School Administration Guide Chancery SMS®
Transcription
School Administration Guide Chancery SMS®
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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide iv Contents Chancery SMS School Administration Guide 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 Support Services Available 1 Chancery SMS School Administration Guide 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 Support Services Available Chancery SMS School Administration Guide 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 Support Services Available 3 Chancery SMS School Administration Guide 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: [email protected] 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 Support Services Available Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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. Chancery SMS School Administration Guide 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 Working with Chancery SMS 7 Chancery SMS School Administration Guide 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 Working with Chancery SMS Chancery SMS School Administration Guide 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 Working with Chancery SMS 9 Chancery SMS School Administration Guide Help Index: The Help index lists topics alphabetically. TO USE THE HELP INDEX: 1 From the Help menu, click Dynamic Help or Contents. 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 From the Help menu, click Dynamic Help or Contents. 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 Working with Chancery SMS Chancery SMS School Administration Guide 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 Working with Chancery SMS 11 Chancery SMS School Administration Guide 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 Working with Chancery SMS Chancery SMS School Administration Guide 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 Working with Chancery SMS 13 Chancery SMS School Administration Guide 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 Working with Chancery SMS Chancery SMS School Administration Guide 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 Working with Chancery SMS 15 Chancery SMS School Administration Guide 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 Working with Chancery SMS Chancery SMS School Administration Guide 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 Working with Chancery SMS 17 Chancery SMS School Administration Guide 18 Quick Tour Working with Chancery SMS Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 20 Setting Up your Web Browser Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Log on as a school administrator. 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. Understanding User Access Checking Role Permissions Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click District Setup. Understanding User Access Checking Account Information 23 Chancery SMS School Administration Guide 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 Understanding User Access Changing Default Roles Chancery SMS School Administration Guide 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. Understanding User Access Switching Roles 25 Chancery SMS School Administration Guide 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 Understanding User Access Tracking User Activities Chancery SMS School Administration Guide Permissions to Work with the Audit Log To work with the Audit Log, you need the following permissions: To You need this permission 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. Understanding User Access Tracking User Activities 27 Chancery SMS School Administration Guide 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 Understanding User Access Tracking User Activities Chancery SMS School Administration Guide 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 Log on as a school administrator. 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. Understanding User Access Tracking User Activities 29 Chancery SMS School Administration Guide 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 Understanding User Access Tracking User Activities 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. Chancery SMS School Administration Guide 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 Understanding User Access Tracking User Activities 31 Chancery SMS School Administration Guide • 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 Log on as a school administrator. 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 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 Understanding User Access Tracking User Activities 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. Chancery SMS School Administration Guide 7 From the Actions menu, click Clear Logs. 8 In the confirmation dialog, click OK. Understanding User Access Tracking User Activities 33 Chancery SMS School Administration Guide 34 Understanding User Access Tracking User Activities Chancery SMS School Administration Guide 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 You need this permission Set to Delete staff records Staff > Staff Demographics Delete Create staff records and access any Staff Demographics page that you have permission to access. Staff > Staff Demographics 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 Staff > Staff Demographics Edit Work with staff contact information on the Address/Phone tab. Staff > Staff Address/Phone Edit Staff > Staff Demographics Edit Setting Up Staff Records Permissions Required to Work With Staff 35 Chancery SMS School Administration Guide To You need this permission Set to Work with staff professional information and credentials on the Professional Info tab. Staff > Staff Professional Info Edit Staff > Staff Demographics Edit Work with other staff information, such as race, ethnicity, and previous personal information. Staff > Staff Additional Info Edit Staff > Staff Demographics Edit Work with school information for teachers on the Staff School page. Staff > Staff Schools Edit Staff > Staff Demographics Edit Delete school records. Staff > Staff Schools Delete Staff > Staff Demographics Delete Work with school staff assignments. Staff > Staff Assignments Edit Staff > Staff Demographics Edit Delete school staff assignments. Staff > Staff Assignments Delete Staff > Staff Demographics Delete Work with district staff assignments on the Schools List page. Staff > District Staff Assignments Edit Staff > Staff Demographics Edit Delete district staff assignments. Staff > District Staff Assignments Delete Staff > Staff Demographics 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 Setting Up Staff Records Opening Staff Records Chancery SMS School Administration Guide 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. In the control bar, under Admin, click District Setup. 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 Log on as a school administrator. 2 In the control bar, under Admin, click District Setup. 3 On the District Setup page, under District, click Staff. Setting Up Staff Records Searching for Staff Records 37 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click District Setup. 3 On the District Setup page, under District, click Staff. 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. Setting Up Staff Records Searching for Staff Records Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 Perform a search. 3 On any Staff Search Results page, from the Edit menu, click Choose Columns. Setting Up Staff Records Searching for Staff Records 39 Chancery SMS School Administration Guide 4 On the Choose Columns page, select the columns you want to display. To display a column, click an item in the Available Columns list then click the -> button. To remove a column, click an item in the 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 Log on as a school administrator. 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. Setting Up Staff Records Searching for Staff Records Chancery SMS School Administration Guide 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 Chancery SMS District Administration Guide. 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. Setting Up Staff Records Adding Staff Members 41 Chancery SMS School Administration Guide TO SET UP STAFF RECORDS: 1 In the control bar, under Admin, click District Setup. 2 On the District Setup page, under District, click Staff. 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 Setting Up Staff Records Adding Staff Members Chancery SMS School Administration Guide 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 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. 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 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. Setting Up Staff Records Adding Staff Members 43 Chancery SMS School Administration Guide Field Description Middle Name Displays the staff member’s middle name. 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. Generation Displays the staff member’s generation. 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. Preferred Name Displays the staff member’s preferred name. 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. 44 Setting Up Staff Records Adding Staff Members 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. Chancery SMS School Administration Guide 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 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. 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 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. Setting Up Staff Records Adding Staff Members 45 Chancery SMS School Administration Guide Field Description Email Address Displays the staff member’s email address. 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. 7 46 Setting Up Staff Records Adding Staff Members 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. Chancery SMS School Administration Guide 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. Setting Up Staff Records Adding Staff Members 47 Chancery SMS School Administration Guide 9 10 48 Setting Up Staff Records Adding Staff Members 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. Chancery SMS School Administration Guide 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. Setting Up Staff Records Adding Staff Members 49 Chancery SMS School Administration Guide 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 Setting Up Staff Records Adding Staff Members 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. Chancery SMS School Administration Guide 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. Setting Up Staff Records Adding Staff Members 51 Chancery SMS School Administration Guide 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 Setting Up Staff Records Adding Staff Members Chancery SMS School Administration Guide 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. Setting Up Staff Records Adding Staff Members 53 Chancery SMS School Administration Guide 54 Setting Up Staff Records Adding Staff Members Chancery SMS School Administration Guide 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 You need this permission 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 Chancery SMS School Administration Guide To You need this permission 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 Log on as a school administrator. 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 In the control bar, under Admin, click Scheduling. Managing Attendance Changing the Default Attendance Code for Classes and Homerooms Chancery SMS School Administration Guide 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 Changing the Default Attendance Code for Classes and Homerooms 59 Chancery SMS School Administration Guide 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 Chancery SMS School Setup Guide. TO SET THE DEFAULT ATTENDANCE CODE AT AN ELEMENTARY SCHOOL: 1 Log on as a school administrator for an elementary school. 2 In the control bar, under Admin, click Scheduling. 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 Changing the default attendance code also changes the code associated with the attendance quick entry buttons for the class. 7 60 Click Save. Managing Attendance Changing the Default Attendance Code for Classes and Homerooms Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 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 Changing the default attendance code also changes the code associated with 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 Changing Daily Code Calculation Rules 61 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. OR In the control bar, under Admin, click Attendance. 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. OR In the control bar, under Admin, click Attendance. 62 Managing Attendance Changing Daily Code Calculation Rules Chancery SMS School Administration Guide 3 On the School Setup page, under Attendance, click Daily Code 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 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 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 3 On the School Setup page, under Attendance, click Daily Code Calculation Rules - Sample Method. OR On the School Setup page, under Attendance, click Daily Code Calculation Rules - Occurrence Method. 4 On the Daily Code Calculation Rules page, display the appropriate rule set. 5 From the Actions menu, click Print. Managing Attendance Changing Daily Code Calculation Rules 63 Chancery SMS School Administration Guide 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 Log on as a school administrator. 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, 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 Changing Daily Code Calculation Rules Chancery SMS School Administration Guide 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 Changing Daily Code Calculation Rules 65 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click Attendance. 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 Scheduling Attendance Calculations Chancery SMS School Administration Guide 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 Scheduling Attendance Calculations 69 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click Attendance. 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 Scheduling Attendance Calculations Chancery SMS School Administration Guide 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 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 Under Schedule, select when you want the calculation to run. 8 Click OK. Click OK again. Managing Attendance Scheduling Attendance Calculations 71 Chancery SMS School Administration Guide 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 Scheduling Attendance Calculations Chancery SMS School Administration Guide 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 Chancery SMS School Setup Guide. 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 Log on as a school administrator. 2 In the control bar, click Attendance. 3 On the Attendance page, under Step 4, click Schedule Attendance Calculations. 4 On the Schedule Attendance Calculation page, from the Actions menu, click Add Scheduled Calculation. Managing Attendance Scheduling Attendance Calculations 73 Chancery SMS School Administration Guide The Job Schedule page opens. 5 6 74 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 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 Scheduling Attendance Calculations Chancery SMS School Administration Guide 7 Under Schedule, select when you want the calculation to run. 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 Click OK. Click OK again. 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 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. Clear attendance for a 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 Chancery SMS School Administration Guide 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. Clear attendance for a specific class or a specific homeroom Do one of the following: 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 Under Step 3, do one of the following: To Do this Clear attendance for the entire school year Select Entire School Calendar Year. Clear attendance for today only Select Today. Clear attendance for a specific range of dates Select Date Range. Enter the Start and End dates. Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 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 Do one of the following: • 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 Clearing Submit Flags 77 Chancery SMS School Administration Guide 5 Under Step 2, do one of the following: To Do this Clear attendance for the entire school year Select Entire School Calendar Year. Clear attendance for today only Select Today. Clear attendance for a 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 Clearing Submit Flags 6 Click OK. 7 In the Confirmation dialog, review the specified criteria and click OK. Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide Permissions to Work with Historical Transcript Information To work with historical transcript records, you need the following permissions: To You need this permission 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 Chancery SMS District Administration Guide. 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 Student Historical Transcript Information Permissions to Work with Historical Transcript Information Chancery SMS School Administration Guide 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 Log on as a school administrator. 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. Student Historical Transcript Information Entering Historical Transcript Summary Information 81 Chancery SMS School Administration Guide 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 Unweighted – Enter the total number of unweighted 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 Unweighted – Enter the total number of unweighted 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 Log on as a school administrator. 2 Open a student record. 3 In the control bar, click Historical. Student Historical Transcript Information Entering Historical GPAs by Reporting Term Chancery SMS School Administration Guide 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. Do one of the following: 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. Student Historical Transcript Information Entering Historical GPAs by Reporting Term 83 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 Open a student record. 3 In the control bar, click Historical. Student Historical Transcript Information Entering Historical Transcript Year Records Chancery SMS School Administration Guide 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 information is entered for you. OR • If you entered a school that is not in the district, enter the name of the school’s principal at the time the student attended the school. Student Historical Transcript Information Entering Historical Transcript Year Records 85 Chancery SMS School Administration Guide Field Description Address, City State, Country, ZIP, Phone, and Fax • 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 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 Student Historical Transcript Information Entering Historical Transcript Year Records Enter information about the student’s graduation information that does not fit elsewhere. This information does not appear on transcripts. Chancery SMS School Administration Guide 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. Student Historical Transcript Information Entering Historical Transcript Year Records 87 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 Open a student record. 3 In the control bar, click Historical. 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. Student Historical Transcript Information Entering Information About Students’ Past Courses Chancery SMS School Administration Guide 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. Student Historical Transcript Information Entering Information About Students’ Past Courses 89 Chancery SMS School Administration Guide 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 Student Historical Transcript Information Viewing an Audit Trail of Staff Changes to Historical Data Chancery SMS School Administration Guide TO VIEW AN AUDIT TRAIL: 1 Log on as school administrator. 2 In the control bar, under Admin, click SchoolSetup. 3 On the School Setup page, under Audit, click Audit Log. 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. Generating an Audit Log Report 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 From the Actions menu, click Print. The Grid Print Options dialog displays. Student Historical Transcript Information Generating an Audit Log Report 91 Chancery SMS School Administration Guide 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. Student Historical Transcript Information Generating an Audit Log Report )and select one Chancery SMS School Administration Guide 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. Student Historical Transcript Information Generating an Audit Log Report 93 Chancery SMS School Administration Guide 94 Student Historical Transcript Information Generating an Audit Log Report Chancery SMS School Administration Guide 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 You need this permission 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 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 3 On the School Setup page, under School, click Awards. Working With Awards and Alerts Setting Up Awards Chancery SMS School Administration Guide 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. Working With Awards and Alerts Setting Up Awards 97 Chancery SMS School Administration Guide 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 Working With Awards and Alerts Setting Up Awards Select the award. From the Actions menu, click Delete Award Recipient List. 3 Click OK and skip the remaining steps. Chancery SMS School Administration Guide 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. Working With Awards and Alerts Setting Up Awards 99 Chancery SMS School Administration Guide 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 Working With Awards and Alerts Setting Up Alerts Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 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. Working With Awards and Alerts Setting Up Alerts 101 Chancery SMS School Administration Guide 102 Working With Awards and Alerts Setting Up Alerts Chancery SMS School Administration Guide 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 Chancery SMS School Setup Guide. 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 Chancery SMS School Administration Guide 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 Maintaining Your Data 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 School Administration Guide • 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 Log on as a school administrator. 2 In the control bar, under Admin, click District Setup. 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. Maintaining Your Data Mapping Your Data 105 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click District Setup. 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 Maintaining Your Data Mapping Your Data Chancery SMS School Administration Guide 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. Maintaining Your Data Scheduling Replication to K12Planet 107 Chancery SMS School Administration Guide TO PREVENT THE DISPLAY OF A STUDENT’S INFORMATION IN K12PLANET: 1 Log on as a school administrator. 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 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). Maintaining Your Data Scheduling Replication to K12Planet Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 3 On the School Setup page, under School, click K12Planet. 4 On the Schedule page, under K12Planet Upload Schedule, click Recurring. Maintaining Your Data Scheduling Replication to K12Planet 109 Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 3 On the School Setup page, under School, click K12Planet. Maintaining Your Data Scheduling Replication to K12Planet Chancery SMS School Administration Guide 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 3 On the School Setup page, under School, click K12Planet. 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 Log on as a school administrator. 2 In the control bar, under Admin, click School Setup. 3 On the School Setup page, under School, click K12Planet. The Schedule page, under K12Planet Upload Summary, displays the date Chancery SMS information was last copied to K12Planet and the status of that replication. Maintaining Your Data Scheduling Replication to K12Planet 111 Chancery SMS School Administration Guide 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 Log on as a school administrator. 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 Maintaining Your Data Scheduling Replication to K12Planet Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 Chancery SMS School Administration Guide 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 changing schedule 110 information copied 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 changing schedule 110 copying changes automatically 109 information copied 107 one-time 108 status, viewing 111 stopping automatic 111 to K12Planet 107 roles permissions, checking 22 Chancery SMS School Administration Guide 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