
Click OK. Click OK again.
Managing Attendance
69
Calculating Daily Attendance
Chancery SMS calculates daily attendance values based on daily code
calculation rules. This calculation is run as a daily scheduled district-wide task.
Note
Even if your school uses once-daily attendance, you need to calculate daily
attendance codes.
You may need to manually calculate daily attendance if the daily code
calculation rules are changed or if past attendance is cleared.
Note
If you clear attendance for past days, re-initialize the days before running the
daily code calculation.
TO MANUALLY CALCULATE DAILY ATTENDANCE VALUES FOR A SPECIFIED PERIOD:
70
1
2
3
Calculations.
4
On the Schedule Attendance Calculations page, from the Actions menu,
Managing Attendance
5
Field
Description
Job Name
Calculation
Select Daily Attendance Calculation.
Period
Select the days you want to initialize.
6
To calculate daily attendance for specific students, expand the Students
panel. Search for and select the students you want to run the calculation
for.
7
8
Managing Attendance
71
Calculating Daily Attendance for Individual Students
Changing attendance codes assigned to students for days that have passed
could affect daily code calculations.
To update daily code calculations, you can manually calculate daily codes. By
default, the daily code calculations include only days that have passed. If you
want to include the current day in the calculation, when you manually
calculate daily codes, you can choose to include today.
TO MANUALLY RECALCULATE DAILY ATTENDANCE FOR SPECIFIC STUDENTS:
1
Perform a student search.
2
From the student search results, open a student record.
3
On the Student Demographics page, in the control bar, click Attendance.
The Student Attendance page opens.
72
4
On the Student Attendance page, from the Date Range dropdown, select
the date range or period for which you want to calculate daily attendance.
5
From the Actions menu, click Calculate Daily Codes.
Managing Attendance
6
If you want to include the current day in calculation, select Include Today.
7
To continue, click OK.
8
Click Save.
Calculating Daily Attendance Minutes
The Daily Attendance Minutes calculation is not run as a district-wide,
scheduled task. If your school tracks attendance minutes and you want to
calculate daily attendance minutes, you must schedule the daily attendance
minutes calculation.
For more information about tracking attendance minutes, see the
Note
The values returned by this calculation are stored in the database in two fields:
InSchoolDailyAttendanceMinutes and AfterSchoolDailyAttendanceMinutes, which
are available through the Chancery SMS data access layer for custom reporting.
You cannot view the calculation results through the Chancery SMS interface.
TO SCHEDULE THE DAILY ATTENDANCE MINUTES CALCULATION:
1
2
In the control bar, click Attendance.
3
Calculations.
4
On the Schedule Attendance Calculation page, from the Actions menu,
Managing Attendance
73
5
6
74
Field
Description
Job Name
Calculation
Select Daily Attendance Minutes.
Period
Select the days you want to calculate the attendance
minutes for.
To calculate attendance minutes for specific students, expand the Students
panel. Search for and select the students you want to run the calculation
for.
Managing Attendance
7
WARNING
The attendance calculation is an extremely system-intensive task, and should
be scheduled for off-peak times. Users should not run attendance calculations
during normal school hours.
8
Clearing Attendance
On occasion, attendance records exist in Chancery SMS – future attendance,
for example – that need to be deleted so other changes can be made to
student records. Clearing attendance allows you to delete the records for
groups of students, entire classes, and specific dates.
You can only clear attendance records for the current active calendar year.
If you take twice daily attendance, you can clear attendance for an entire day,
but you cannot clear attendance for only the morning or afternoon.
Note
If you clear attendance for a day that has passed, re-initialize that day before
running daily code calculations. When you re-initialize the day, Chancery SMS
re-assigns the default daily attendance code. If you do not re-initialize the day,
Chancery SMS assigns the first daily code in the daily code rules list.
TO CLEAR ATTENDANCE RECORDS:
1
2
3
On the School Setup page, under Attendance, click Clear Attendance.
4
On the Clear Attendance page, under Step 1, do one of the following:
To
Do this
Clear attendance for all
students
Select All Students.
Clear attendance for a
group of students
Select Saved Student List. Select the appropriate student
list from the dropdown.
specific student
Select Student Number. Enter the student ID number in
the associated field.
Specify all students, a specific
group of students, or a single
student.
Managing Attendance
Clearing Attendance
75
5
Under Step 2, do one of the following:
To
Do this
Clear attendance for all
classes or all
homerooms
Select All Classes or All Homerooms.
specific class or a
specific homeroom
If daily overrides have been included in the attendance
records to be cleared, select Clear Daily Overrides. This
option is only available if you are clearing all classes or
homerooms.
• Select Selected Homerooms. Use the arrows to move
the appropriate homerooms to the Selected list.
OR
1
2
Select Selected Classes.
From the dropdown, select a subject. All classes for
that subject appear in the Available list.
3 Use the arrows to move the appropriate classes to the
Selected list.
Specify all classes or
homerooms (and clear daily
overrides) or select specific
classes or homerooms.
6
Select the entire school year,
today, or a specific date range.
76
Managing Attendance
Clearing Attendance
To
Do this
Clear attendance for the
entire school year
Select Entire School Calendar Year.
Clear attendance for
today only
Select Today.
specific range of dates
Select Date Range. Enter the Start and End dates.
7
Click OK.
8
In the Confirmation dialog, review the specified criteria and click OK.
Clearing Submit Flags
You can also clear the flags that indicate attendance has been submitted; for
example, if the attendance records were submitted in error and changes need
to be made. You can clear submit flags for specific classes and dates.
You can only clear submit flags for the current active calendar year.
If you take twice daily attendance, you can clear submit flags for an entire day,
but you cannot clear submit flags for only the morning or afternoon.
TO CLEAR SUBMIT FLAGS:
1
2
3
On the School Setup page, under Attendance, click Clear Submit flags.
4
On the Clear Submit Flags page, under Step 1, do one of the following:
To
Do this
Clear submit flags for all
classes or homerooms
Select All Classes or All Homerooms.
Clear submit flags for a
specific class or specific
homeroom
• Select Selected Homerooms. Use the arrows to move
the appropriate homerooms to the Selected list.
• Select Selected Classes. Select the subject from the
dropdown. All classes for that subject appear in the
Available list. Use the arrows to move the appropriate
classes to the Selected list.
Specify all classes or homerooms
or select specific classes or
homerooms.
Managing Attendance
77
5
To
Do this
Clear attendance for the
entire school year
Select Entire School Calendar Year.
Clear attendance for
today only
Select Today.
specific range of dates
Select Date Range. Enter the Start and End dates.
Select the entire school year,
today, or a specific date range.
78
Managing Attendance
6
Click OK.
7
In the Confirmation dialog, review the specified criteria and click OK.
S TUDENT H ISTORICAL T RANSCRIPT
I NFORMATION
Historical transcript data for secondary students is used by Chancery SMS
when calculating cumulative GPAs and—if your district calculates GPAs by
term—cumulative-to-end-of-term-GPAs. Before you run cumulative GPA
calculations, it’s important to ensure that this data has been entered. For
further information, see the Grading Setup Guide.
You can enter three types of historical transcript information:
•
Summary information about all past school years, such as the student’s
cumulative GPA, weighted and unweighted GPAs by term, total absences,
total points, total credits, and so on. You enter summary information on
the main Historical page, in the Graduation Information panel.
•
Information about a specific year, such as the student’s school, credits and
GPA that year, and class rank. You enter information about a specific year
on the Add/Edit Historical Year page.
•
Information about the courses a student took in a specific year, such as
the course name and number and the grade that the student received. You
enter course information on the Add/Edit Historical Course page. You
can see a list of all the courses for a specific year on the Historical Courses
page.
Caution
Historical pages are intended for previous years’ data only; do not enter
historical information for the current year for in-district schools.
When Year End Processing (YEP) is run at the end of the year, any current
year information for in-district schools is overwritten. (Note that current year
information from out-of-district schools is not overwritten.)
Student Historical Transcript Information
79
Permissions to Work with Historical Transcript
Information
To work with historical transcript records, you need the following
permissions:
To
Set to
Add and edit historical
records
Transcript/Permanent Record>Student
Historical Data
Edit
Delete historical records
Transcript/Permanent Record>Student
Historical Data
Delete
For more information about user permissions, see the Chancery SMS
Permissions Guide and the “Controlling User Access” section in the
Methods for Entering Historical Transcript
Information
Secondary student historical transcript information can be entered using the
following methods:
80
•
Imported as historical data. This method is typically used when there are
many students who require historical data entry. For information on
importing records, see the Chancery SMS Import/Export Guide.
•
Populated during Year-End Processing. After a school has used
Chancery SMS for the first school year, current year information becomes
historical information through an automated process during Year-End
Processing. For details, see the Chancery SMS Next-Year Preparation and
Year-End Processing Guide.
•
Manually entered on the student’s Historical pages. This method is
typically used when only one or two students require historical data entry.
This chapter covers this manual entry method. Refer to the appropriate
sections for details:
•
“Entering Historical Transcript Summary Information” on page 81
•
“Entering Historical GPAs by Reporting Term” on page 82
•
“Entering Historical Transcript Year Records” on page 84
•
“Entering Information About Students’ Past Courses” on page 88
Permissions to Work with Historical Transcript Information
Entering Historical Transcript Summary
Information
Use the historical transcript summary page to enter and edit information for
all historical years, such as the secondary student’s graduation date, cumulative
GPA, total absences, total credits, and so on.
TO ADD OR EDIT HISTORICAL SUMMARY INFORMATION:
1
2
Open a student record.
3
In the control bar, click Historical.
4
On the Historical page, in the Graduation Information heading bar, click
Edit.
5
On the Edit Graduation Information page, enter or edit the following
information:
Field
Description
Program Type
Enter the program type; for example “Accelerated” or
“Regular”.
High School Enrollment
Date
Enter the date the student entered high school.
Graduation Date
If applicable, enter the official date the student graduated
from high school.
Coursework Completion
Date
Enter the date the student actually completed all
coursework – but not necessarily the tests – required for
graduation.
Graduation Status
Chancery SMS automatically populates this field when the
student graduates from your district.
Grant Eligibility
Select either Yes or No to indicate whether the student is
eligible for grants. Eligibility is usually associated with the
program type taken by the student. For example, students
in the Accelerated Program Type may be eligible, while
students in the Regular Program Type may not be.
Total Absences
Enter the number of daily absences the student had in all
historical school years.
Total Credits
Potential – Enter the total number of credits the student
could have earned for all courses the student attempted in
all historical school years.
Earned – Enter the total number of credits the student
actually earned in all historical school years.
State – Enter the total number of credits the student
earned for state courses in all historical school years.
Local – Enter the total number of credits the student
earned for local courses in all historical school years.
Entering Historical Transcript Summary Information
81
Field
Description
Cumulative GPA
Unweighted – Enter the student’s unweighted GPA for all
historical school years.
Weighted – Enter the student’s weighted GPA for all
historical school year.
Potential Credits for
Cumulative GPA
Enter the potential credits for historical school year
courses that are to be included in cumulative GPA
calculations.
The difference between these fields and the Total Credits
- Potential field is that the credits you enter here are the
total potential credits for historical courses that are to be
used in the cumulative GPA only, whereas the numbers in
the Total Credits - Potential field include credit for all
courses the student attempted.
Unweighted – Enter the total number of unweighted
potential credits the student could earn for his or her
cumulative GPA.
Weighted – Enter the total number of weighted potential
credits the student could earn for his or her cumulative
GPA.
Total Points
points the student earned in all historical school years.
Weighted – Enter the total number of weighted points the
student earned in all historical school years.
Total Number of Grades
grades for the student in all historical school years.
Weighted – Enter the total number of weighted grades for
the student in all historical school years.
6
Click OK.
Entering Historical GPAs by Reporting Term
District GPA Reporting Term functionality enables schools to produce GPAs
for district-defined time periods. A GPA by reporting term calculation
considers only grade items in a specified grading period.
If your district has set up Chancery SMS to produce term GPAs and
cumulative-to-end-of-term GPAs, a Term GPAs panel displays on the
Historical page. Use the fields on this panel to enter the student’s historical
GPAs by reporting term.
TO ENTER HISTORICAL GPAS BY REPORTING TERM
82
1
2
3
4
5
6
On the Historical page, in the Term GPAs panel, do one of the following:
If
Do this
Your district uses
unweighted GPA values
• Go to step 5.
Your district uses
weighted GPA values
1
2
Click the Weighted tab.
Go to step 5.
To
Do This
Add or edit a historical
term GPA or historical
cumulative-to-end-ofterm GPA
• Go to step 6.
Delete a historical term
GPA or historical
cumulative-to-end-ofterm GPA
• Clear the fields.
Add a row
1
2
From the Actions menu, click Add Rows To Term GPAs.
Go to step 6.
Enter or edit the following information, as required.
Field
Description
Year
Enter the year to which the student’s term GPA and
cumulative-to-end-of-term GPA applies.
GPA Reporting Term
From the dropdown, select the applicable term.
Term GPA
Enter the GPA for the reporting term you selected.
Pot Cr for Term GPA
If the potential credits formula was used to calculate the term
GPA, enter the potential credits.
Note
If you enter total number of grades in the # Grades Term GPA field,
you cannot enter potential credits.
# Grades Term GPA
If the simple grade average formula was used to calculate the
term GPA, enter the total number of grades.
Note
If you enter potential credits in the Pot Cr for Term GPA field, you
cannot enter total number of grades.
Cum Term GPA
Enter the cumulative-to- end-of-term GPA for the reporting
term you selected.
83
Field
Description
Pot Cr for Cum Term
GPA
If the potential credits formula was used to calculate the
cumulative-to-end-of-term GPA, enter the potential credits.
Note
If you enter total number of grades in the # Grade Cum Term GPA,
you cannot enter potential credits.
#Grades Cum Term
GPA
If the simple grade average formula was used to calculate the
cumulative-to-end-of-term GPA, enter the total number of
grades.
Note
If you enter potential credits in Pot Cr for Cum Term GPA field,
you cannot enter total number of grades.
Entering Historical Transcript Year Records
Before you can enter student course data for a specific historical school year,
you must create a historical transcript year.
Caution
Historical pages are intended for previous years’ data only; do not enter
historical information for the current year for in-district schools. When
Year-End Processing is run at the end of the year, any current year information for
in-district schools is overwritten. (Note that current year information from out-ofdistrict schools is not overwritten.)
When you create a historical transcript year, use the Add/Edit Historical Year
page to enter the student’s:
•
school information for the year, such as the school name and address
•
graduation information for the year, such as the credits and GPA
•
ranking information for the year, such as the student’s class rank
•
daily attendance information for the year, such as the absences and tardies
At a minimum, you must identify the year, the school name and number, and
the student’s grade level. Other information is optional.
TO ADD OR EDIT A HISTORICAL YEAR:
84
1
2
3
4
5
On the Historical page, do one of the following:
To
Do this
Add a new year.
• From the Actions menu, click Add Historical Year.
Edit an existing year.
• In the Historical Years panel, click the year.
Edit more than one
existing year.
1
Under Historical Years, select the years you want to
edit.
2 From the Actions menu, click Edit Historical Year.
On the Add/Edit Historical Year page, in the School Information panel,
enter or edit the following information:
Field
Description
Year
Enter the year with which all the information is
associated. Use the year that started the academic year,
such as “2006” for the 2006-2007 academic year.
School
Identify the school the student attended that year as
follows:
If the school is in the district:
1
2
3
Click Select.
In the Select School dialog, click a school.
Click OK.
If the school in the district, the remaining School
Information fields are filled in with information for
the selected school.
OR
If the school is not in the district:
• In the School field, enter the school name.
School Number
• If, in School, you chose a school in the district, this
information is entered for you.
OR
• If you entered a school that is not in the district, enter
the number that identifies the school.
College Board Campus
Code (CBCC)
If, in School, you entered a school that is not in the
district, enter the number that uniquely identifies the
school for the college board. Students present this
number when they are evaluated in any of the college
board exams.
District Number
If, in School, you entered a school that is not in the
district, enter the number that identifies the school’s
district.
Principal
• If, in School, you chose a school in the district, this
OR
the name of the school’s principal at the time the
student attended the school.
85
Field
Description
Address, City State,
Country, ZIP, Phone,
and Fax
• If, in School, you chose a school in the district,this
OR
the contact information for the school.
Comments
6
Enter information about this school that does not fit
elsewhere. This information does not appear on
transcripts.
In the Year Information panel, enter or edit the following information:
Field
Description
Grade level
Enter the grade level of the student that year.
Homeroom
Enter the name or number of the student’s homeroom
that year. You can enter up to 10 characters.
Yearly Absences
Enter the total number of daily absences the student had
that year.
Yearly Credits
Potential – Enter the total number of credits the student
attempted to earn that year.
Earned – Enter the total number of credits the student
successfully earned that year.
State – Enter the total number of credits the student
earned for state courses that year.
Local – Enter the total number of credits the student
earned for local courses that year.
Yearly GPA
Unweighted – Enter the student’s unweighted GPA for
that year.
Weighted – Enter the student’s weighted GPA for that
year.
Total Points
Unweighted – Enter the student’s unweighted points for
that year.
Weighted – Enter the student’s weighted points for that
year.
Total Number of Grades
Unweighted – Enter the student’s unweighted grades for
that year.
Weighted – Enter the student’s weighted grades for that
year.
Comments
86
Enter information about the student’s graduation
information that does not fit elsewhere. This information
does not appear on transcripts.
7
8
9
In the Ranking Information panel, enter or edit the following
information:
Field
Description
Class Rank Date
Enter the date when class rank was calculated that year.
Class Rank
If the student was formally ranked against the rest of the
class, enter their rank in this field. For example, if the
student was the second best student out of a class of 200,
enter “2” for Class Rank. Do not enter a value in both the
Relative Position Only field and the Class Rank field.
Relative Position Only
If the student was assigned a relative position against the
rest of the class—possibly because the student came from
outside the district—enter the number in this field. Do
not enter a value in both the Relative Position Only field
and the Class Rank field.
Out Of
Enter the number that identifies the total number of
classmates that student is being compared against. For
example, if the student ranked 2 out of 200, enter “200”.
Percentile
Enter the student’s class rank as a percentage.
In the Daily Attendance Information panel, enter or edit the following
information:
Field
Description
Present
Enter the number of times the student was present for the
year.
Excused Absences
Enter the number of times the student was absent during
the year with a valid reason.
Unexcused Absences
Enter the number of times the student was absent during
the year without a valid reason.
Excused Tardies
Enter the number of times the student was late during the
year with a valid reason.
Unexcused Tardies
Enter the number of times the student was late during the
year without a valid reason.
If you are editing more than one year at a time, move to another year by
selecting from the year dropdown at the top of the page or by clicking
Next.
To work with another
year, select from the
dropdown, or click
Prev or Next.
10
Click OK when you are finished.
87
Entering Information About Students’ Past
Courses
You can enter detailed information about the courses a student took in
previous years, along with the grades the student earned.
Before you can enter courses, you must create a historical transcript year to
identify the year the courses were taken. See “Entering Historical Transcript
Year Records” on page 84.
TO ADD OR EDIT A HISTORICAL COURSE:
1
2
3
4
On the Historical page, in the Historical Years panel, click the number in
the No. Courses column next to the year that the courses were taken. If
no courses have been added yet, click the “0”.
Click to add
or edit a
historical
course.
5
6
88
On the Historical Courses page, do one of the following.
To
Do this
Add a new course.
• From the Actions menu, click Add Historical Course.
Delete an existing
course.
1
2
Edit an existing course.
• Click the course number.
Select the course you want to delete.
From the Actions menu, click Delete Historical
Course.
3 Skip the remaining steps of this procedure.
On the Add/Edit Historical Course page, in the Course Information
panel, enter or edit the following information:
Field
Description
Exclude From Cum
GPA Calcs
Select Yes or No to specify whether the course should be
included or excluded from GPA calculations.
Show on Transcript
Select Yes or No to specify whether the course appears
on the transcript.
Entering Information About Students’ Past Courses
7
Field
Description
Summer School
Currently, this field is not used. In a future version of
Chancery SMS, this field will identify whether the course
was taken as part of a summer school program.
Course Number
Enter the official number (identifier) of the course.
State Course ID
Enter the official number (identifier) assigned by the state
to the course.
Course Name
Enter the name of the course.
Alternate Name
If the course has another name, enter it.
Short Name
Enter an abbreviated version of the course name.
Course Type
Enter the type or category of the courses; for example,
“Academic”.
Department
Enter the department the course is in; for example
“English”.
Course Level
Enter the level of difficulty of the course; for example
“Regular” or “Honors”.
Course Grade Level
Enter the grade level of the course.
Section
Enter the section of the course.
Teacher
Enter the name of the teacher of the course.
Subject Area
Select the subject area of the course; for example,
“Science” or “Mathematics”.
Description
Enter a description of the course.
Adjustment Factor
If a course adjustment factor was used in this course,
select this option, then enter the adjustment value in the
applicable Add or Multiply field.
In the Course Attendance Information panel, enter or edit the following
information:
Field
Description
Present
Enter the number of times the student was present for the
course.
Excused Absences
Enter the number of times the student was absent from
the course with a valid reason.
Unexcused Absences
Enter the number of times the student was absent from
the course without a valid reason.
Excused Tardies
Enter the number of times the student was late for the
course with a valid reason.
Unexcused Tardies
Enter the number of times the student was late for the
course without a valid reason.
Entering Information About Students’ Past Courses
89
8
In the Grades Information panel, enter or edit the following information:
Field
Description
Grade Item
Whether you need to enter grade items here depends on
the following:
• If, when you added the historical year, you chose a
Chancery SMS school using the Select link, you do not
need to add grade items because the school’s transcript
grade items automatically display here.
• If, when you added the historical year, you did not use
the Select link and manually entered the school, you
must enter the grade items.
9
10
Leveled Letter Grade,
Leveled Numeric Grade
Leveled Grade Points
Enter a grade for this grade item in one of these columns.
P/F
Select P or F to indicate whether the grade is a pass or
fail.
Final Grade
Select Yes or blank (blank means no).
Potential Credits
Enter the credits the student can earn for this grade item.
Credits Earned
Enter the credits the student actually earned for this grade
item.
If you are editing more than one existing course, choose from the
dropdown at the top of the page or click Next to move to the next course.
Your changes are automatically saved.
Click OK when you have finished.
Viewing an Audit Trail of Staff Changes to
Historical Data
Audit trails in the Audit Log are time-stamped records of staff ’s activity in
Chancery SMS. You can use audit trails to look for modifications to student
information and to print this information.
You can view changes to historical data for the following categories:
90
•
Historical Course
•
Historical Grades Information
•
Historical Summary
•
Historical Transcript Record
•
Historical Year
Viewing an Audit Trail of Staff Changes to Historical Data
TO VIEW AN AUDIT TRAIL:
1
Log on as school administrator.
2
In the control bar, under Admin, click SchoolSetup.
3
4
From the Type dropdown, click the Historical category for which you
want to view modified data.
5
To select the date range in which to search, click the appropriate Calendar
icon.
To narrow your search, enter the name of the staff member, the district’s
student ID number, or the social security number of the student.
6
Click Search. The search results display.
You can produce a report of modified data and choose from a number of
different output options.
1
On the Audit Log page, click the Grid Print icon (
).
OR
The Grid Print Options dialog displays.
91
2
In the Grid Print Options dialog, in the Preferences panel, enter or edit
the following information.
Field
Description
Report name
Enter the name of the grid print report, as it should appear at
the top of the page. If you do not enter a name, the page name
is used.
Print format
Select one of the following formats:
• Portrait – prints in portrait format (
)
• Landscape – prints in landscape format (
Page size
)
Select one of the following page sizes:
• Letter – prints on 8.5” x 11” paper
• Legal – prints on 11” x 14” paper
92
Include school/
district name
If applicable, select Include school/district name to print the
name of the school or district (depending on whether the grid
print report is run by a school user or district user) beneath
the report title.
Comments
Enter any information you want to print at the bottom of the
grid print report.
3
In the Output Options panel, click the down arrow (
of the available output formats.
4
Click Print.
)and select one
The report displays in a new window in the appropriate format.
5
Save or print the Audit Log as required, then close the window.
6
In the confirmation dialog, click OK.
93
94
W ORKING W ITH A WARDS
AND
A LERTS
You can set up awards and assign them to students. You can also set up alerts
to automatically let users know when there are issues that need their attention.
For more information, see the following topics:
•
Setting up Awards. See “Setting Up Awards” on page 95.
•
Setting up Alerts. See “Setting Up Alerts” on page 100.
Permission to Work With Awards and Alerts
To work with awards and alerts, you need to the following permissions:
To
Set to
Set up awards
School Setup>Award Setup
Delete
Assign awards to students
Students>Award
Delete
Set up alerts
School Setup>Alert Setup
Delete
By default, the school administrator role can perform all these tasks. For more
information about permissions, see the Chancery SMS Permissions Guide or
the “Controlling User Access” section in the Chancery SMS District
Administration Guide.
Setting Up Awards
Set up awards to track awards and print award certificates for students. For
example, you can set up honor rolls, Principal’s List, awards for perfect
attendance, special activities, and so on. You can specify any date for an
award, such as at the end of a semester, the end of the year, or any other date.
Note
Chancery SMS does not automatically add students to an award list, nor does it
perform any calculations regarding awards.
Chancery SMS includes a basic layout for awards. When you print an award,
on the Print Options page, you have the option to print a border around the
certificate or to print without a border so you can use award certificates with
pre-printed border graphics.
Working With Awards and Alerts
Permission to Work With Awards and Alerts
95
The following figure shows the basic layout of certificates:
Using Chancery SMS awards, involves the following overall process:
1
Create the award.
2
Add students to the list of recipients for the award.
3
Print award certificates for students.
In addition to using awards, you can use customized school reports to create
award templates. You can then put any field onto a custom award template.
For more information about creating customized school reports, see the
Chancery SMS Report Writer Guide.
Creating Awards
96
1
2
3
On the School Setup page, under School, click Awards.
Setting Up Awards
4
5
On the Awards page, do one of the following:
To
Do this
Add an award
• From the Actions menu, click Add Award.
Edit an award
• Select an award. From the Actions menu, click Edit
Award.
Delete an award
1
2
3
Select an award.
From the Actions menu, click Delete Award.
Click OK and skip the remaining steps.
On the Add Award or Edit Award page, enter the necessary information.
Field
Description
Award Name
Enter the title you want to print on the award certificate.
Make sure the name is not too long for the certificate.
Certificate Description
Enter the purpose of the award, which will print on the
award certificate. Make sure the description is not too
long for the certificate.
The format on the award certificate is:
Award Criteria
Enter the criteria students must meet to receive the award.
For example, must score 80% or higher on all courses or
must be nominated by 3 or more teachers.
The award criteria is not printed on the award certificate.
Note
This criteria is for your information only. Chancery SMS does
not perform calculations or change the award recipient list
based on the award criteria.
6
Click OK.
Setting Up Awards
97
Setting Up Award Recipient Lists
TO SET UP AWARD RECIPIENT LISTS:
1
In the control bar, under School, click Awards.
The Awards page lists the awards that are assigned to recipients by date in
reverse chronological order.
2
98
On the Awards page, do one of the following:
To
Do this
Add recipients to an
award
1
2
Select the award.
From the Actions menu, click Add Award Recipient
List.
Edit the recipient list for
an award.
1
2
Select the award.
From the Actions menu, click Edit Award Recipient
List.
Delete all recipients
from an award.
1
2
Setting Up Awards
Select the award.
From the Actions menu, click Delete Award Recipient
List.
3 Click OK and skip the remaining steps.
If you add or edit an award recipient list, the Add Award Recipient List or
Edit Award Recipient List page opens.
3
On the Add Award or Edit Award Recipient List page, enter the necessary
information.
Field
Description
Award Name
If you are adding recipients, choose the award you want
to add recipients to. If you are editing the recipient list,
this field is read-only.
Award Criteria
Displays the criteria students must meet to receive the
award. For example, must score 80% or higher on all
courses or must be nominated by three or more teachers.
The award criteria is not printed on the award certificate.
Note
Chancery SMS does not perform calculations or change the
award recipient list based on the award criteria.
Award Date
Specify a date when the award is to be given.
Setting Up Awards
99
4
Field
Description
Comments
If necessary, enter comments for this particular award list.
Comments are for your information only and are not
printed on the award certificate.
Award Recipients
Search for students. From the search results, select the
students who will receive the award and move them to
the List Members list.
Click OK.
TO VIEW OR PRINT THE RECIPIENTS OF AN AWARD:
1
In the control bar, under School, click Awards.
The Awards page lists awards by date in reverse chronological order.
2
Click # Recipients.
3
To print the list of award recipients, on the Recipients Roster page, either
click the printer icon or, from the Actions menu, click Print.
Setting Up Alerts
Set up alerts to automatically let users know when there are issues that require
their attention, such as if a student’s homeroom changes, or if a student is
scheduled to be absent in future.
An alert message is sent to that student’s homeroom teacher’s home page, for
example, when office staff:
•
change a student’s homeroom
•
assign an absence code to a student for a future date
•
assign attendance that meets an attendance exception rule’s threshold for
sending alerts
For more information, see “Working With Alerts Generated by
Attendance Exception Rules” on page 66.
If you enter an absent attendance code for a future date for multiple students,
each student generates one alert to the homeroom teacher. If you enter an
absent attendance code for multiple days, each operation generates one alert
to the homeroom teacher.
Alerts are sent only to subscribers. This makes alerts more manageable so
teachers do not get too many messages. Teachers who want to receive specific
types of alerts can subscribe to them.
100
Setting Up Alerts
For information about how to change alert subscription options, see
“Subscribing to Alerts” in the Homepage chapter in the Chancery SMS
School User Guide.
At this time, alerts cannot be delivered to the computer desktop, nor to an
email address.
Editing an Alert
1
2
3
On the School Setup page, under School, click Alerts.
The Alerts page displays all the alerts and whether they are active or not.
4
To edit an alert, click an alert name.
5
On the Edit Alert page, enter the necessary information.
Field
Description
This Alert Is
Select On to make this an active alert.
OR
Select Off to make this alert inactive. Inactive alerts do
not generate any alert messages.
6
Alert is HIGH Priority
Select to make this alert high priority. Otherwise this alert
is normal priority. An exclamation mark indicates a high
priority alert.
Alert Name
Enter the name of the alert.
Description
If desired, enter an alert description.
Default Recipients
Enter who will receive this alert, usually the homeroom
teacher.
Alert Message
If desired, enter additional text that will be appended to
the alert message.
Click OK.
Setting Up Alerts
101
102
Setting Up Alerts
M AINTAINING Y OUR D ATA
Use Chancery SMS to map and back up your data. If you schedule your
mapping and backup processes, don’t schedule them at the same time. As a
general guideline, allow eight hours for mapping and one hour for backing up.
Mapping Your Data
As Chancery SMS continues to mature and we strive to improve and enhance
the existing architecture, we do have some constraints on the systems due to
“legacy” code development, code which dates back to the original versions of
the product. The “legacy” architecture necessitates data setup constraints,
which then require a data mapping process to consolidate the data in the
common tables.
If your district relies on data mapping, schools must understand and follow
the documented data setup constraints. For more information, see the Data
Mapping Constraints Technical Bulletin, available for download from the
Chancery Support web site.
If your school uses K12Planet, you will also want to schedule the regular
replication (copying) of Chancery SMS data to K12Planet. For more
information, see “Scheduling Replication to K12Planet” on page 107.
For more information, see Maintaining Your Data in the Chancery SMS
District Administration Guide or Maintaining Your Data in the
In Chancery SMS, mapping transfers data from the new schema to the
“legacy” schema.
Mapping is necessary because school data is stored in two separate locations:
•
School data that is replicated from schools using Win School or
Mac School is stored in a common set of tables.
•
Some school data for Chancery SMS schools, such as student class
schedule, attendance, and grading data is stored in a specific set of tables
that cannot be used for reporting. This data must be transferred to the
Maintaining Your Data
Mapping Your Data
103
common set of tables or it will not appear in reports or cannot be
uploaded to K12Planet.
.
Chancery SMS Database
SMS Tables
Data from schools
using Chancery SMS
Data
Mapping
School
Tables
District
Tables
Replication
Win School and Mac School Databases
Data from schools using Chancery SMS
Reports
Mac School
Win School
Win School
Win School
Mac School
Mac School
For more information about the tables that are mapped, see the
Chancery SMS Data Dictionary.
You can map data manually or set up a scheduled time. See “Manually
Mapping Data for One or More Schools” on page 105 or “Automatically
Mapping School Data” on page 106.
Warning
Before mapping your data, back up your Chancery SMS database.
Who Should Run Data Mapping?
In general, districts with at least one school maintaining data in Chancery SMS
should expect to run data mapping. Specifically, the following scenarios apply:
104
Mapping Your Data
•
Chancery SMS schools uploading to K12Planet.
•
Chancery SMS districts wanting to run reports for a mixed district, i.e., the
district has both Chancery SMS schools and either Win School or
Mac School schools. For example, a district might want to create a custom
discipline report that captures current suspensions and expulsions for all
schools in the district. To include data from schools maintaining data in
Chancery SMS data mapping must be run.
•
Chancery SMS districts with no schools using Win School or Mac School
and who are not uploading to K12Planet will need to evaluate their
reports, especially any custom reports to determine whether data mapping
is required.
•
Chancery SMS districts with no schools using Chancery SMS, i.e., schools
only maintain data in Win School or Mac School, do NOT need to data
map.
For districts that need to data map, consider the following:
•
Prior to running data mapping, there are a number of data entry
constraints that must be considered. These constraints apply to grading
and scheduling setup. See the Data Mapping Constraints Technical
Bulletin, available from the Support web site.
•
During data mapping, when Chancery SMS school data is mapped from
one set of database tables to another, the data might need to be calculated
or converted into a format consistent with the format of the common
tables. This occurs automatically during data mapping.
•
Prior to completing certain tasks, data mapping must be run. For example,
you cannot upload current data to K12Planet or capture current data on
custom reports until data mapping is run.
Manually Mapping Data for One or More Schools
If you add student information to Chancery SMS and you want to
immediately report on that data using a third-party tool, use the following
procedure.
If your school is using K12Planet, before you upload data, you must first run
data mapping. Otherwise, the data displayed in K12Planet is not current.
TO MANUALLY MAP SCHOOL DATA:
1
2
3
On the District Setup page, under Tools, click Data Mapping.
4
On the Data Mapping page, select the schools you want to map data for.
To select all schools, click Select All.
5
From the Actions menu, click Map Data.
Once the job is complete, use a third-party tool such as Crystal Reports to
access the data in your database.
Mapping Your Data
105
Automatically Mapping School Data
Instead of manually mapping your data, you can set up a regular schedule (e.g.,
2 a.m.), when your data maps to the database. Remember that if you want to
immediately report on data that you’ve just added to Chancery SMS, you still
need to manually map your data if your scheduled mapping doesn’t occur until
later in the day.
If your school is using K12Planet, before you upload data, you must first run
data mapping. Otherwise, the data displayed in K12Planet is not current.
When setting up your data mapping and K12Planet upload schedules, make
sure you allow enough time for data mapping to complete before the
K12Planet upload is scheduled to start.
TO SCHEDULE AUTOMATIC DATA MAPPING:
1
2
3
On the District Setup page, under Tools, click Schedule Data Mapping.
4
On the Schedule Data Mapping page, select “Recurring schedule for all
schools”. Indicate the frequency. For example, enter every 2 Day, at
2 A.M., starting September 5, 2003.
5
Click OK.
Once the job is complete, use a third-party tool such as Crystal Reports to
access the data in your database.
106
Mapping Your Data
Scheduling Replication to K12Planet
If your school does not use K12Planet, skip this section.
If your school uses K12Planet, schedule the regular replication of
Chancery SMS information to K12Planet. As well, make sure you upload data
for only those students for whom you have permission to display information
in K12Planet.
The first time you copy data to K12Planet, complete the steps in “Replicating
the Entire Database” on page 108. Also use this procedure to copy extensive
Chancery SMS changes to K12Planet, and to view those changes in
K12Planet right away.
Next, complete the procedure in “Setting Up a Schedule to Replicate Only
Changes to the Database” on page 109, to regularly and automatically
replicate only new or changed data.
For more information, see your K12Planet System Administrator Guide.
What Data Gets Replicated
Chancery SMS replicates the following items to K12Planet:
•
School information
•
Student demographics
•
Student contacts
•
Student schedule
•
Subjects
•
Teachers
•
Student attendance
•
Student marks
The first time you replicate data, information for all of the above items is
copied, and you can immediately display it in K12Planet.
After that, only new information and changes to the above items are copied,
and you can display it in K12Planet only after the scheduled replication time.
Displaying Student Data in K12Planet
You select which students’ information displays in K12Planet.
If a parent or guardian does not wish to display their child’s information in
K12Planet, you must prevent the replication of that student’s data.
107
TO PREVENT THE DISPLAY OF A STUDENT’S INFORMATION IN K12PLANET:
1
2
Open a student’s record.
3
On the Student Demographics page, on the School Specific tab, clear the
Upload Student to K12Planet checkbox.
4
Click Save.
To not display a
student’s information
in K12Planet, deselect
this option
Chancery SMS will not copy that student’s information to K12Planet.
Replicating the Entire Database
When you first use Chancery SMS with K12Planet, complete the following
procedure to copy the entire Chancery SMS database to K12Planet. You can
also use this method when you want to copy extensive changes to K12Planet
right away.
TO COPY THE ENTIRE DATABASE:
108
1
2
3
On the School Setup page, under School, click K12Planet.
4
On the Schedule page, under K12Planet Upload Schedule, click One
Time.
5
In the Date field, enter a date in month, day, and year format
(MM/DD/YYYY).
6
From the At dropdowns, choose a time to begin replication.
Specify a date and time when your school network would not be busy,
such as 1:25 A.M.
7
Click OK.
Setting Up a Schedule to Replicate Only Changes to the Database
After you successfully replicate the entire school database (by completing the
procedures in “Replicating the Entire Database” on page 108), set up a
schedule for automatically replicating only new or changed Chancery SMS
data to K12Planet.
1
2
3
4
On the Schedule page, under K12Planet Upload Schedule, click
Recurring.
109
5
From the Every dropdowns, set an hourly, daily, weekly, or monthly
interval.
The interval is how often you feel your school needs to display the
updated information in K12Planet. For example, choose to show the
latest changes every week.
6
From the At dropdowns, choose a time to begin replication.
Specify a time when your school network is typically the least busy, such as
1:25 A.M.
7
In the Start field, enter a date in month, day, and year format
(mm/dd/yyyy) to begin the scheduled replication. This is the date when
changes have likely been entered into Chancery SMS. If you just replicated
for the first time, schedule the start of regular replication next week or in a
couple of weeks.
8
Click OK.
Changing the Replication Schedule
You can change the replication schedule any time Chancery SMSis not already
in the process of replicating.
Note
To return to the previously saved settings (when the Save button was last clicked)
and lose any changes, click Reset.
TO CHANGE THE REPLICATION SCHEDULE:
110
1
2
3
4
On the Schedule page, under K12Planet Upload Schedule, make the
appropriate changes.
5
Click OK.
Stopping Replication
You might want to prevent automatic replication. One way to do this is using
the Schedule page.
For other methods, see your K12Planet System Administrator Guide.
TO STOP A REPLICATION:
1
2
3
4
On the Schedule page, under K12Planet Upload Schedule, click None.
5
Click OK.
Viewing Replication Status
The Schedule page lets you confirm the status of the most recent upload of
Chancery SMS data to K12Planet.
TO VIEW THE K12PLANET UPLOAD SUMMARY:
1
2
3
The Schedule page, under K12Planet Upload Summary, displays the date
Chancery SMS information was last copied to K12Planet and the status of
that replication.
111
The following table describes the possible status settings:
4
Status
Description
Replication successful
previous replication was successful
Replication failed: <reason>
previous replication failed
Replicating...
replication is currently in progress
Click OK.
Viewing the K12Planet Web Site
1
2
In the task bar, from the Help menu, click K12Planet Website.
The K12Planet Website home page displays in a new window;
Chancery SMS remains open in the background.
3
To log on to your school, follow the onscreen instructions.
For more information, see your K12Planet documentation.
112
G LOSSARY
Access privileges
Controls the data you can access and the tasks you can perform in
Chancery SMS. Access privileges are assigned to user accounts by a district
administrator. For example, your access privileges might allow you to view
student records but not edit or delete them.
ASCII
Pronounced ask-ee. Short for American Standard Code for Information
Interchange. A code that represents English characters as numbers, with each
letter assigned a number from 0 to 127. Used by most computers to represent
text, which makes it possible to transfer data from one computer to another.
ASP script timeout
How long Chancery SMS tries to generate a page before it stops trying to
generate the page. Prevents server resources from being tied up by an
individual user.
Assignments
The kind of work that a staff member performs. This could include teaching a
subject like English or Math, or performing an activity like Counseling.
Basic data
Database tables in Custom Data Management (Student Data) that describe
students using one record per student, such as the date and age of entry into
the country.
See Multi-select list, Chronological data, and Repeating group.
Bell Schedule
The start and end times of periods throughout the day. You can have a
different bell schedule for each scheduling group, and for different days.
Glossary
113
Breadcrumbs
Links at the top of the page that help you keep track of where you are in the
interface. Include links to pages you accessed to get to the current page.
To go back to a previous page you have visited in the current session, you can
click a link in the Breadcrumbs trail, or click the browser Back button to load
a cached version of the previous page, or click Home to return to your home
page.
Chancery SMS Centralized Solution
An innovative web-based solution that improves district-wide communication
and offers universal access to real-time data. With features for district
personnel, school administrators, teachers, parents, and students,
Chancery SMS provides a centralized and comprehensive solution.
Depending on how your district is set up, Chancery SMS could be used with:
•
Win School or Mac School, a complete student information management
system that you use to manage your school administrative and data entry
tasks throughout the school year.
•
K12Planet, a Chancery school-to-home portal that gives parents and
students secure access to a copy of student information – such as
attendance and homework assignments – found in Chancery SMS.
•
Gradebook, a Chancery SMS application that allows teachers to record
student grades without being connected to Chancery SMS and then, later,
synchronize the grades with the Chancery SMS central repository.
Chronological data
A table in Custom Data Management (Student Data) used to keep track of
changes to information over time. Each record has the same set of fields.
Each student can have several records, but only one record per time period.
For example, if a student’s reduced price meals status changes during the year,
you can record the date ranges in which the student was eligible for
free/reduced lunch and the date ranges in which the student was not eligible.
Chancery SMS ensures that a student has no more than one kind of eligibility
status on any date.
See Custom setup list, Basic data, Multi-select list, and Repeating group.
114
Glossary
Class
A group of students that meet regularly to receive instruction in a course from
a specific teacher. For example, Band 4 meets Tuesdays and Thursdays at
2 P.M. with Mr. Bell providing instruction for thirty Grade 9 students.
A class includes the following:
•
course name and number
•
class name and number
•
one or more meeting patterns
•
one or more teachers
•
one or more rooms
•
students
Contact
An adult who takes care of a student or who can be called in an emergency.
Usually includes the student’s parents.
Control bar
The left-hand panel of a Chancery SMS page. Click links in the control bar to
navigate to pages within Chancery SMS, such as School Setup, District Setup,
Homerooms, My Classes, and any of the Student Search pages.
To edit district-wide data for a student, on the Student Demographics page,
click a link such as Contacts or Enrollment, to access the appropriate page.
Core data
Data that is entered into database tables that come with Chancery SMS.
Glossary
115
Core pages
Pages that come with Chancery SMS, such as Student Demographics,
Contacts and Enrollment student pages.
Course
In secondary school scheduling, a set of instructional topics and objectives
taught to students for some duration of time (a full year, a semester, a
six-week rotation, etc.). For example, Chemistry is a subject that is taught to
all Grade 9 students for the whole year.
In elementary school scheduling, a course is usually called a subject.
Course Catalog
At the district level, the list of all subjects and courses offered by the district.
At the school level, the list of all subjects and/or courses offered by the
school. This list is assigned by the district to the school.
Credentials
The record of academic accomplishments that a staff member has achieved.
cTools
A Chancery SMS component that gives you the ability to modify standard
pages with additional panels and fields, as well as add new pages to your
portfolio.
Custom Data Management (Student Data)
A feature in Chancery SMS that enables you to create:
•
custom tables, fields, and setup lists
•
custom pages where you place custom fields
•
links to your custom pages in the control bar
See Custom setup list, Basic data, Multi-select list, and Repeating group.
116
Glossary
Custom control bar
A section of the control bar or student control bar that you create to organize
the custom pages you have created. Part of Custom Data Management
(Student Data).
When you create custom student pages, you add the custom data links to the
bottom of the control bar below the core data links. You then use these
custom pages to view and enter data into custom tables and fields.
Custom setup list
A setup list that you create in Custom Data Management (Student Data).
For example, you can create a custom field to record student Second Ethnic
Category, and have this field reference the Ethnic Category setup list. The
Ethnic Category setup list is a core setup list, so “Second Ethnic Category” is
a custom field referencing a core setup list.
Customization
The process of modifying built-in tables, reports, and pages of
Chancery SMS.
Data mapping
The process of transferring data from the new schema to the “legacy”
schema.
Mapping is necessary because school data is stored in two separate locations:
•
School data that is replicated from schools using Win School or
Mac School is stored in a common set of tables that are used for
reporting.
•
Some school data for Chancery SMS schools, such as student class
schedule, attendance, and grading data is stored in a specific set of tables
that cannot be used for reporting. This data must be transferred to the
common set of tables or it will not appear in reports or cannot be
uploaded to K12Planet.
Data scrubbing
The process of integrating school data into the centralized database. It
includes changing fields in school records to make them consistent with
district records and adding new records and fields to the district database.
Glossary
117
Day Pattern
The cycle of days that your school operates on. For example, your school can
use a day-of-the-week pattern using Monday to Friday, or you can use a
relative-day pattern using a set number of days in a cycle, such as day 1 to day
4 in a four-day relative cycle.
You can add special days to your day pattern, such as parent-teacher interview
days, professional development days, or early dismissal days.
Demographic record
Key information about students and contacts, such as student number,
last name, first name, gender, phone numbers, and social security number.
District data
Data that is automatically standard across the district. When you change
district data, you can affect the data in several schools.
Examples of district data are last name, mailing address, gender, student birth
date, and phone numbers. When working with data in Chancery SMS, you can
view or edit district data, provided you have the required access privileges.
District-owned data
Data that must be made consistent in all the databases in the district. For
example, a student’s phone number must be the same in all the schools the
student is enrolled in. The student phone number field is district-owned and
can be edited only in Chancery SMS.
District Replicator
An application that sends Win School or Mac School data to the district and
sends district data to the school database.
Enrollment
The process of enrolling a student in one or more schools in a district.
Family
A group of students and their contacts. Those contacts do not necessarily live
with the students and are not necessarily related.
Family unit
A group of students and contacts in a Family who live together. Contacts who
do not live with students are not assigned to Family Units.
118
Glossary
Field delimiter
A character, such as a comma or tab, that marks the end of records and fields.
Delimiters are generally treated as instructions, not data.
Forms and Page Sets
Custom pages you create to display data, including custom tables, fields, and
lists. Part of Custom Data Management (Student Data).
Full populate
The action of replicating Win School or Mac School school data for the first
time and thus copying all of the school’s data to the district.
Geocode
A geographical region or zone, usually associated with bus routes. Used in
Geocode Map.
Geocode Map
A matrix that identifies one school for every grade in every geocode. Uses
geography, not a student’s current school, to determine where a student will
advance to. Contrast with Projected School Map.
Homeroom
In elementary school scheduling, a group of students, usually in the same
grade, who spend most of their time together. In a homeroom, students have
attendance taken and receive instruction in core subjects, such as Math,
Language Arts, and Social Studies.
Integrated
Describes a Win School or Mac School school has had its data scrubbed into
the district.
Logging on
The process of starting Chancery SMS and typing your user ID and password
to connect to the centralized database.
Master Schedule
The classes that are assigned to terms, periods, teachers, and rooms.
Glossary
119
Meeting Pattern
A series of periods when a class can meet. When you create the master
schedule, classes are given one or more meeting patterns.
Multi-select list
A set of single items in Custom Data Management (Student Data) where all
items can apply to each student, some items can apply, or no items can apply.
Similar to a checklist.
For example, a multi-select list can reference a list of teams students
participate in, such as “Football,” “Volleyball,” and “Chess.” A student can
participate in none of these teams, or several of them.
See Custom setup list, Basic data, Chronological data, and Repeating group.
Page
The contents of a Chancery SMS window. When you click a link in the control
bar, you move from one page to another.
Period
A timeslot on a particular day in which a class may be held.
Projected School
The school that students are expected to transfer into when they complete all
of the grades at their current school. Does not necessarily imply that the
Projected School Map is in use. Can be determined by the Geocode Map, by
the Projected School Map, or by manually assigning it.
Projected School Map
A matrix that identifies the school that each school feeds into, and the grade
at which students advance to the next school. Uses a student’s current school,
not geography, to determine where a student will advance to. Contrast with
Geocode Map.
Pull-out
A format of teaching, usually for resource services, where students are moved
to another room for the class. A resource service can also be taught in an
“inclusion” format where students are taught in their regular classroom.
120
Glossary
Registration
The process of registering students in the district, i.e., adding a new student
record to the district database. The student does not have to be enrolled in a
school.
Relationship record
A record describing the relationship between students and their contacts. For
example, a relationship record may indicate that Bob Smith is the father of
John Smith, and also indicate that Bob Smith has custody of, lives with, and
receives mailings related to John Smith.
Repeating group
A table in Custom Data Management (Student Data) that contains an
unlimited number of records for each student, where each record contains the
same set of fields.
For example, you can create a group of fields for work experience, such as
company, company type, start date, end date, supervisor, and so on. Each time
a student participates in this program, you would add a record with that group
of fields.
See Custom setup list, Basic data, Multi-select list, and Chronological data.
Replication
The process of transferring data between a school’s Win School or
Mac School database and the centralized database.
Replication folder
A folder on a Win School or Mac School school computer that stores a copy
of data generated by the District Replicator.
Replication Manager
A multi-threaded Windows 2000 service that initiates replication of
Win School or Mac School school data to the district and sends school data to
the district database.
Resource Service
A specialized subject or course taught by a resource teacher to a small group
or an individual, such as remedial reading, speech therapy, and so on.
Glossary
121
Scheduling Group
A group of students that use the same term set and term dates, bell schedules,
and meeting patterns.
Scheduling Term Set
See Term Set and Terms.
School
Any organization that uses Chancery SMS to maintain school data or has its
own Win School or Mac School database.
School category
A type of school, such as Elementary or Senior High. You can assign setup
items and schedule replication by School Category, and write reports that
filter or sort records by School Category.
School data
Data that can vary from school to school in the district. For example, a
student can have a different homeroom number in each school the student is
enrolled in. The homeroom number field is school data.
School folder
A folder at a district computer that stores a copy of data from a Win School
or Mac School school.
School-owned data
Schools that use Win School or Mac School to maintain school data will have
some data that is school-owned. This data can vary from school to school in
the district. For example, a student can have a different homeroom number in
each school the student is enrolled in. The homeroom number field is
school-owned in Win School or Mac School and cannot be viewed or edited
in Chancery SMS.
Scrubbing
See Data scrubbing.
122
Glossary
Session timeout
How long a Chancery SMS session can be inactive before Chancery SMS ends
the session. An important security feature that prevents unauthorized
individuals from viewing pages if a user leaves Chancery SMS open and
unattended.
Setup item
An item or value in a setup list.
Setup list
A set of possible values that can be used in a field. Can be a core (built-in)
setup list or a custom setup list that you create.
For example, the Conduct Codes setup list contains all the conduct codes you
can assign to students. Each Conduct Code is a setup item in the Conduct
Codes setup list.
Sibling
Two or more students who belong to the same Family. Your district sets
policies on when to consider students to be siblings.
Student-contact relationship
The relationship between a student and a contact, described by six fields:
Mailings checkbox, Custody checkbox, Relationship to Student dropdown
menu, Lives With checkbox, Contact Position for Schools, and Emergency
Contact checkbox.
For example, a relationship record may indicate that Bob Smith is the Father
of John Smith, and also indicate that Bob Smith has custody of, lives with, and
receives mailings related to John Smith.
Subject
In elementary school scheduling, a set of instructional topics and objectives
taught to students, often for the entire school year. For example, Science is a
subject that is taught to all Grade 4 students for the whole year.
In secondary school scheduling, a subject is usually called a course.
Glossary
123
Task bar
A bar near the top of any Chancery SMS main page that contains several
menus, such as the Actions, Edit, Reports, and Help menus. In addition, the
Home and Log Off buttons are found in the far right-hand side of the task
bar.
The task bar is not found on secondary Chancery SMS pages.
Template
A definition of the data type, fields, field order, and methods of defining field
and record lengths of data to be imported in an ASCII import.
Term Set and Terms
In secondary school scheduling, a way to segment the school year. Within
each term set are a number of terms. For example, you can have one term for
the whole year or you can break a year up into two, three, or any number of
terms. You can define any number of term sets, and any number of terms.
Test
The district, regional, state-wide, national, or college entry evaluation
performed by a student. A test may consist of subtests.
Text qualifiers
Characters placed around fields to differentiate between a character used as a
delimiter and one that is part of the data in a field. Also called surround
characters.
124
Glossary
I NDEX
Symbols
! (exclamation mark) 101
A
access, about user 21
account information
checking 23
active directory, school records and 49
active students 11
alerts
editing for attendance exception rule 67
high priority 101
message icon 12
setting up 100
assignments, staff
adding 51
attendance
audit trail records
viewing 90
calculations, scheduling 68
clearing and initializing days 68
clearing for groups 75
daily code, calculating 70
daily code, calculating for individual students 72
data, viewing changes to 90
minutes, calculating 73
quick entry buttons, default codes and 58
submission flags, clearing 77
attendance codes
default
classes, setting for 58
elementary school classes, setting for 60
homerooms, setting for 61
schools, setting for 56
secondary school classes, setting for 58
exceptions, setting up 66
attendance exception rules 66
attendance permissions 55
audit trail records
daily attendance calculation rules and 64
viewing 90
awards
deleting 97
deleting recipients 98
setting up 95
students, assigning to 98
B
backups, data
about 103
breadcrumbs
about 13
defined 114
C
Chancery SMS
definition 114
exiting 17
interface, using 8
logging off 17
logging on 5
overview of 5
starting 5
tips and shortcuts 11
working with 7
checkboxes
explanation of 13
select all 13
classes
default attendance codes, setting 58
Collect Attendance option, supplementary attendance and
58
columns
custom display options 40
sort options 14
content area, explanation of 7
control bar, explanation of 7
D
daily attendance
calculating 70
individual students, calculating for 72
daily attendance calculation rules
audit trail records 64
changing 61
occurrence method, changing 62
printing 63
sample method, changing 62
daily attendance minutes, calculating 73
data
backing up 103
opening records 12
school and district 7
data mapping
about 103
defined 117
database replication
changing schedule 110
copying changes automatically 109
information copied 107
one-time 108
Index
125
database replication (continued)
status, viewing 111
stopping automatic 111
days, initializing 68
default attendance codes
classes, setting for 58
elementary school classes, setting for 60
homerooms, setting for 61
schools, setting for 56
secondary school classes, setting for 58
display options
custom 14
sorting columns 40
district data 7, 118
district staff assignments 51
documentation included 1
E
elementary schools, setting default attendance codes for
classes 60
envelope icon 12
exception attendance 56
exclamation mark (!) 101
Explorer, see Internet Explorer
G
Gradebook 114
guides included with Chancery SMS 1
H
help, getting 1
high-priority alerts 101
homerooms
default attendance codes, setting 61
I
inactive alerts 101
inactive students 11
incoming students 11
initializing days 68
K
K12Planet 114
data, uploading and data mapping 105
replicating data
about 107
status, viewing 111
stopping 111
web site, viewing 112
126
Index
keyboard shortcuts, using 15
L
lists, printing 15
logging off 17
M
Mac School
about 114
staff information 35
mapping data
automatically 106
manually 105
minutes, calculating attendance 73
O
occurrence method, daily attendance calculation rules
changing 62
one-time database replication 108
P
pages, printing 15
panels, explanation of 14
passwords, changing 26
permissions
attendance setup 55
checking 22
historical transcript pages 80
school properties 95
security 21, 27
staff setup 35
positive attendance 56
Print icon 15
projected school 119, 120
Q
quick entry buttons
default attendance codes and 58
quick sort 13
R
records
opening student 12
replication, database
copying changes automatically 109
one-time 108
status, viewing 111
stopping automatic 111
to K12Planet 107
roles
permissions, checking 22
S
sample method, daily attendance calculation rules
changing 62
school data 7, 122
school properties
permission to set up 95
school records
active directory and 49
staff 49
schools
projected 119, 120
secondary schools
setting default attendance codes for classes 58
security
permissions 21, 27
software updates 4
sort
display options 14
quick sort 13
staff
assignments 51
permission to work with 35
records
opening 36
setting up 41
school records 49
searching for 37
students
active vs. inactive 11
attendance
changes to, viewing 90
clearing for groups 75
awards
assigning to 98
setting up 95
incoming 11
updating records 12
withdrawn 11
support web site 4
user scope, about 11
W
web site, support 4
Win School
about 114
staff information 35
withdrawn students 11
workshops and training 3
T
task bar, explanation of 7
technical support 4
training, getting 3
twice-daily attendance
clearing for groups, limitations of 75
submission flags, limitations of clearing 77
U
updates, software 4
user access, about 21
user permissions, about 11
user roles
switching 5
Index
127

School Administration Guide Chancery SMS®

Transcription

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