Physical Fitness Testing Conference 2017

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Katrina Clara Ross
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1 Conference 2017 Session Description: The setup, testing and reporting of the CA Physical Fitness Test. Includes selecting which test(s) to allow in each category, entering scores via the Teacher Portal, reporting scores to the State and loading results from the vendor. 1. State Requirements 2. Multiple Testing Administrations Physical Fitness Setup Form Portal Options Teacher Portal Physical Fitness Teacher Portal Update Physical Fitness Recalculate Body Mass, Percent Body Fat & VO2Max 3. Display and Update Physical Fitness Test Results Physical Fitness Test Results Form Add a Record to Physical Fitness Update a Record in Physical Fitness Delete a Record from Physical Fitness Physical Fitness by Teacher Physical Fitness Test Results Summary Tab Calculate Physical Fitness Status 4. Test Result Reports & Letters Physical Fitness Test Results Summary by Student Physical Fitness Status Summary Physical Fitness Test Summary Physical Fitness Test Results Set Up Physical Fitness Letters and Print to Parents 5. Create Fitness Files Print Error Report Create File for Reporting to the State Backup Fitness Text Files 6. Import Physical Fitness Files Differences in Physical Fitness Files Import Fixed Length Files Match Test Data to STU Fixed Length File Reports Update Test Tables Session Page 1

2 State Requirements Prior to updating data into the Physical Fitness program please review the State Coordinator Manual. The Testing Vendor will not accept a file unless the Acceptable Values are correct for all student records. The Student Data Layout displays the Acceptable Values for each test. These are the ONLY values that should be entered into the Physical Fitness Test Results form in Aeries. Below is a link to the State Coordinators Manual: The Error Report has been modified so that any value other than what the State allows in the Acceptable Values column will report an error that must be corrected before you create the file to be uploaded to the Testing Vendor. We are trying to prevent Districts from having to correct this information on the Testing Vendors side. There is also some confusion with the footer at the bottom of the page. It indicates that the Valid values must be within the ranges specified and fields with no data must be left blank. This does not mean they will accept a blank if the student could not perform the test. A blank indicates the student DID NOT TAKE the test. In Aeries the default to the majority of the fields are zero due to the fields being numeric and the vendor will not accept a BLANK. If a Testing area displays Not Taken and contains a zero in the field this indicates the student DID NOT take this test and will flag the extract program to place a BLANK in the file for this test. This indicates to the Testing Vendor that the student did not take that part of the test. Beginning with the Spring 2014 test administration of the Physical Fitness test, the Not Tested and Incomplete Test reasons are no longer required by the state and have been removed from the file layout. Districts can choose to use these fields for their own in-house reporting needs. Session Page 2

Districts MUST realize that the Error Report was created to print out all Errors that the Testing Vendor will not allow in their software.

Also in prior years Districts have requested that we do not stop them from entering values that are higher than what the State says is valid.

In the Error Report example below, the Field Value column contains the number of push-ups that the student completed.

3 Districts MUST realize that the Error Report was created to print out all Errors that the Testing Vendor will not allow in their software. The errors must be fixed within Aeries to minimize the maintenance to be manually done in the Testing Vendor s software. Also in prior years Districts have requested that we do not stop them from entering values that are higher than what the State says is valid. For example, if a student completes 76 Push Ups they want to enter this value into Aeries, so we have altered the program to allow higher values to be entered. In the Error Report example below, the Field Value column contains the number of push-ups that the student completed. We show the Valid Values range according to the State and we also show the Value Loaded. The Value Loaded is the value that will be loaded into the file which in this case is the maximum value allowed according to the States Acceptable Value. Since we are going to only load the maximum value we consider this a Warning that we also print. These values do not have to be corrected in Aeries for the data to be accepted by the Testing Vendor, but are reported as a Warning for informational purposes. The forms and reports can be displayed on one screen by using the View All Forms or View All Reports screens and filtering for fitness. These screens are used to input, report and track results of physical fitness tests required by the state to be performed for grades 5, 7 and 9. The Testing Pass Status (TPS) table stores the pass status of each of the 6 categories plus an overall status for the 5 th, 7 th and 9 th grade PFT tests. The physical fitness data can be displayed and updated and reports can be generated. When complete Fitness Text Files can be created based on the test results in Aeries Client Version along with backup files. Session Page 3

Multiple Testing Administrations The module has been enhanced to allow multiple testing administrations to be performed during a single year for the same students.

Only the current year SPRG## Physical Fitness test records will be extracted for State Reporting.

4 Multiple Testing Administrations The module has been enhanced to allow multiple testing administrations to be performed during a single year for the same students. Districts can use this feature to record Physical Fitness progress scores to track how well the students are performing prior to the official Spring administration of the test. Only the current year SPRG## Physical Fitness test records will be extracted for State Reporting. The Testing Administration Details (TAD) table has been created to store the Testing Administrations and a date range for each administration. The TAD table is a district table, so even if changes are made in one school, the Testing Administration will be the same for all schools. The Testing Administration Details (TAD) table can be found by navigating to the School Info Configurations Portal Options screen and selecting the PFT tab. A reminder appears under the list of Testing Administration Details records that the current SPRG## Testing Administration record will be the only Testing Administration that will extract to the State for Physical Fitness reporting. Users that will be creating Administrations in Aeries Web Version will need: Read, Insert and Update permissions to Portal Options Read, Insert, Update and Delete permissions to Physical Fitness Test Results Read, Insert, Update and Delete permissions to Physical Fitness Setup to confgure the tests that will be available for the testing administration. Session Page 4

TA) using the first PFT.DT for that testing administration as the TAD.SD and the last PFT.DT for that testing administration as the TAD.ED.

5 The Testing Administrations Details (TAD) table was initially populated when the 9/18/2015 or later update to AdminCS was run. During the initial population of the TAD records, the system analyzed the Physical Fitness (PFT) records and created Testing Administration records for each testing administration (PFT.TA) using the first PFT.DT for that testing administration as the TAD.SD and the last PFT.DT for that testing administration as the TAD.ED. The Testing Administration for the current school year (SPRG17 for the school year) is also automatically added to the TAD table with default Start Date (TAD.SD) and End Date (TAD.ED) of 2/1-5/31 of that school year. New Testing Administration Details (TAD) records can be added from the Portal Options PFT tab screen. Select the Add New Record link to add a new Testing Administration Details record. Enter the Testing Administration code, Start Date and End Date. When complete click on the Save icon. The Testing Administration has a 6-character maximum record length and must be a unique name. The Start and End dates cannot overlap with any other existing Testing Administration records. The Testing Administration code cannot be updated. If the Testing Administration code is incorrect the record will need to be deleted and re-added. The Start and End dates can be updated on existing Testing Administration Details records as long as the change does not create an overlapping date range with another Testing Administration Details record and it encompasses all existing PFT record dates with that Test Admin. To edit the Start or End date for a record click on the edit icon and type in the changes. Click on the Save icon to save the changes. Testing Administration Detail records that have not been used for any Physical Fitness (PFT) records can be deleted by clicking the mouse on the Edit and then clicking on the Delete icon. If the Testing Administration Details record is in use the Delete icon will not be available. Please see the Physical_Fitness_Multiple_Testing_Administrations.pdf document for more information on the Multiple Testing Administrations. NOTE: Only the current year SPRG## Physical Fitness test records will be extracted for State Reporting. Session Page 5

Physical Fitness Setup Form The Physical Fitness Setup form allows the School or District to set up which Physical Fitness Tests will be taken for each Testing Administration.

6 Physical Fitness Setup Form The Physical Fitness Setup form allows the School or District to set up which Physical Fitness Tests will be taken for each Testing Administration. This form can be found by selecting the School Info Configurations node. Users will need permission to Physical Fitness Setup in order to access this form. Any field that was de-selected on the Physical Fitness Setup form will be locked and cannot be accessed in the Physical Fitness Test Results form. For example, the Skinfold, Mile Run, and Walk Test below were not flagged on the setup form and display grayed out with no access to these fields. Any value that displays red within a field indicates that this field was locked but now contains data and needs to be removed. Session Page 6

Portal Options The Fitness tab in School Info Portal Management Portal Options will allow P.E. Teachers or Teachers in the STU.CU field to view the Physical Fitness test through Teacher Portal.

Select which teacher will be administering the Physical Fitness test, either the MST PE Teacher or the Elementary Teacher. If MST PE Teacher is selected, then the CRS.

7 Portal Options The Fitness tab in School Info Portal Management Portal Options will allow P.E. Teachers or Teachers in the STU.CU field to view the Physical Fitness test through Teacher Portal. Click on the Allow PE Teachers to View PFT option to display the Physical Fitness node on the Teacher Portal navigation menu. Select which teacher will be administering the Physical Fitness test, either the MST PE Teacher or the Elementary Teacher. If MST PE Teacher is selected, then the CRS.PE field in the Course table will indicate which courses are PE courses. Teachers assigned to these courses will be able to add scores for the Physical Fitness test from Teacher Portal. When the elementary teacher option is selected the system will use the teacher number in the STU.CU field. These teachers will be able to add scores for the Physical Fitness test from Teacher Portal. This option will work the same with an Elementary with Master schedule with one period assigned and the teacher number loaded in the STU.CU field. NOTE: It is up to each school as to who administers or enters the Physical Fitness information. Even an Elem w/ MST can have their PE teacher enter the scores if they have a section in MST and a Teacher log-in account. Session Page 7

Enter the Date Range when the teachers will be allowed to add/update Physical Fitness scores for each grade level that will participate in the test.

8 Enter the Date Range when the teachers will be allowed to add/update Physical Fitness scores for each grade level that will participate in the test. The Physical Fitness by Teacher Page Options allows an Aeries user to view and update student fitness data in the same format as the Teacher PFT page. There are two options specific to this user: Ignore Date Ranges when this option is selected the user will be able to view/update the Physical Fitness data outside of the dates that the teachers are restricted to. Allow Updating Prior Test Admins this allows the user to update prior Physical Fitness test administrations. The Physical Fitness by Teacher page can be found in the Teacher Emulation node. "Admin" access to the Physical Fitness Security Area is required to use this page. Teacher Portal Physical Fitness Once the Physical Fitness Setup and Portal Options have been configured teachers will be able to enter Physical Fitness test results through their Teacher Portal interface. The Teacher Portal will now display the Physical Fitness node in the navigation menu. The Physical Fitness test scores can be hand entered from this form. Teacher Portal Update Physical Fitness From the Physical Fitness screen teachers can click on the Class drop down and select the period. All students in the period selected will display. The Testing Administration dropdown allows teachers to view fitness data from Testing Administrations that are closed or to enter/update fitness data for the currently open Testing Administration. The dropdown defaults to the current Testing Administration. The Grade and Sex drop downs will allow you to filter out specific students to display. Session Page 8

The Physical Fitness test records need to have a valid test date. By default the current day will be populated in the 1 st Test Dt field. Click the mouse on the Date Chooser icon.

If a date is selected outside of the Testing Administration window a message will appear indicating that the date must be within the Testing Administration and the original date will be restored in

Not all of the fields will display on the screen at once, so you must use the scroll bar to display the remaining test fields. Teacher Portal saves the changes immediately as they are entered.

9 The Physical Fitness test records need to have a valid test date. By default the current day will be populated in the 1 st Test Dt field. Click the mouse on the Date Chooser icon. Select the date that the student took the test and it will update in the Test Date field. The test date is also limited to valid dates within the Testing Administration. If a date is selected outside of the Testing Administration window a message will appear indicating that the date must be within the Testing Administration and the original date will be restored in the field. Press Tab to the move to the next field. Enter all test scores into these fields. Not all of the fields will display on the screen at once, so you must use the scroll bar to display the remaining test fields. Teacher Portal saves the changes immediately as they are entered. Recalculate Body Mass, Percentage Body Fat and VO2Max If the Physical Fitness test scores were imported from another vendor you may need to calculate the Body Mass, Percentage Body Fat and the VO2Max values. In Aeries Client Version there are three Macros available from the View All Macros form. These Macros include the Recalculate Body Mass Index, Recalculate Percentage Body Fat and Recalculate VO2Max Scores. These macros can be run to update these fields. Double click on the macro and a message will display. Verify the message and click the mouse on the OK button. A message will display to verify whether you want to overwrite any existing values when recalculating the Percentage Body Fat or the VO2max Scores. To overwrite all values, click the mouse on the Yes button. To only update fields with no values click the mouse on the No button. A message will display when complete. Session Page 9

Display and Update Physical Fitness Test Results There are two screens available to a staff member or Physical Fitness administrator to display or update scores for the physical fitness test.

10 Display and Update Physical Fitness Test Results There are two screens available to a staff member or Physical Fitness administrator to display or update scores for the physical fitness test. The first form is the Physical Fitness Test Results and the second screen is the Physical Fitness by Teacher. Physical Fitness Test Results Form The Physical Fitness Test Results form can be found in the Student Data Test Scores node. The Detail (PFT) tab displays the student s detailed Physical Fitness results for each test area. The Summary (PFT) tab will display the student s test results over multiple Testing Administrations. Use the Search icon to select the student, the Add button to add a new physical fitness record, the Change button to update an existing record, and the Delete button to delete a record. The radio button above the Test Area indicates which test was taken. The Status displays whether the student passed or did not pass that test area. When creating the State test file in Aeries Client Version the Test Taken field is used to determine which tests were taken and the scores to be loaded (or BLANKS into other test areas where the student was not tested). For example, in Aerobic Capacity the student has the MILE RUN flagged as the Test Taken with the fields displaying 8 min 58 sec and the VO2 max displaying The remaining Aerobic Capacity tests contain zeroes. These fields are numeric fields and must contain a numeric value on the form, which is why they display zero. When the State test file is created, the Mile Run score will be loaded and all other tests containing zero will be loaded as a BLANK. Session Page 10

Take note that even though the test taken displays a specific area in the Test Taken field any test can contain scores. For example, Upper Body Strength has scores loaded for all tests.

After the Pass flags have been loaded with a Passed or Not Passed code the Physical Fitness Test Results form will calculate the Test Status field with a 0 = Not Passed or 1 = Passed.

11 Take note that even though the test taken displays a specific area in the Test Taken field any test can contain scores. For example, Upper Body Strength has scores loaded for all tests. The Mode Pull Ups is selected in the Test Taken field because it was the last score entered. After the Pass flags have been loaded with a Passed or Not Passed code the Physical Fitness Test Results form will calculate the Test Status field with a 0 = Not Passed or 1 = Passed. This will be calculated from the Pass Flags for each test area. Five out of six test areas containing a Pass will update the Test Status field to Passed based on the test results for the selected Testing Administration. Also each Passed or Not Passed flag entered for each Test Taken is stored in the TPS table from prior years and the current year tests. The TPS table is used to calculate the overall Status field at the bottom right corner of the form. The overall Status will display the students current grade level Fitness Status, i.e. High School Status, Mid School Status, or Elem School Status. A district can also use overall Status tags of Passed (Over-ride), Waiver, Pending Approval and Requirement Met. NOTE: If scores have been scanned into the PFT table the Test Status field and overall Status field will not be updated. The Pass Flag fields MUST be manually entered in order to calculate these fields. Session Page 11

Add a Record to Physical Fitness To Add a Physical Fitness record, locate the student using the Search icon and then select the Physical Fitness Tests node under Student Data Test Scores.

The Grade field indicates the grade that the student took the test and defaults to the student s current grade. The Sch Taken field will default to the school currently adding the record.

12 Add a Record to Physical Fitness To Add a Physical Fitness record, locate the student using the Search icon and then select the Physical Fitness Tests node under Student Data Test Scores. Click the mouse on the Add button. Select the Testing Administration from the dropdown and then enter the Testing Date. The Grade field indicates the grade that the student took the test and defaults to the student s current grade. The Sch Taken field will default to the school currently adding the record. Use the tab key or the mouse to move through the screen and populate the data. The Pass Flags can also be populated. Click on the Save button to save the changes. The record will be added to the PFT table and will update the TPS table. The Testing Admin and Test Date will display under the list of records. NOTE: If a past Testing Administration is selected the Testing Date will need to be entered and will need to fall within the date range of the selected Testing Administration window. Update a Record in Physical Fitness Use the Search buttons to find and display the student s records. Click on the fitness record to be updated. Click the mouse on the Change button. The Testing Admin name MUST not be changed. Click the mouse in the field that needs to be updated and make the desired correction. When complete press Save and the student s record will be updated. Delete a Record from Physical Fitness If test scores have been added to the PFT table for a student incorrectly they must be deleted. Display the student and click the mouse on the fitness record to be deleted. Click the mouse on the Delete button and a message will display to verify the deletion. To continue, click on the OK button and the record will be deleted from the PFT table. The test will no longer display. Session Page 12

Selecting a teacher will populate the screen in the same format at the Teacher Physical Fitness Testing screen.

13 Physical Fitness by Teacher The Physical Fitness by Teacher Page allows a user to view and update student fitness data one class at a time. "Admin" access to the Physical Fitness Security Area will display the Physical Fitness by Teacher link under the Teacher Emulation node. Selecting a teacher will populate the screen in the same format at the Teacher Physical Fitness Testing screen. The Class period, Grade, Testing Administration and Sex options can be used to limit the list of students that are displayed on the screen. The physical fitness test fields are displayed in the same order and format as the teacher s physical fitness screen. Enter the test results into the appropriate field. The Tab key can be used to move to the next field during data entry. All data is saved immediately upon entry. Physical Fitness Test Results Summary Tab The Summary (PFT) tab on the Physical Fitness Test Results form will display test results for High School students with multiple Testing Administrations from the PFT and TPS tables. Each Category that a student has passed will store a Pass flag in the TPS table (for only the category not the specific test). A check mark will display for tests passed at the top of the category in the Pass (TPS) check box. In the below example, the Pass (TPS) flag contains a check mark if the student passed the test, such as in the Body Composition test. Also, the Overall Status field at the bottom of the form is calculated from the TPS table. If a student has passed 5 out of 6 categories the Overall Status field will display Passed. If they have not passed 5 out of 6 categories the Overall Status field will display Not Passed. Session Page 13

14 Under each Category specific test data will display for each Testing Admin that contains a record in the PFT table. The Status column will display a Passed or Not Passed flag for all tests starting with SPRG11 since the Passed/Not Passed flag is now stored in the PFT table as of the 2011 school year. In years prior to SPRG11 Aeries did not store the Passed or Not Passed flags. Some records cannot be determined as to whether a specific test was passed so the Status for some categories may display Undetermined especially if there are multiple tests that can be taken in a specific category. Calculate Physical Fitness Status The Calculate Physical Fitness Status function will allow you to update the TPS table. The TPS table stores the individual Pass Flags for the 5 th, 7 th and 9 th grade Physical Fitness Tests as well as the Overall Status for these administrations. This function should only be used if the Passed/Not Passed flags have been updated either manually or through an imported file containing these flags. The Calculate Physical Fitness Status node is under School Info Functions. The program will use the Passed/Not Passed flags from the PFT table to determine which Categories have been passed and will update the TPS table accordingly. When 5 out of 6 of the categories have been passed in the current or prior Testing Administrations the Overall Status will be updated in the TPS table indicating the student no longer has to take the Physical Fitness test. Session Page 14

Test Result Reports & Letters Individual physical fitness records can be printed for a student from the Physical Fitness Test Results Details tab.

Next to each category it will indicate whether or not the test was Passed or Not Passed.

If a student does not have a Physical Fitness record, a blank report will be generated and can be used for data entry.

15 Test Result Reports & Letters Individual physical fitness records can be printed for a student from the Physical Fitness Test Results Details tab. Use the Locate option to display the student and click the mouse on the Print button. The following report will be generated. Next to each category it will indicate whether or not the test was Passed or Not Passed. It will also display an X in the Not Taken box in each category if the student did not take that part of the test. If a student does not have a Physical Fitness record, a blank report will be generated and can be used for data entry. Physical Fitness Test Results Summary by Student An individual physical fitness summary can be printed for a student from the Physical Fitness Test Results Summary tab or for all students from View All Reports. From the Summary (PFT) tab select the student and click the mouse on the Print button. The following report will be generated for ALL tests taken by the student. A checkmark next to the Category signifies the student passed that Physical Fitness Category and will print Passed, Not Passed, etc. Under each Category specific test data will print for each Testing Admin from a record in the PFT table. Session Page 15

The Test Status column will print a Passed or Not Passed flag for all tests starting with SPRG11 since the Passed/Not Passed flag is now stored in the PFT table.

Some records cannot be determined as to whether a specific test was passed so the Test Status for some categories might print Undetermined especially if there

If a student has passed 5 out of 6 categories the overall Status field will print Passed.

16 The Test Status column will print a Passed or Not Passed flag for all tests starting with SPRG11 since the Passed/Not Passed flag is now stored in the PFT table. In years prior to SPRG11 Aeries did not store the Passed or Not Passed flags. Some records cannot be determined as to whether a specific test was passed so the Test Status for some categories might print Undetermined especially if there are multiple tests that can be taken in a specific category. The overall Status at the top of the report is calculated from the TPS table. If a student has passed 5 out of 6 categories the overall Status field will print Passed. If they have not passed 5 out of 6 categories the overall Status field will print Not Passed. The overall Status can be manually changed to another value, such as Passed (Over-ride) or Requirement Met. Physical Fitness Status Summary The Physical Fitness Status Summary report will display the option form below. Session Page 16

If the option to sort the report by Teacher/Course is selected, then the form will allow you to select this report to print limited by the following fields in the Course table: PE Course Flag (CRS.

U8) The Print Physical Fitness Status Summary also has the option to tag the students and print a Status Code Legend at the end of the report.

It can be selected to print in order by Student Name, Grade, Teacher or Teacher /Course. When a student has passed the Physical Fitness test, Passed will print under the Status column.

17 If the option to sort the report by Teacher/Course is selected, then the form will allow you to select this report to print limited by the following fields in the Course table: PE Course Flag (CRS.PE) Primary Subject area codes (CRS.S1) Department Codes (CRS.DC) Course Content Group (CRS.CCG) Course Type (CRS.TY) Course User fields 1 8 (CRS.U1 CRS.U8) The Print Physical Fitness Status Summary also has the option to tag the students and print a Status Code Legend at the end of the report. The Print Physical Fitness Status Summary will generate a listing of all students physical fitness status by categories selected. It can be selected to print in order by Student Name, Grade, Teacher or Teacher /Course. When a student has passed the Physical Fitness test, Passed will print under the Status column. This is the Overall Status for all tests taken. The number of Tests Passed will also display. Each category will display if they passed or didn t pass. If a student passed the category a P (20##) will display which indicates the year the category was passed. Due to the Passed/Not Passed flags from prior years not being stored in the PFT table you might notice records where the Status indicates Passed but there are no Passed or Not Passed listed under each category. This occurs when the Test Status indicates Passed, such as below, for a prior year however none of the Passed/Not Passed flags contain any data. For example, Daniel Carnes below has passed a prior year test but the Category Passed/Not Passed flags are blank. Session Page 17

The report is run by Testing Admin and is grouped by grade level.

18 Physical Fitness Test Summary The Print Physical Fitness Test Summary will generate a school summary report. The report will print each category, test and total number of students that Passed or Not Passed. The report will also calculate out percentages and Total number of students that took the test. The report is run by Testing Admin and is grouped by grade level. Physical Fitness Test Results The Print Physical Fitness Test Results reports will display an option form that will allow you to select different options for the report to be generated. The report can be run by Student Name, Mile Run Time, Teacher/Period or Teacher/Course. The Print Physical Fitness Test Results by Student Name will generate a listing of all physical fitness test results for all students and will print in order by student name. The report will generate for ALL tests or the option is available to print only a particular Testing Admin. To run the report for a selected testing administration, click the mouse on Limit by Testing Admin. Click the mouse on the dropdown and select the Testing Admin. The following report will be generated for ALL tests taken along with a School Average of the students scores. Session Page 18

The Print Physical Fitness Test Results by Teacher will generate a report of the student s physical fitness test results and print in order by teacher.

The Physical Fitness Test Results by Teacher/Course will generate a report of students physical fitness test results and will print in order by teacher and course in a Secondary school.

The options are available to select this report to print limited by the following Course Data fields: PE Course Flag (CRS.PE) Primary Subject Area Codes (CRS.S1) Department Codes (CRS.

19 The Print Physical Fitness Test Results by Teacher will generate a report of the student s physical fitness test results and print in order by teacher. To print a report, click the mouse on Print Physical Fitness Test Results by Teacher. The following report will be generated for ALL tests taken along with a School Average of the students scores. The Physical Fitness Test Results by Teacher/Course will generate a report of students physical fitness test results and will print in order by teacher and course in a Secondary school. To print a report, click the mouse on Physical Fitness Test Results By Teacher/Course. The following options will display. The options are available to select this report to print limited by the following Course Data fields: PE Course Flag (CRS.PE) Primary Subject Area Codes (CRS.S1) Department Codes (CRS.DC) Course Content Group (CRS.CCG) Course Type (CRS.TY) Course User fields 1 8 (CRS.U1 CRS.U8) The Field Value will allow you to select the specific code value to be used for the Course field selected. The Date field will allow you to print the report for a certain term by entering a term date into the Date field. Click the mouse on the OK button and the report will be generated for the CRS Field code selected. Session Page 19

The Print Physical Fitness Test Results by Mile Run will generate a report of the student s physical fitness test results and print in order by the lowest Mile Run time to the highest.

Set Up Physical Fitness Letters and Print to Parents The Physical Fitness Letter to Parents can be found in View All Reports.

20 The Print Physical Fitness Test Results by Mile Run will generate a report of the student s physical fitness test results and print in order by the lowest Mile Run time to the highest. To print a report, click the mouse on Print Physical Fitness Test Results by Mile Run. The following print will be generated for ALL tests taken along with a School Average of the student s scores. Set Up Physical Fitness Letters and Print to Parents The Physical Fitness Letter to Parents can be found in View All Reports. After the Physical Fitness Letters to Parents is selected the following Options will display. The Current Testing Administration field will default to the current Testing Admin. To select a different Testing Admin click the mouse on the drop down and select the Testing Admin. A Grade dropdown is also available to limit the letters to a specific grade level or ALL grades. The Report Options tab will display different categories containing different activities performed and if selected will print on the Physical Fitness Letters. Any test that is grayed out and cannot be selected has not been set up in this Testing Admin on the Physical Fitness Setup form. The Report Options tab contains the following additional options: Session Page 20

21 Only Print Tests Students Took will print letters for students with only the results for specific tests the student took. If the option is selected, the categories and tests will no longer display on the Report Options screen. Print Categories Tested Outside Current Testing Admin can only be selected when Only Print Tests Student Took and Print Category is selected. This option will print all categories the student has taken in current and previous administrations Print Overall Test Status will print the students Overall Test Results of Passed or Not Passed The Print Options tab will display various options available when printing these letters and must be selected prior to printing. The Print Options tab contains the following options: Print Upper Case for both Addresses Return Address District, School or None Whether or not to include the school/district name Whether or not to include the school/district telephone Select to print for double window envelopes with option to Center Student Address Print the date on the left, center, right or no date at all Select to Print the Student s name Print letter to Contacts Preview the letters before printing Include Inactive students Add a query condition to select specific students The Letter Editor will allow the Physical Fitness Letter to display and can be updated prior to printing. Click the mouse on button for the Letter Editor at the bottom of the form and the following form will display. This form will only display the Physical Fitness letter and can only be used to change and update this letter. After the letter is complete click the mouse on the Run Report button. The following letter will be generated to parents indicating how their student performed during the Physical Fitness Testing process. Each category selected to print will display in the Category column. The Test Date, Test Name and Test Score will display. The Test Status column signifies whether or not a student has passed the Physical Fitness Category. The Overall Status will indicate whether or not a student has passed 5 out of 6 categories that will include prior tests. Session Page 21

22 Create Fitness Files Print Error Report The Print Physical Fitness Error report will generate a listing of students with various PFT errors. An option form will display that will allow you to select different errors and options when the report is generated. NOTE: The Errors printed on this report are determined by the most recent Physical Fitness Test Student Data File Layout that is provided by the State. Please review the Student Data File Layout to become familiar with the Acceptable Values setup by the State that can be entered into the fields on the Physical Fitness Test Results form in Aeries. Any value that is NOT acceptable will create an error on the Testing Vendor software and WILL BE REQUIRED to be fixed manually Session Page 22

There are warnings that have printed and the Field Value column indicates the value entered.

23 NOTE: The Show Reason Warnings (Not Tested, Incomplete Test) is now an option on the Test Error Report Form. The following example of the Print Physical Fitness Error report displays some of the possible errors and warnings that could be printed when the report is generated. There are warnings that have printed and the Field Value column indicates the value entered. The Valid Values column indicates the only State values that will be accepted in the Testing Vendors software and the Value Loaded indicates the value that will be loaded into the file. NOTE: It is crucial that ALL errors that print on this report are corrected. The Physical Fitness file CANNOT be created without these errors resolved. The warnings are only warning indicators that do not have to be corrected but should be verified. Create Fitness File for Reporting to the State The Create Fitness Files for Reporting to State is used to create the Student.txt file and is available in Aeries Client Version. When created, the Student.txt file contains student data and physical fitness test results for physical fitness reporting. Prior to creating the PFT file the Error Report must be generated and all errors MUST be corrected. The Error Report can be generated from the Create Fitness Extract form or from the Physical Fitness Testing form. If a report displays containing a list of errors they must be corrected prior to creating the PFT file. The Create button will be disabled until all errors are corrected. Session Page 23

On the Schools tab the County, District and School codes will automatically display from the LOC table. If this is a Charter School enter the school number in the Charter Sch# field.

To load the Cross Reference with the District data, click on the Load District XRF button. The Grade to update will automatically default to the proper grade.

24 On the Schools tab the County, District and School codes will automatically display from the LOC table. If this is a Charter School enter the school number in the Charter Sch# field. At the top of the form there are two tabs, the Parent Education Level and the NSLP Code. These tabs will be used to convert the data in Aeries to the CALPADS codes. To load the Cross Reference with the District data, click on the Load District XRF button. The Grade to update will automatically default to the proper grade. A message will display indicating which Testing Admin records will be extracted to the Student.txt file. Verify the Path to the Fitness Text Files is correct. If student s Reporting Home School is different than the current school these students can be skipped if the Skip Rptg Home School option is selected. The Create button will remain disabled until the Error Report is generated from this form and there are no errors. Any active student that does not have a PFT record for the Testing Admin displayed MUST have a record created. Notice below the Error indicates Student missing Physical Fitness data. If the students that display on this report did not take the test they can be mass added to the PFT table and be included in the Student.txt file. Please note that beginning with the Spring 2014 test administration the State no longer requires the Incomplete Test or Not Tested Reason reasons, however schools may want to populate this information for their own purposes. Session Page 24

To add these students, click on the Mass Add Fitness Records button.

Click the mouse on the Reason Code and then click the mouse on the OK button. The Date Input form with the Test Date will default to 04/01/20xx but a new date can be entered.

Click the mouse on the Create button to create the Student.txt file. A message will display with the number of students added to the file and the folder where the file was saved.

25 To add these students, click on the Mass Add Fitness Records button. An option form will display to select the Not Tested Reason code that will be used for ALL students that are mass added to the PFT table. Click the mouse on the Reason Code and then click the mouse on the OK button. The Date Input form with the Test Date will default to 04/01/20xx but a new date can be entered. Click the mouse on the OK button. In order to enable the Create button the Error Report must be generated. If all errors have been corrected on the Error Report the Create button will display. Click the mouse on the Create button to create the Student.txt file. A message will display with the number of students added to the file and the folder where the file was saved. The following message will display if there is an existing Student.txt file in the same location of the path selected. To save the file, click on the Yes button to create a backup of the Student.txt file. A Save in box will display and will default to the Path to Fitness Text Files and the File name will default to Student_bkup.txt. The Save in location and File names can be changed. Click on the SAVE button. Backup Fitness Text Files The Backup Fitness Text Files is utilized to make a backup copy of the Student.txt file for safekeeping. The backup will create a copy of the text file. To create the backup copy, click the mouse on the Backup Fitness Text Files option. The following Save in box will display. The Save in location will default to the Path to Fitness Text Files and the File name will default to Student_bkup.txt. The Save in location and File name can be changed. Click on the SAVE button. A message will display with the location and file names. Session Page 25

26 Import Physical Fitness Files The Import Fixed Length Files form is designed to load the results of various test files for the current year and previous years into Aeries. This form is available in Aeries Client Version and can be used by the District or School. The form may vary slightly but the procedures are the same. The School or District version can be used to import the EDS and SJCOE Physical Fitness files and can select which record layout to be used when loading the test scores. After the test scores are loaded they will be stored in a local table. Remember that when you are using a local table it is not accessible from another machine. Once the file is loaded if a new Aeries Version has been updated the data in the local table will be deleted and the file will need to be re-loaded. Once the data is loaded it will be compared to the STU table to find student matches. The match will be performed and will compare the SSID or Permanent ID from the file to the STU table. After the match is complete the Print Unmatched Records report should be generated to list unmatched students. The permanent ID, school number and student number can then be located for unmatched students and can be manually updated. When the matches between the two tables are as complete as possible the PFT table can then be updated using the Update button. NOTE: It is the Districts responsibility to verify that the match has been performed correctly prior to updating the PFT table. Differences in Physical Fitness Files There are three file layouts that are now available. One is from the SJCOE Testing Vendor and two are from the EDS Testing Vendor. The SJCOE Testing Vendor is the State testing vendor. At the current time these are the only Testing Vendor layouts for the Physical Fitness results that will be available from the Import Fixed Length File program. There are differences in the file layouts. Some Districts use Aeries to test and score their student in Physical Fitness and create their own file in the State Layout that they send to SJCOE. Other Districts have in the past used a Testing Vendor such as EDS. The testing vendor created the files for SJCOE along with their own test files that they sent to the Districts. The following will give details about the differences in these files SJCOE receives Physical Fitness files from Districts as well as from Testing Vendors that are strictly for the State. SJCOE creates a file in the Physical Fitness Test - LEA Student Scored (PFT16SJC) layout. They send this file back to the District with the same test scores they received. They calculate whether or not a student passed each category of the Physical Fitness test and the Passed/Not Passed flag is loaded into this file. This file will ONLY include students that took the test and are in grades 5, 7, or 9. The file WILL NOT include students in other grades that took the test. EDS created two files for the District. A copy of the file was created that they sent to SJCOE and was the same file layout as our "Create Fitness Extract" file. This file ONLY included test scores for students that took the test that were in grades 5, 7 or 9. The file DID NOT include students in grade 10 that took the test and DID NOT include Passed/Not Passed flags. This file is the PFT16 and ONLY the scores can be imported into Aeries from this file. EDS also created a file in the EDS Fitness 2016 Score File Layout (PFT16EDS). This file was completely different than the one created for SJCOE. EDS included the Physical Fitness test scores for all students that took the test into this file. They also calculated whether or not a student passed each category of the Physical Fitness test and the Passed/Not Passed flag was loaded. This Session Page 26

file included ALL students, not limiting to students in grades 5, 7, or 9 who took the test (i.e., also included 10 th graders and students who were absent on the test date).

The question asked was Which file should I load?. If a District used EDS it is suggested that the EDS Fitness 2016 Score File be loaded.

27 file included ALL students, not limiting to students in grades 5, 7, or 9 who took the test (i.e., also included 10 th graders and students who were absent on the test date). Some Districts were very confused with these files. A District that used EDS received 3 files and may not have been sure of the differences in these files. The question asked was Which file should I load?. If a District used EDS it is suggested that the EDS Fitness 2016 Score File be loaded. This file will contain ALL scores and Passed/Not Passed Flags for ALL students that took tests at the District. If a District created their own files and sent them to SJCOE they will only get back one file and it will only contain test scores and the Passed/Not Passed flags for grades 5, 7 and 9. These districts will already have their scores in Aeries for grade 10 but the Passed/Not Passed flag will need to be hand calculated and added to the Physical Fitness form. Import Fixed Length Files To access the Import Fixed Length Files form, click on Testing and Assessment. Click on the Import Fixed Length Files button. The Import Fixed Length Files form will display. The Import New Record Layouts button will access all record layouts available for various tests. If the record layout is not listed it is not available as of yet and must be imported. To import a record layout, click on the Import New Record Layouts button. Click on the Name of Layout drop down and a list will display of record layouts available for importing. The two import files include the PFT16EDS or the PFT16SJC layouts. Select the PFT record layout to be imported. Click on the Import button. A message will display indicating that the record layout has been added. Click on the Exit button. Once the record layout has been imported it can be selected from the Select a Record Layout to Import drop down list. Session Page 27

The location of the Physical Fitness file to be imported must now be entered in the Full Path and File Name field. To locate the file, click on the File Selection box to the right of the field.

The path and file selected will display. Click on the Load button. The form will display the information for the first student located in the local table.

The Tot Rcds in File and Tot Unmatched Rcds at the bottom of the form will display the number of records loaded into the local table.

28 The location of the Physical Fitness file to be imported must now be entered in the Full Path and File Name field. To locate the file, click on the File Selection box to the right of the field. A selection box will display to select the file. Click on the drop down at the bottom right corner to display ALL Files. When the files display Double Click the mouse on the file to be imported. The path and file selected will display. Click on the Load button. The form will display the information for the first student located in the local table. The Matched To information will display zeros in the Student# or Perm ID field for all students. The Tot Rcds in File and Tot Unmatched Rcds at the bottom of the form will display the number of records loaded into the local table. Match Test Data to STU After the test table is loaded the Match can be performed. This option will compare the local test table to the STU table. It will use the students SSID and permanent ID to locate the student in the STU table. If the student is located the student s permanent ID number and/or student number will be copied into the local test table. Click on the Match button and a message will display. Click on the Yes button. The following options will display in the order that the records will be matched. The order can be changed by hi-lighting the input field and using the up or down arrow keys on the right. Select the LN, FN, Birth Date and move it to the top. Click on the OK button. Session Page 28

When the data match has completed a message will display. This message includes the number of students that were matched. Click on the OK button.

To display only unmatched students click on the Show Unmatched Test Records Only box. The only students displayed will be students containing zeroes in the Student# or PermID field.

To locate a student in the STU table to be matched to the student displayed click on the Stu Lookup button. The following selection box will display.

29 When the data match has completed a message will display. This message includes the number of students that were matched. Click on the OK button. The Import Fixed Length File form will now display a Student # or Perm ID # for students located in the STU table. Unmatched students will display zeros in the Student# or PermID field. To display only unmatched students click on the Show Unmatched Test Records Only box. The only students displayed will be students containing zeroes in the Student# or PermID field. These students can now be manually matched. To sort students by name click on the Sort by Name Only box. The data will now display in student name order. To locate a student in the STU table to be matched to the student displayed click on the Stu Lookup button. The following selection box will display. Enter part of the student name in the text field and press Enter. If the student is located click on the student s name and then on the OK button. The Student# or Perm ID number will be loaded. Fixed Length File Reports Due to possible data errors or students no longer enrolled in the District some students may not match. Prior to running the Update function it is suggested that as many students as possible be matched. Reports are available to provide lists for research. Click on the Reports button. The following form will display with the current Record Layout being utilized at the bottom. Session Page 29

The Print Unmatched Records report can be utilized to try and locate students in the STU table for manual entry. If a student is located the student number can be logged onto the report.

A report will be generated with the students imported into the local table that currently do not have the Student ID in the table.

30 The Print Unmatched Records report can be utilized to try and locate students in the STU table for manual entry. If a student is located the student number can be logged onto the report. The correct Student ID can then be manually entered on the Import Fixed Length File form. To print a listing of unmatched records click on the Print Unmatched Records button. A report will be generated with the students imported into the local table that currently do not have the Student ID in the table. The Print Student From the Local Table report can generate a listing of all students loaded into the local table. To print a listing of students, click on the Print Student From the Local Table button. A report will be generated with all students imported. The Print Record Layout report generates a listing of the fields and their descriptions for the file being utilized. Session Page 30

Update Test Tables After the local table is matched and students have been manually updated, the data can then be loaded into the Aeries Testing tables.

Answering Yes to this option will only update the Physical Fitness Test Pass Flags, the existing fitness scores will not be updated.

31 Update Test Tables After the local table is matched and students have been manually updated, the data can then be loaded into the Aeries Testing tables. Click on the Update button and the following message will display. To update the scores into the Testing tables, click on the Yes button. An option to Only Load Pass Flags appears. Answering Yes to this option will only update the Physical Fitness Test Pass Flags, the existing fitness scores will not be updated. This will preserve any values that have been entered into Aeries including those that are above the State maximum. Answering No to this option will copy the scores from the file as well as the Pass Flags. The fitness scores in Aeries will be overwritten with the scores in the file. REMEMBER: Prior to updating the test scores it is the School or Districts responsibility to verify and match the student s correctly to ensure the scores get loaded into the correct student record. After the update is complete a message will display with total records processed, total records not matched and total new records added. Click on the OK button. Session Page 31

Grade Reporting for Secondary Schools Conference 2017

Grade Reporting for Secondary Schools Conference 2017 Conference 2017 Session Description: Explanation of timelines and procedures of the grade reporting cycle; available grade reporting options, grade input, and generating report cards and other reports.