bcesis - fnesc · bcesis 11 module 19 teacher assistant summary • foippa provides an excellent...

BCeSIS Module

19 Version Number 3.0

Teacher Assistant

Participant Handout Package

Copyright

© 2004 The Province of British Columbia (The Ministry of Education)

All documents and material in this resource are copyright to Her Majesty the Queen in Right of the Province of British Columbia and includes the Ministry of Education.

Permission to copy and use this resource in part, or in its entirety, for non-profit educational administration purposes within British Columbia is granted to British Columbia School Boards and Independent Schools that are signatories to a Memorandum of Understanding or Service Management Agreement with the Ministry of Education for their participation in the Common Systems Initiative (CSI).

BCeSIS™ is a trademark of The Administrative Assistants Ltd.

Warranty Disclaimer

This information is provided as a public service by the Government of British Columbia, Box 9411, Victoria, British Columbia, Canada V8W 9V1.This document and all of the information it contains are provided "as is" without warranty of any kind, whether express or implied. All implied warranties, including, without limitation, implied warranties of merchantability, fitness for a particular purpose, and non-infringement, are hereby expressly disclaimed.

Limitation of Liabilities

Under no circumstances will the Government of British Columbia be liable to any person or business entity for any direct, indirect, special, incidental, consequential, or other damages based on any use of this document or any other document to which this document is linked, including, without limitation, any lost profits, business interruption, or loss of programs or information, even if the Government of British Columbia has been specifically advised of the possibility of such damages.

Module 19 - Teacher Assistant

BCeSIS Training Program 1

Subtitle Version or Date

Presentation TitleTeacher Assistant

Module 19

BCeSIS

Module2 Teacher Assistant19

Learning Objectives• Meet FOIPPA requirements when using the

Teacher Assistant (TA) module• Set up the TA module • Take daily or period attendance using TA• View student information in the TA module• Monitor student performance with TA reports • Use the TA Gradebook• Enter marks which have been accumulated outside

BCeSIS• Deliver condensed training sessions using TA

BCeSIS


Module Terminology

• Observations• Alpha Seating• Threshold• Preps• Assignment Types• Units of Study• Weights



BCeSIS


Module Agenda - AM

15 minTA Reporting

30 minTA Basics

45 minTaking Attendance

30 minSet-up Options

Lunch

Coffee Break15 minOther Features

10 minFOIPPA5 minIntroduction to the Module

Approx. TimeTopic

BCeSIS


Module Agenda - PM

45 minUsing the Gradebook

15 minTraining Teachers on how to use TA

45 minSet-up of Teacher Preferences

45 minEntering Marks

15 minDay Wrap-up

15 minSubstitute Teachers

Coffee Break

7 hoursTotal Time

Approx. TimeTopic

BCeSIS


Teacher Assistant Features• Easy and ready access to information on classes

& students

• Enter attendance

• Make seating charts using photos

• Record grades

• View marks and comments

• Maintain an electronic grade book



BCeSIS


FOIPPA Presentation• Presenter: Lorrainne Dixon

– Privacy Consultant

• Recording will last approximately 10 minutes

• Recording Link:– BCeSIS - Training Materials – Lorrainne Dixon

Recording

BCeSIS


Teacher Assistant Set-up

• Teachers to set up TA the way they want to use it

• TA Configuration

• Set up security classes to be used by teachers in TA

• System Codes• System Codes

• Set up users in BCeSIS to access TA

• Company File Settings

• Setting up the School TA Configuration File

• Setting up Reporting Periods

BCeSIS


Search for Student Information

Click on Basic Demographics to search for information in thefollowing areas:

All canvases except Observations are read-only



BCeSIS


Attendance

• Attendance can be taken:– daily– by period

• Attendance can be taken:– by list or photo– by class, homeroom, team

• Attendance data is immediately available to other BCeSIS users

BCeSIS


Teacher Assistant Reports

e.g., Class List, Mailing Labels, Birthday List

e.g., Progress Report, Attendance Summary

BCeSIS


Setup OptionsPreferences:

• Facilitates customization of TA by a teacher

• Options on mark calculation may be enabled

• Course preps may be created

• Establish a comment bank

Generate Alpha Class Sequence

• Used to alphabetize the class list on the Start screen

Select Attendance Date

• Used to select the date to be used for taking attendance

Change Current User

• Used to change from one teacher to another



BCeSIS


TA Mark Summary

• Provides access to student marks by class

• Filters may be applied for ease of viewing• Colour code on the screen provides

information about a mark• Extra Credit Assignments are colour-

coded

BCeSIS


Mark Entry Screen

• For teachers who accumulate marks other than by using the Gradebook

• Marks may be manually entered into BCeSIS using this Mark Entry facility

BCeSIS


Elementary Mark Entry



BCeSIS


Elementary Mark Entry• Mark Entry screen is auto- populated from the

Curriculum Model based on grade

• Marks and Comments can be entered on levels with ** small letter = Learning Outcomes

* capital letter = Subject Area. This prints on Report Card

• Comments must be entered on the Comments canvas using button

BCeSIS


Substitute Teachers• Each district should have guidelines on access

to BCeSIS for substitute teachers• Rule of thumb – if substitute is replacing

teacher:– for a week or longer, they should have access to the

same information as teacher – for less than a week, school districts may have to

resort to manual entering or printing out the class lists

• The substitute can reasonably have access to anything that they need to do the job

BCeSIS


Teacher Assistant Basics

15 minQ&A and Wrap-up30 minIntroduction to the Gradebook

15 minAttendance15 minChanging Preferences

2 hoursTotal Time

15 minDemographics

15 minFreedom of Information15 minIntroduction to the ModuleApprox. TimeTopic



BCeSIS


How to Deliver?• Primarily presentations followed

by demonstrations• Encourage discussion• Handouts:

– Overhead Package– Quick Reference Guides– AAL Guide Package

• Link to TA Basics Presentation

BCeSIS


BCeSIS Quiz Show

• Jeopardy-style quiz show• Divide into two teams

– Each team needs a name & a “buzzer” sound• Teams win or lose question “$” amount• Final Challenge:

– Each team can bet up to their winnings

BCeSIS


Learning Objectives• Meet FOIPPA requirements when using the

Teacher Assistant (TA) module• Set up the TA module • Take daily or period attendance using TA• View student information in the TA module• Monitor student performance with TA reports • Use the TA Gradebook• Enter marks which have been accumulated outside

TA Gradebook• Deliver condensed training sessions using TA



BCeSIS


Key Messages• FOIPPA extends to substitute teachers• Before TA can be used, there are

mandatory setup tasks required at the:– Enterprise level– District level– School level

• If no students are late or away, attendance can be taken with one simple check mark (AC)

• Attendance can be taken by list or photo• Reports available by clicking either the Hot Print

button or the Reports button

BCeSIS


Key Messages Continued

• Preferences button allows customization of TA Gradebook by a teacher:– Options on Mark Calculation may be enabled– Course Preps may be created and attached to

classes and reporting periods– Comment bank may be established

• Teachers may choose to share their Gradebook with other teachers

• Marks can be entered via:– Gradebook – Mark Entry screen


Presentation TitleEnd of Module 19

Module 19 - Teacher Assistant (Lorrainne Dixon Recording)



Presentation TitleTeacher Assistant

Lorrainne Dixon – Privacy Consultant

BCeSIS


Consider this Scenario

BCeSIS


Purpose of FOIPPA• Regulates the collection, use, disclosure,

retention & security of all personal information by public bodies– Regardless of how the information is recorded– All recorded information about an identifiable

individual• Ministry of Education & all school boards are

public bodies under the Act• Two fold purpose:

– Access to Information– Protection of Privacy



BCeSIS


FOIPPA- 5 Key Principles

1. Rights of Access to Information2. Protection of Individual Privacy3. Access to Own Personal Information4. Correction of Own Personal Information5. Independent Review by Information &

Privacy Commissioner

BCeSIS


What is Personal Information?

BCeSIS


What has Changed?

• Privacy responsibilities are nothing new to School Districts– FOIPPA has been in effect since 1994

• BCeSIS controls some collection practices– e.g. Ethnicity Field is visible but not usable



BCeSIS


Creating Records• Any information that is entered into

BCeSIS is considered a “Record”• BCeSIS Notes:

– Write as though they could be published in tomorrow’s newspaper

• Remember emails are considered records

• Make sure information captured is accurate

BCeSIS


Use of Personal Information

Personal information may only be used for:– the stated purpose for which is was

collected– a consistent purpose

• A different purpose needs consent of the individual

BCeSIS


Security Measures

• Computer screens should not be visible to your class or the public

• Use the LOCK function • Protect your password• Restrict access to information• Train on “dummy data”



BCeSIS


LOCK Function

BCeSIS


Summary• FOIPPA provides an excellent framework for the

protection of individual student information• To maintain public confidence in BCeSIS it is important

that all users :– understand the importance of privacy and security issues – work to ensure compliance with the safeguards

• We know that the public is worried about privacy, government surveillance and large databases

• It is vital that all users act as privacy advocates for the personal information in the system


Presentation TitleEnd of Module 19

Lorrainne Dixon – Privacy Consultant,

Module 19-Exercises

Remember to use the Quick Reference Guides to help you complete the exercises.

Module 19—Exercises 1

Exercise 19.1—Scavenger Hunt

Log on to TA as sadlem99 and locate the following information for Robert Bouvier:

Question Answer • What is Robert Bouvier’s address? • Does he have any siblings? • What is his date of birth (DOB)? • What is the email address of his father? • Does he have any life-threatening allergies, and

if so, what are they?

• What is the room number of his homeroom? • What teacher does he have for period 2? • Does he participate in any teams? • How much does he owe in fees? • What is the colour of his hair? • The basketball team that you coach just won the

provincial championships, and the local paper wants to publish a picture of the team in the local paper. Is it okay to release Robert’s picture to the newspaper?

Path: TA Start Screen > Basic Demographics

Exercise 19.2—Set up a Seating Plan

You have 25 students in your class, and you want to arrange them in five rows of five. You also want them to be in the centre of the classroom. Path: TA Start screen > Set-up Options > Preferences > Seating Plan Set-up

Exercise 19.3—Take Period Attendance for Class

Using the seating plan you set up in exercise 19.2, take attendance for your class. Path: TA Start screen > List/Photo

Exercise 19.4—Print Reports

• Print the Birthday List for all students in your class with birthdays in November. • Print off the Medical List, sorted alphabetically. Path: TA Start screen > List/Photo

Module 19-Exercises

2 Module 19—Exercises

Exercise 19.5—Set up Gradebook Options

• Set up the options you want to use in your gradebook • Go to My Preps and set up a prep, using one of your classes. If you choose to use weighting under

My Options, make sure you set up the weighting under My Preps. Under prep assignments, include final mark/grade as one of your prep assignments.

• Go to My Comments and add two comments, one using replacement characters and one without replacement characters.

Path: TA Start screen > Set-up Options > Preferences > My Options

Exercise 19.6—Creating and Marking Assignments

Creating • Add one assignment for each prep category for the current reporting period (semester interim,

midterm or final). • Set up at least one assignment with a score type of numeric. • Set up at least one assignment with a score type of Pass/Fail. • Set up at least one assignment with a score type of Complete/Incomplete. • Add a brief narrative for each assignment. • Add parent tips. • Enter an assign date one week prior to the current date. • Enter a due date one week after the current date. • Enter a post to Parent Assistant date equal to the assign date. • Add at least one assignment to your other classes. • On the last assignment that you add, click on the Enter Grade/Comments button to enter grades and

comments for your students. Path: TA Start screen > Spreadsheet > Add Assignments

Marking • Select one of your assignments and enter marks for your students from the TA Gradebook screen. • Select one of your assignments and enter marks and comments by clicking on the Enter

Grades/Comments button. All the students for this assignment will get the same mark and the same comment.

• Select another assignment from the same screen, but only enter marks for half the students in the class. Save and exit.

• Select another assignment and enter marks by clicking on the Missing Grade button. • Select another assignment and enter marks by clicking on the Condensed Grade Entry button. • Enter marks for the remainder of your assignments by any method of marking. Path: TA Start screen > Spreadsheet

Exercise 19.7—Entering Marks through the Mark Entry Screen

You have chosen not to use the TA gradebook to track your assignments; however, you must still enter your marks into the system so that they can be included on students’ report cards. Select one of your

Module 19-Exercises

Remember to use the Quick Reference Guides to help you complete the exercises.

Module 19—Exercises 3

classes for the current semester and enter the marks for all the students in your class for the current reporting period. Path: TA Start screen > Grade Entry

Exercise 19.8—Set up Security for a new Substitute Teacher

Log out of TA and log in to BCeSIS as Train1_999XX. Your teacher is going to be away for three days, and will need a substitute teacher. Set yourself up as the substitute teacher. Seeing as your teacher will only be gone for three days, you should only be given access to your teacher’s attendance records starting tomorrow morning at 8am and ending three days later at 3pm. Path: School > School Information > Substitute Teachers

Module 19: Teacher Assistant Knowledge Assessment

BCeSIS Training—Module 19 • 1

Choose only one answer for each question. Mark your answer in the appropriate box on the right side of the sheet, adjacent to the question, as shown in the example below.

SAMPLE - Question and correct answer.

1. When you leave your computer unattended, regardless of how short a period you will be away, you should always:

A Cover your screen. A

B Lock your computer. B

C Logoff from BCeSIS. C

D Switch off your computer monitor. D

ASSESSMENT STARTS HERE

1. Which of the following system codes must be set up in order for teachers to use their Gradebook in the Teacher Assistant Module?

A Textbooks. A

B Letter Category. B

C Assessment Types. C

D Observation Types. D

2. If you want to stop teachers from modifying/updating attendance from the previous attendance day (e.g., yesterday), then you would set the “School Days to be used for threshold” field in the Attendance Options of the Company File to:

A One. A

B Two. B

C Zero. C

D Never. D

3. Schools can set up the “business rules” that govern how teachers will use their Gradebook through this screen:

A School>Exam Timetable Builder. A

B School >Mark Information >Mark Calculations. B

C School >School Information>School Details>More Info> Special Accommodations. C

D School >School Information>School Details>More Info> School TA Configuration. D

Module 19:Teacher Assistant Knowledge Assessment

2 • BCeSIS Training—Module 19

4. Teachers who teach in multiple schools can choose the school they are working in by:

A Selecting their name and school from the Select Teacher screen when they log in. A

B Using a specific username and password for each of the schools they are working in. B

C Selecting the specific class and school from the Select Class screen when they log in.

C

D Teachers with multiple schools will see all the student information from all the schools they are working in. They cannot filter this information by school.

D

5. What is the checkbox on the TA Start screen used for?

A To indicate that teachers will be taking attendance by photo. A

B To indicate that there are students who are absent from the class. B

C To remind teachers that they need to take attendance at some later point. C

D To indicate that attendance has been taken for the class when all the students are present. This saves teachers from going to the attendance screen when all students are present.

D

6. Where in Teacher Assistant can a teacher create a bank of comments to be used in the Gradebook and with progress reports?

A Under Reports>Progress Reports. A

B Under the Academic Progress button. B

C Under Set-up Options>Preferences>Comments. C

D Teachers are not able to set up their own comments bank in TA. They must use the school comment bank.

D

7. At what level are substitute teachers set up so they can access the records of a teacher they are subbing for?

A The school level. A

B The district level. B

C The enterprise level. C

D Under FOIPPA substitute teachers are not allowed access to BCeSIS. D

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