IntroductionStudent News VTC

• Welcome to the April 2011 Student VTC.

• Our next VTC will be Thursday, May 19, 2011.

• If you have comments or suggestions for upcoming VTC’s, please email them to:

stucoord@esd101.net

News

NewsUpcoming Workshops

Manual Scheduling and Auto Scheduling workshop will be May 5th at NEWESD 101 – 9:00 AM – 1:00 PM

Elementary schools will be offered Next Year Scheduling in June as usual.

News Upcoming Release

• May Release Weekend

3:00 AM – 9:00 PM Saturday, May 7th, 2011

Users must be logged out during this installation

Mass Update Educational Milestones from Test Scores

A utility has been created that updates a student’s educational milestones based on TWASL and THSPE test scores, using the same logic as the Washington Transcript.

WS/OF/CA/EM/PS/UT/Mass Update Student Educational Milestones from Test Scores

• Create/updates L3-L4 Math, Writing, Reading and Science Milestones• Creates/updates the CAA Milestone

Printer Friendly

New - Create Printer Friendly Display of This Browse

PreferencesNew option ‘Homepage Button Highlight Color’ allows users to have a different color highlighting the button selected then the Color Display Option.

Student LocatorThe Student Locator is now on all screens. Use this to locate the student’s current class, teacher, room number and extension.

The Student Locator has been added as a small icon on screens that hide the tool bar.

Print QueueRealize you can use the ‘X Back’ to go back to work, you don’t have to watch the screen.

Print Queue

When the ‘EYE’ icon displays the report is ready to view.

Gradebook – Term Grade Average Display

Teachers can not display the Term Grade Average in their gradebook.

Using Display Options-Assignment Display

Class Display OptionsTeachers can customize the Class Summary Display by selecting any of the new Display Options.

Quick Print Added Several PlacesAttendanceHealthCurrent SchedulingDisciplineHealth

More Quick PrintTest ScoresGradingTranscriptGraduation Requirements

Option to Purge Emails

Product Setup Tab\PS\SA\EHOption to remove email from email log based on number of days to keep.

Teacher – Super User

Employee Access Tab SecuredIf you use the Super User for a Teacher, you can no longer see their Employee Access Tab. A message is displayed if you try.

Super User Log

Skyward now tracks who, when and what user they logged in as.

This tracks Teacher Super User, Employee Super User and Secured Super User.

Scheduled Task is a way to automatically generate reports, run utilities, or procedures based on a user defined schedule.

Any job in the print queue can be set to run on a specific schedule.

What reports or utilities do you run regularly?– Daily

– Weekly

– Monthly

– Specific Day (of the Week, Month, or Year)

Daily Attendance Report Lunch Survey ReportUnrecorded Class Attendance Discipline Reports

Attendance Letters Update, Attendance LettersAthletic Grade Checking Mass Delete Grades By Grade Bucket (clear the ATH bucket)

Progress ReportsMonthly Special Ed Case Load ReportMass Update Term Attendance Totals

Term and Semester Grading ReportsCount Day Reports

Create a Print Queue Job

To schedule a task, we must get the job listed in our Print Queue. Start by making a template for a report or utility.

My Print QueueWhen the job is completed, be sure to view the report.

The scheduled task will ‘capture’ the template settings used to create this specific job. If you want to change the template settings, you will have to run the job again.

Schedule ThisWhen you are satisfied with the report, select Schedule This from your Print Queue. The screen below appears.

Schedule ThisTask Information

Task Status: Active or Inactive

Task Description: The report name and template names are defaulted. Add more description as needed.

Start Date/End Date: The first day and last day to run the task.

Start Time: The time the task will be released to the print queue.

Scheduled TasksDay(s) of the Week

Day(s) of the week: Select the days you want the task to run.

Scheduled Tasks(3) Month Choices

Occurrence(s) of the day in the month (1-5): This option allows you to select the day of the week and which week it happens in the month. Example: First and Third Monday

Week(s) of the month (1-6): Select the week of the month you want the task to run.Example: Monday the first full week of March.

Specific day of the month (1-31): Select the exact date you want the task to run each month.

Scheduled TasksMonths of the year

Check the boxes for each month you want the task scheduled.

Scheduled TasksAdditional Export Options

Email Results To: Enter valid email addresses here. String several email addresses separating with a semi-colon.

Export Location: The export location must be accessible by the print queue server. It cannot be a directory on your computer. Currently reports must be saved in the Citrix environment. Your location will look something like this: \\ESD###-prog-01\district(districtnumber)\Export\foldername\filename.pdf

NOTE: Files will be overwritten each time the task runs, there is only one file name.

Test Export Location: Use this button to test exporting your report. The test actually runs in the Print Queue.

Scheduled TasksAdditional Export Options

Export Location: The export location is in the Citrix environment.

On the Citrix DesktopSelect the ‘Computer Icon’Find the export X: Drive

Create your own folder in this location to keep you reports orderly.

Scheduled TasksManagement

The tasks scheduled by you are your tasks.

Users with security to All Tasks will also be able to manage your tasks.

Use Scheduled Tasks button in My Print Queue Edit your tasks Delete your tasks Run Now to run them immediately

Remember, the task captures the report template at the time of creation. If you are not getting the information you need, you must delete the task, create the template you need and schedule if from My Print Queue.

Monitor This Monitoring Tasks

Monitor This works the same way as Scheduled This, except you can only configure Scheduled Tasks to run once a day.

You can configure a Monitor Task to run multiple times a day (every 60 minutes, for example) by using the Frequency setting.

All Scheduled TasksNot everyone will have access to this area.

But those with access can manage all tasks.

All Scheduled Tasks

Notice there are many Scheduled Tasks with the User Name “Skyward”. These processes run for system maintenance and to meet the configuration needs – Be careful not to delete or change them.

All Scheduled Tasks

Users with Access to District Scheduled Tasks Edit, Delete, Run Now, Clone ANY Task Ask users to be descriptive, so you understand why the task has been scheduled.

All Scheduled Tasks

Users with Access to District Scheduled Tasks get some additional options.

Don’t Start After stops a queued job from running if it has not started by the Don’t Start After time.

All Scheduled Tasks

Another additional option is the Run After.

Use this option when you have a string of Scheduled Tasks that need to be run in a specific order.

When you select the Run After hyperlink, you are presented with the available Scheduled Tasks.

Clear removes the listed task.

Scheduled Tasks Considerations

Basic User Security is granted in Web Student Management\WS\PQ\ST

Scheduled Tasks Considerations

• Templates and Tasks Put ‘Owners’ Last Name or Initials in Description. Put Entity Number in Description and Date. Remember the Task is only as good as the Template,

if your Template changes – Delete and RESCHEDULE the Task.

• Scheduling Avoid scheduling during busy Skyward printing times. Scheduled Tasks will not process during Skyward Release times so avoid Saturday. Many report templates are school year specific. Review all of your scheduled tasks at the end of the school year. Consider deleting or inactivate them.

Scheduled Tasks Considerations

• Emailing Results Notify the end recipient – Before Scheduling. Don’t over use. Reports will be available in My Print Queue for at least two days.

• Export Location Must be a folder in the CITRIX environment.

REMEMBER – the tasks you schedule belong to you, manage them with care.

Grad Requirements ReportPrior to running the report, a utility must be run to load the information to the reporting area -

Click here to choose only Active students, or the utility will run for a long time!

Path – Office/Curriculum and Assessments/Grade Req/Utilities/Create Crystal Grad Requirement Table

Grad Requirements ReportThe report pulls in data from several areas:

•Graduation Requirements

•WASL/HSPE scores

•Educational Milestones

•Math Courses

Path – Student/Reports/Quick Pick Reports - Grading

Grad Requirements ReportThere are several parameters that must be selected in order for the report to work correctly – school and sort options

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Grad Requirements ReportThere are several parameters that must be selected in order for the report to work correctly – Grad Year options

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Grad Requirements ReportThere are several parameters that must be selected in order for the report to work correctly – Student Range options

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Grad Requirements ReportThere are several parameters that must be selected in order for the report to work correctly – Math Course options

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Grad Requirements ReportThere are several parameters that must be selected in order for the report to work correctly – Educational Milestone and Grad Req options

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Click here when all selections are (finally!) made

Grad Requirements ReportThere are several parameters that must be selected in order for the report to work correctly -

Note the “Last Updated” date – this will show you how recent the data is, based on the date the utility in the first slide was run.

The Math Credits area shows you Math classes and grades taken after the student’s 10th grade year

OPSICEDARS Upgrades scheduled for Monday April 18 (email from 4/13/2011)

OSPI has implemented may new validations for CEDARS dataBe sure to check for errorsBe sure to check for logical deletes

Some of the new validations:State Course Code – Course Catalog and Student Grade History (2011)Content Area Code – Course Catalog and Student Grade History (2011)

This validation is for the current school year – 2010-2011 and beyond.Only Grade History records where the location id is not equal to 9999.

(in Skyward 9999 is for transfer category courses)

OPSISIMON – Student Information Monthly OSPI Newsletter

On April 5, 2011 OSPI emailed a new SIMON

Includes many topics

Major Request for and Uses of CEDARS Data This Month• List of where your data is being used and reported• Also, upcoming uses• Some of this data will be posted for districts to review prior to

publishing/released

OPSIGraduation Requirements Year vs. Expected Year of Graduation Graduation Requirements Year:  Students in Washington are held to

specific requirements in order to graduate with a diploma from Washington State. 

As these requirements can, and do, change for different graduating classes, as students enter grade 9 for the first time they are assigned a Graduation Requirements Year.  For example, students entering 9th grade in the 2011-12 school year will be assigned a graduation requirements year of 2015 (four years).  This gives students a clear picture of what their requirements are to graduate from high school.

The Graduation Requirements Year is established the same for all students, and is not adjusted for any reason.  If an error was made in reporting the graduation requirements year it is acceptable to correct the record.

In Skyward this is the Grad Req Base Yr

OPSIGraduation Requirements Year vs. Expected Year of Graduation Expected Year of Graduation.  Students in Washington are assigned an Expected Year of

Graduation which is initially four years from the time they first enter grade 9.  There are to the Expected Year of Graduation for that is beyond the standard four years.Special Education students may be given up to 7 years to graduate if their Individualized

Education Plan (IEP) determines the need for additional time.  Special education students’ Expected Year of Graduation must have this done when they first enter grade 9 or by the time they are 16.

Limited English Proficient students may be given up to 7 years to graduate.Migrant students may be given up to 5 years to graduate.Students enrolling in a new school district after 9th grade can be given additional time to

graduate based on the new district’s determination of grade level.  The placement of such students should be based upon district policy and should be applied consistently with enrolling students.

 If an error was made in reporting the Expected Year of Graduation it is acceptable to correct the

record.  It is not appropriate to re-assign an Expected Year of Graduation for students

actively enrolled in a school/district who have become credit deficient.

In Skyward this is the WA Grad Yr

OPSIFree and Reduced Lunch Counts Criteria The data is posted for districts to review.  FRL data from CEDARS is used in a

variety of ways that effect your district and schools (i.e., AYP and National Board Certified Teacher Bonus). 

The specific rules, or criteria, which identify which students are to be included in the October 1 Free/Reduced report, are below:

All students, in grades PreK-12 must be actively enrolled on or before Oct 1.All students, in grades PreK-12 must be reported as eligible for, or receiving,

Free/Reduced Meals.All students in grades PreK-12, must be reported as IsPrimary=Yes.All PreK students must be reported as being enrolled in and receiving Special

Education Services. 

See the 4/5/2011 SIMOM publication for more information.

OSPI

Please be sure to read the SIMON publication from OSPI for more details.

If you don’t get the publication emailed to you, please email Robin Munson at

robin.munson@k12.wa.us

Resources

• Northeast Regional Data CenterGo to http://www.esd101.net/nerdc

Click on Student Records Resources at the right side of the screen to access Student Records information

– Training Materials• This presentation and the recording of it will be posted

upon completion of the VTC.

– Calendar

Feedback

• VTC topics you’d like to see covered?

• Training needs?

• Email suggestions to stucoord@esd101.net

Thank You!

• Please e-mail a list of VTC attendees at your site to:

• stucoord@esd101.net