ELEMENTARY SUMMER SCHOOL ASSESSMENT (ESSA) APPLICATION USER MANUAL

Transcription

1 ELEMENTARY SUMMER SCHOOL ASSESSMENT (ESSA) APPLICATION USER MANUAL Version 2.0, June 2015 Mike Desrochers

2 TABLE OF CONTENTS SECTION 1: ALL USERS... 2 LOGGING IN TO ESSA... 3 SAMPLE PROGRESS REPORT (CON ED)... 9 SAMPLE PROGRESS REPORT (MSIC) SECTION 2: SCHOOL STAFF SCHOOL SETTINGS ENTRY LEVEL ASSESSMENTS ENTRY LEVEL ASSESSMENT STATUS REPORTS EXIT LEVEL ASSESSMENTS EXIT LEVEL ASSESSMENT STATUS REPORTS PROGRESS REPORTS SECTION 3: CENTRAL ADMINISTRATION STAFF ADMINISTRATION REPORTS CON ED PROGRAM MAINTENANCE OVERVIEW PROGRAM MAINTENANCE ADDING A NEW CON ED PROGRAM AND PROGRAM STRAND PROGRAM MAINTENANCE EDITING AN EXISTING CON ED PROGRAM OR PROGRAM STRAND PROGRAM MAINTENANCE DELETING A CON ED PROGRAM AND/OR PROGRAM STRAND MSIC PROGRAM MAINTENANCE - OVERVIEW PROGRAM MAINTENANCE ADDING A NEW MSIC PROGRAM, PROGRAM STRAND, AND PROGRAM EXPECTATION PROGRAM MAINTENANCE EDITING AN EXISTING MSIC PROGRAM OR PROGRAM STRAND OR PROGRAM EXPECTATION PROGRAM MAINTENANCE DELETING AN MSIC PROGRAM AND/OR PROGRAM STRAND AND/OR PROGRAM EXPECTATION Version 2.0 June,

3 SECTION 1: ALL USERS This section of the ESSA User Manual applies to all users. It explains the login process; both for remote access as well as for within the TDSB network. It also provides samples of both the Continuing Education (Con Ed) and Model Schools for Inner Cities (MSIC) Progress Reports. Version 2.0 June,

4 LOGGING IN TO ESSA If you are logging in to ESSA from outside TDSB s network begin at step 1. If you are logging in from inside the TDSB s network begin at step Go to the TDSB s public website and click on Staff. 2. Click on the OK button at the bottom of the disclaimer page. Version 2.0 June,

5 3. Login to your TDSB account (i.e. your 6-digit employee number and network password) in the bottom righthalf of the screen. Version 2.0 June,

6 4. This will take you to MyTDSB. Click on TDSBWeb. 5. You will now have to login to the Staff TDSBweb site (use your 6-digit employee number and network password). Version 2.0 June,

7 6. The log in to the ESSA application is through the Teachers Toolbox. From the TDSB home page select Teachers then select Teachers Toolbox and finally click on the Elementary Summer School Assessment (ESSA) link. Version 2.0 June,

8 You will be presented with the ESSA welcome screen shown below. THE BUTTONS Home This is the default screen. You enter the ESSA Welcome screen on this page and are returned to it each time the Home button is clicked. The Alerts on this screen will keep you informed about scheduled maintenance windows affecting access to the ESSA application. Documentation clicking on this button will take you to a PDF document with links to the various help topics related to the ESSA application. The documentation is organized by user role so that you can focus on exactly what you need. Video Tutorials video tutorials walk you through common functions such as entering assessments, monitoring the status of assessment entries, and printing Progress Reports. ESSA Highlights this link will present any recent changes (e.g. enhancements, bug fixes) or additions to the ESSA application that you need to be made aware of. Support offers contacts for whom to call under different circumstances. It will also offer warnings on known problems or workarounds for different browsers or versions of browsers, etc. Version 2.0 June,

9 7. Clicking on the Login to ESSA button will take you to the ESSA Login screen as shown below. Type in your network User Name (i.e. your 6-digit employee number) and Password and either click on the Login button or hit the [Enter] key. To be able to access the ESSA application, a user must have a valid TDSB network ID and password and they must be authorized by the Trillium school system s security to access one or more schools in the ESSA application. ERROR MESSAGES Sorry login failed. User not found. The User Name entered is not a valid TDSB network ID. The user s network ID is not valid with respect to the Active Directory. UserId or password were incorrect Either the User Name entered or the Password entered, or both are invalid. You are not authorized by Trillium security to access the ESSA application. The User Name and Password entered are valid but the user is not authorized to access any schools in the ESSA application based on Trillium security. Version 2.0 June,

10 SAMPLE PROGRESS REPORT (CON ED) Version 2.0 June,

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12 SAMPLE PROGRESS REPORT (MSIC) Version 2.0 June,

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14 SECTION 2: SCHOOL STAFF This section is targeted to principals, site leads, teachers and school clerical staff. Principals and Site Leads are responsible for ensuring the School Settings are complete and correct prior to the printing of the Progress Reports. For all principals and site leads this includes establishing which date will print on the Progress Reports (last day of school vs. run date) and whether or not teacher names will be printed on the Progress Reports. For principals of Con Ed schools, it also means that the text for the School Focus and Principal s Message textboxes on the Con Ed Progress Reports contains the correct information. Please note that all of the above fields will retain the previous school year s settings unless updated and saved during the current school year. Teachers, both the default teacher of a class as well as any supporting teachers, are responsible for entering mandatory entry level assessments, all exit level assessments, all learning skills and the teacher comments sections of the Progress Reports for each student in their class(es). Principals and Site Leads can also enter any of this data for any class or student in their school. Status Reports are available during each stage of the assessment process to help monitor the completeness of the data entered. School clerical staff, Principals, and Site Leads can print the Progress Reports for any class or student in their school. Teachers, both the default teacher of a class as well as any supporting teachers, can print the Progress Reports for the classes and/or students they teach. Version 2.0 June,

15 SCHOOL SETTINGS School settings let each school control the following content on their Progress Reports: The date that will print at the bottom of page 2 next to the teachers and principals/site leads names. Whether or not teacher names will be printed in the Teacher Name field at the bottom of page 2. Whether or not a Principal s Message will be included on page 1 (Con Ed schools only). The text that will appear on the top of page 1 in the School Focus box (Con Ed schools only). Version 2.0 June,

16 If it is not already active, click on the Admin tab, and then click on the School Settings tab. You will be presented with a screen similar to the one shown below. Note that MSIC schools will not see the School Focus or Principal s Message text boxes as these only apply to Con Ed schools. Based on your user role, the system will determine which department you work for (i.e. Con Ed or MSIC) and whether you are a principal, vice principal, or central admin staff. For users with access to both Con Ed and MSIC schools, the system will default to Con Ed. To select an MSIC school click on the MSIC radio button and then find the desired school in the School dropdown list. The screen will display the school settings for the school selected or, if no school has yet been selected, it will display the settings for the school whose name comes alphabetically first in the active elementary summer schools for the department selected. Version 2.0 June,

17 By default the first school name, in alphabetical order, will be selected. If you have access to more than one school and this is not the school you wish to work with, select another school from the School dropdown list. Print Date for Progress Reports This setting controls which date will print on page 2 of the Progress Reports for the school selected. By default it will be set to Last Day of School. The system displays, in brackets, the last day classes will run for the school selected. This date is extracted from the Trillium school system. If it is incorrect, it will have to be corrected in Trillium before it will appear correctly in ESSA. Changing this setting to Run Date will result in the date that the Progress Reports are actually generated being printed on page 2 of the Progress Reports for the school selected. To select the setting you want, click on the radio button to its left. A black dot indicates the setting that is currently active. Click on the Save button at the bottom of the screen to save your selection to the database. To view the effect these options have on the Progress Reports, please refer to the examples on the next page. Print Teacher Names This setting controls whether or not teacher names will print on page 2 of the Progress Reports for the school selected. By default it will be set to Yes which will result in the teachers names being printed on the Progress Reports. Where a class has more than one teacher assigned to it, the default teacher s name will be printed. Changing this setting to No will result in the teachers names not being printed on the Progress Reports ---- the Teacher s Name field will be left blank requiring the teachers in the school to both print and sign their names on the Progress Report for each of their students. To select the setting you want, click on the radio button to its left. A black dot indicates the setting that is currently active. Click on the Save button at the bottom of the screen to save your selection to the database. To view the effect these options have on the Progress Reports, please refer to the examples on the next page. Version 2.0 June,

18 Assuming the current date is 22-JUN-2015 and the last day of school is 24-JUL-2015, the following examples illustrate how the above settings affect the Progress Reports: Con Ed 1. Print Date for Progress Reports = Last Day of School and Print Teacher Names = Yes 2. Print Date for Progress Reports = Run Date and Print Teacher Names = No MSIC 1. Print Date for Progress Reports = Last Day of School and Print Teacher Names = Yes 2. Print Date for Progress Reports = Run Date and Print Teacher Names = No Version 2.0 June,

19 School Focus (Con Ed only) Enter the text for the School Focus in the text box. If a school focus already exists, simply edit the text you want to change. Counters just below the text box show how many characters you have used and how many are still available before you reach the maximum allowed. Once you are happy with the text displayed, click on the Save button. To discard your changes, click on the Cancel button which will return the School Focus text to the way it was before you had entered/edited anything. The school focus text will print near the top for page 1 on the Progress Reports. If no text is entered here, the space reserved for the text will still be used and the School Focus heading will still be printed. Principal s Message (Con Ed only) Enter the text for the Principal s Message in the text box. If a principal s message already exists, simply edit the text you want to change. Counters just below the text box show how many characters you have used and how many are still available before you reach the maximum allowed. Once you are happy with the text displayed, click on the Save button. To discard your changes, click on the Cancel button which will return the Principal s Message text to the way it was before you had entered/edited anything. The Principal s Message text will print immediately above the legend for the Achievement Level and Expectations section on page 1 on the Progress Reports. If no text is entered here, the space reserved for the text will not be used and the Principal s Message heading will not be printed. The following examples illustrate the effects of entering text into the School Focus and Principal s Message text boxes or leaving them blank and how each affects the appearance of the Progress Reports. Version 2.0 June,

20 The School Focus text box with non-blank text results in both the School Focus heading and textbox appearing on the Progress Report. The Principal s Message textbox with non-blank text results in both the Principal s Message heading and textbox appearing on the Progress Report. Version 2.0 June,

21 The School Focus text box with no text results in both the School Focus heading and a blank textbox appearing on the Progress Report. The Principal s Message textbox with no text results in both the Principal s Message heading and textbox not appearing on the Progress Report. Version 2.0 June,

22 ENTRY LEVEL ASSESSMENTS By default, upon logging into the ESSA application, teachers, vice principals, principals, and site leads will be placed in the Assessments screen. Your name, school name, and the school year will all be displayed in the upper right-hand corner of the screen. None of these fields can be changed unless you have access to more than one school in which case a different school can be selected from the school dropdown list. Teachers, both the default teacher as well as any supporting teachers, can enter entry level assessment data for students in their class(es). Principals, Vice Principals, and Site Leads can enter entry level assessment data for any student in their school. Central Admin staff can enter entry level assessment data for any student in any of the schools in their department (Con Ed or MSIC). To enter Entry Level Assessments, there are two choices which are controlled by the radio buttons near the top of the Assessments screen. By default, Entry Level By Student will be selected. If you prefer to use the Entry Level By Program screen, click on the radio button immediately to the left of this option. Version 2.0 June,

23 The Entry Level By Student screen places the focus on a single student s programs/strands. The Entry Level By Program screen places the focus on a single program/strand. Version 2.0 June,

24 To enter an assessment, simply click on the down arrow next to the Assessment dropdown box beside the student or program you want to assess, scroll down to the assessment you want to assign and click on it. To remove an assessment, select -- unassessed --. If you have access to more than one class, you can select a different class from the Teacher/Class dropdown list. This will refresh the Student dropdown list in the Entry Level By Student screen with the students in the new class selected or it will refresh the Programs in the Program dropdown list in the Entry By Programs screen. The Student Status radio button lets you choose which group of students you want to work with in the current screen. You can choose to work with only your Active students (the default), only with your Inactive students, or with All of your students (i.e. both Active and Inactive ). The Program Type dropdown list lets you select which Program/Strands you want to work with in the current screen. The default is Mandatory which will filter on only those programs/strands that your central administration department has decided require a mandatory Entry Level Assessment. For the most part this includes all Literacy and Numeracy Programs/Strands. For those wishing to provide Entry Level Assessments for Programs/Strands not deemed mandatory, you can select either Optional or All. Optional will include only Programs/Strands that do not require a mandatory Entry Level Assessment while All will include all Program/Strands regardless of their Entry Level Assessment requirements. THE SCREEN BUTTONS The Save button will immediately save any new/changed data currently displayed on the screen to the database. The focus will remain on the current student ( Entry Level By Student screen) or the current Program ( Entry Level By Program screen). The Save and Next button will immediately save any new/changed data currently displayed on the screen to the database. The focus will change to the next student in the Student dropdown list ( Entry Level By Student screen) or to the next Program in the Program dropdown list ( Entry Level By Program screen). This button is disabled when the last student or program in the list is displayed. The Cancel button refreshes the screen with the original contents of the current student s data ( Entry Level By Student screen) or the current Program assessments ( Entry Level By Program Version 2.0 June,

25 screen). Any changes that were made on the screen prior to clicking on the Cancel button are not saved to the database. NOTE: The data currently displayed on the screen will be implicitly saved if the user changes the display using something other than the above buttons --- this would include making a selection from a dropdown list, selecting another tab, running the Assessment Status Report, etc. Version 2.0 June,

26 ENTRY LEVEL ASSESSMENT STATUS REPORTS The Entry Level Assessment Status Report can be run at any time from either the Entry Level By Student or the Entry Level By Program assessment screens by clicking on the Assessment Status Report link. For teachers, this report will provide an overview of the status of the mandatory entry level assessments for all of their classes whether they are the default teacher or the support teacher. For Principals, Vice Principals, Site Leads, and Central Admin staff, this report will provide an overview of the status of the mandatory entry level assessments for all of the Teacher/Classes in the school currently selected. For classes with multiple teachers assigned, the Teacher/Class will be listed only once under the default teacher s name. Total Students in Class - the total students enrolled in each class (note that this count will include active as well as inactive students). Students Assessed the total number of students in the class that have received a valid entry level assessment in all of their mandatory entry programs/strands. Mandatory Entry Assessments Unfinished the total number of students who do not yet have a valid entry level assessment in all of their mandatory entry programs/strands. A student must have Version 2.0 June,

27 received a valid entry level assessment in all of their mandatory entry programs/strands in order to be considered finished. In order to focus in on the students that still require mandatory entry level assessments, click on the Teacher/Class name in the Class Assessment Status Report (Entry Level) that you want more information on. This will take you to the Student Assessment Status Report (Entry Level) where all students in the class selected will be listed together with their assessment status (a check mark indicates all mandatory entry level assessments for that student are finished while an X indicates one or more mandatory entry level assessments for the student are unfinished. Version 2.0 June,

28 EXIT LEVEL ASSESSMENTS By default, upon logging into the ESSA application, teachers, vice principals, principals, and site leads will be placed in the Assessments screen. Your name, school name, and the school year will all be displayed in the upper right-hand corner of the screen. None of these fields can be changed unless you have access to more than one school in which case a different school can be selected from the school dropdown list. Teachers, both the default teacher and any supporting teachers, can enter exit level assessment data for students in their class(es). Principals, Vice Principals, and Site Leads can enter exit level assessment data for any student in their school. Central Admin staff can enter exit level assessment data for any student in any of the schools in their department (Con Ed or MSIC). To enter Exit Level Assessments, there are two choices which are controlled by the radio buttons near the top of the Assessments screen. Both the Exit Level By Program and the Exit Level By Student / Progress Report screens allow the user to enter both entry level and exit level assessments for all of the Programs a student took in the Class selected. The Exit Level By Student / Progress Report screen allows the additional access to the Learning Skills and Teacher Comments sections of the Progress Report. Version 2.0 June,

29 Both the Exit Level By Program and the Exit Level By Student / Progress Report assessment screens focus on a single student at a time. On either of these screens both Entry and Exit Level assessments can be entered for all programs/strands that the student is taking in the Teacher/Class selected. To enter an assessment, simply click on the down arrow next to the Entry Level Assessment dropdown box or the Exit Level Assessment dropdown box beside the program you want to assess, scroll down to the assessment you want to assign and click on it. To remove an assessment, select -- unassessed --. If you have access to more than one class, you can select a different class from the Teacher/Class dropdown list. This will refresh the Student dropdown list in the Exit Level By Program or the Exit Level By Student / Progress Report screen with the students in the new class selected. Version 2.0 June,

30 The Student Status radio button lets you choose which group of students you want to work with in the current screen. You can choose to work with only your Active students (the default), only with your Inactive students, or with All of your students (i.e. both Active and Inactive ). Like the Exit Level By Program screen, he Exit Level By Student / Progress Report screen also allows for both Entry and Exit Level assessments to be entered for all programs/strands that the student is taking in the Teacher/Class selected but it also allows the user to enter a student s Learning Skills and Teacher Comments as well as to Preview their Progress Report. Version 2.0 June,

31 LEARNING SKILLS To enter a Learning Skill mark, click on the down arrow next to the dropdown box beside the Learning Skill you want to mark, scroll down to the desired mark and click on it. To remove a mark, select ---. TEACHER COMMENTS To enter Teacher Comments, type the desired text in the text box. If comments have been entered previously, simply edit the text you want to change. A counter shows how many characters you have used and how many are still available before you reach the maximum allowed. THE SCREEN BUTTONS The Save button will immediately save any new/changed data currently displayed on the screen to the database. The focus will remain on the current student. The Save and Next button will immediately save any new/changed data currently displayed on the screen to the database. The focus will change to the next student in the Student dropdown list. This button is disabled when the last student in the list is displayed on the screen. The Cancel button refreshes the screen with the original contents of the current student s data. Any changes that were made on the screen prior to clicking on the Cancel button are not saved to the database. The Preview button, available only on the Exit Level By Student / Progress Report screen, will open a new window with the Progress Report for the current student displayed. You can view, print or save the Progress Report displayed. NOTE: The data currently displayed on the screen will be implicitly saved if the user changes the display using something other than the above buttons --- this would include making a selection from a dropdown list, selecting another tab, running the Assessment Status Report, etc. Version 2.0 June,

32 EXIT LEVEL ASSESSMENT STATUS REPORTS The Exit Level Assessment Status Report can be run at any time from either the Exit Level By Program or the Exit Level By Student / Progress Report Assessment screens by clicking on the Assessment Status Report link. This report is also available in Reports tab by clicking on the Current Assessment Status Report link. For teachers, the report will provide an overview of the exit level status of all their classes in the school currently selected whether they are the default teacher or the support teacher. For Principals, Vice Principals, Site Leads, and Central Admin staff, the report will provide an overview of the exit level status of all the Teacher/Classes in the school currently selected. For classes with multiple teachers assigned, the Teacher/Class will be listed only once under the default teacher s name. Version 2.0 June,

33 Total Students in Class - the total students enrolled in each class (note that this count will include active as well as inactive students) Mandatory Entry Assessments Unfinished the total number of students who do not yet have a valid entry level assessment in all of their mandatory entry programs/strands. A student must have received a valid entry level assessment in all of their mandatory entry programs/strands in order to be considered finished. Exit Assessments Unfinished - the total number of students who do not yet have a valid exit level assessment in all of their programs/strands. Exit level assessments are considered mandatory for all programs/strands therefore a student must have received a valid exit level assessment in all of their programs/strands in order to be considered finished otherwise he/she will be counted here. Learning Skills Unfinished - counts the number of students in the selected class who have not been assigned a mark in all six of their learning skills. No Teacher Comments - counts those students in the class selected who have not yet received a non-blank Teacher Comment. In order to focus in on the students that still require exit level assessments (including mandatory entry assessments, learning skills and teacher comments), click on the Teacher/Class in the Class Assessment Status Report (Exit Level) that you want more information on. This will take you to the Student Assessment Status Report (Exit Level) where all students in the class selected will be listed together with their status in each category (a check mark indicates all required assessments/marks/comments for the student are finished while an X indicates one or more required assessments/marks/comments are unfinished). Version 2.0 June,

34 PROGRESS REPORTS Progress Reports are accessed by clicking on the Reports tab. Progress Reports can be produced for an individual student, for a group of students, for an entire class of students, for many classes of students, or for all classes or all students in a school. From the Selection Criteria dropdown list, select either Class or Student. If you select Class, a list of Teacher/Classes that you have access to will appear in the Available box. If you select Student, a list of students that you have access to will appear in the Available box. The Student Status radio button lets you choose which students you will produce Progress Reports for. You can choose to work with only your Active students (the default), only with your Inactive students, or with All of your students (i.e. both Active and Inactive ). Teachers, whether a default teacher or a support teacher, will see only the classes or students they have been assigned to in the school selected. Principals, Site Leads, Vice Principals, and Central Admin staff will see all Teacher/Classes or students in the school selected. Classes or Students are selected in the Available list by clicking on them ([Ctrl]-click and [Shift]-click can be used to select multiple non-sequential entries or multiple sequential entries respectively). Once selected in the Available list, the selected entries can be moved to the Selected box using the arrows between the two boxes. At any time, everything in the Available box can be moved to the Selected box by using All >>. Similarly, everything in the Selected box can be moved back to the Available box by using All <<. Once selected, items in the Selected list can be ordered by selecting them and then using the up and down arrows to place them in the sequence desired. Version 2.0 June,

35 Once all selections have been made, click on the Generate Report button. A new window will open initially displaying some runtime statistics. This will be followed by the Progress Reports for the classes or students selected. The reports are in PDF format so they can be viewed, printed, saved, etc. Version 2.0 June,

36 SECTION 3: CENTRAL ADMINISTRATION STAFF Central Administration staff consists of the following three distinct groups: 1. Central Con Ed staff can perform maintenance on Con Ed Programs as well as run the Administration reports for any active Con Ed summer school. They can also print Progress Reports, enter assessments, learning skill marks, and teacher comments for any teacher/class or student in any active Con Ed summer school. 2. Central MSIC staff can perform maintenance on MSIC Programs as well as run the Administration reports for any active MSIC summer school. They can also print Progress Reports, enter assessments, learning skill marks, and teacher comments for any teacher/class or student in any active MSIC summer school. 3. Central SIS staff can perform maintenance on both Con Ed and MSIC Programs as well as run the Administration reports for any active summer school. They can also print Progress Reports, enter assessments, learning skill marks, and teacher comments for any teacher/class or student in any active summer school. Version 2.0 June,

37 ADMINISTRATION REPORTS There are several admin reports which will allow the central Con Ed and MSIC departments to audit the all-important interface between the Trillium Class Descriptions and the ESSA Program Abbreviations and also to monitor the status of their assessments (Entry Level and Exit Level). These reports can be found by clicking on the Admin tab and then on the Admin Reports tab. 1. ESSA TRILLIUM CLASS DESCRIPTION VERIFICATION REPORT To run this report, click on the report name. Based on your user role, the system will determine if the report should be run for Con Ed schools or for MSIC schools. For users with access to both, the system will default to Con Ed schools. Upon entry to the report, you will see the results for All schools in your department. The report will list any schools that have invalid program abbreviations in alphabetical order. Each line will display the Trillium Class Code and Trillium Class Description where an Invalid Program Abbreviation has been found. With this information, the invalid abbreviation can be corrected either in Trillium or in ESSA --- wherever it is deemed necessary. To run the report for a specific school only, select the school from the School dropdown list. The screen will refresh with the report for the selected school. To exit the report, click on the Close button and you will be returned to the Admin Report List shown above. Version 2.0 June,

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39 2. ESSA ENTRY LEVEL MANDATORY PROGRAM ASSESSMENT STATUS To run this report, click on the report name. Based on your user role, the system will determine if the report should be run for a Con Ed school or for an MSIC school. For users with access to both, the system will default to a Con Ed school. The report will run for the last school you selected or, if no school has yet been selected, it will run for the school whose name comes alphabetically first in the department determined above. For classes with multiple teachers assigned, only the default teacher will be listed under the Teacher/Class. Total Students in Class - the total students enrolled in each class (note that this count will include active as well as inactive students) Students Assessed the total number of students in the class that have received a valid entry level assessment in all of their mandatory entry programs/strands. Mandatory Entry Assessments Unfinished the total number of students who do not yet have a valid entry level assessment in all of their mandatory entry programs/strands. A student must have received a valid entry level assessment in all of their mandatory entry programs/strands in order to be considered finished. To run the report for another school, select the school from the School dropdown list. The screen will refresh with the report for the selected school. To exit the report, click on the Close button and you will be returned to the Admin Report List. Version 2.0 June,

40 3. ESSA EXIT LEVEL ASSESSMENT STATUS To run this report, click on the report name. Based on your user role, the system will determine if the report should be run for a Con Ed school or for an MSIC school. For users with access to both, the system will default to a Con Ed school. The report will run for the last school you selected or, if no school has yet been selected, it will run for the school whose name comes alphabetically first in the department determined above.. For classes with multiple teachers assigned, only the default teacher will be listed under the Teacher/Class. Total Students in Class - the total students enrolled in each class (note that this count will include active as well as inactive students). Mandatory Entry Assessments Unfinished the total number of students who do not yet have a valid entry level assessment in all of their mandatory entry programs/strands. A student must have received a valid entry level assessment in all of their mandatory entry programs/strands in order to be considered finished. Exit Assessments Unfinished - the total number of students who do not yet have a valid exit level assessment in all of their programs/strands. Exit level assessments are considered mandatory for all programs/strands therefore a student must have received a valid exit level assessment in all of their programs/strands in order to be considered finished otherwise they will be counted here. Learning Skills Unfinished - counts the number of students in the selected class who have not been assigned a mark in all six of their learning skills. No Teacher Comments - counts those students in the class selected who have not yet received a non-blank Teacher Comment. Version 2.0 June,

41 CON ED PROGRAM MAINTENANCE OVERVIEW Con Ed Programs and Program Strands The Con Ed elementary summer programs are organized into Programs and Program Strands. Programs consist of one or more Strands --- each program must have at least one Strand. If a Program is inactive then all of its Strands will also be considered to be inactive even though they may still be marked as active at the Strand level. Also, if a Program is set up to require a Mandatory Entry Level Assessment, then all of its active Strands are assumed to require a Mandatory Entry Level Assessment. Assessments are recorded at the Strand level so an active Program that has 3 active Strands will require 3 assessments --- one for each Strand. The Strand Name --- not the Program Name --- is what prints on the Progress Reports. Each Con Ed Program has a unique Abbreviation which is from 1 5 characters in length. It is this Abbreviation that is used to match to the abbreviations used in the Trillium Class Descriptions field. Version 2.0 June,

42 PROGRAM MAINTENANCE ADDING A NEW CON ED PROGRAM AND PROGRAM STRAND There are two parts to adding a new Con Ed Program. You must first add the Program and then, because every Program must have at least one Program Strand, you must then add a Program Strand to the new Program. If it is not already active, click on the Admin tab, and then click on the Programs tab. You will be presented with a list of Programs offered by the Con Ed department (the Con Ed radio button will be on ). The screen should look something like this: Version 2.0 June,

43 To add a new program, click on the Add Program button. The Add Program pop-up window will appear. Enter a valid Program Abbreviation. The abbreviation can be from 1 5 characters in length and it must be unique (i.e. no other Con Ed Program can have the same abbreviation). To help avoid assigning a non-unique abbreviation, a list of the abbreviations already in use appears below this field. It is important to remember that it is the Program Abbreviations that are used in the Trillium Class Descriptions in order to match a student`s class to the summer school programs that they will be assessed in for that class. Enter the Program Name. By default, the Is Active checkbox will be checked making the new program active and available for immediate use. If the program mandates that an entry level assessment must occur, click on the Is Mandatory Entry checkbox to turn it on. If an entry level assessment is optional for this program, leave the checkbox blank. Usually only programs related to Literacy and/or Numeracy have mandatory entry level assessments. All Strands for this Program will inherit this setting. By default, the new program is assigned a Sort Order +10 greater than the last program added. The sort order determines the order in which the programs will be listed on the Progress Report --- the lowest number printing first. If the default sort order does not place the program in the correct order, simply change the number to order it correctly. Below is a sample screen showing the addition of a new Environment program. It has ENV as an abbreviation, is currently active, and entry level assessments are optional for this program. The default sort order is accepted. Version 2.0 June,

44 Once you are satisfied that the data entered is correct, click on the Save button. You will be returned to the list of Programs of Con Ed list where the new program should now appear in the order determined. Clicking on the Cancel button will also return you to the list of Programs of Con Ed but will result in the cancellation of the addition of the new program Version 2.0 June,

45 Adding a Program Strand (Con Ed) You now need to add a Program Strand to the new Program. To do this, simply click on the icon in the Strand column of the new Program. The screen will expand to display the Strands section as shown below. To add a new Program Strand, click on the Add Strand button. The Add Strand pop-up window will appear. Version 2.0 June,

46 Enter the Strand Name. In most cases the Strand Name will be the same as the Program Name. It is important to remember that it is actually the Strand Name that will print on the Progress Reports --- not the Program Name. By default, the Is Active checkbox will be checked making the new strand active and available for immediate use. By default, the new strand is assigned a Sort Order +10 greater than the last strand added. The sort order determines the order in which the active strands will be listed on the Progress Report within the related Program --- the lowest number printing first. If the default sort order does not place the strand in the correct order, simply change the number to order it correctly. Below is a sample screen showing the addition of a new Environment program strand. It has been assigned the same name, Environment, as the Program. Version 2.0 June,

47 Once you are satisfied that the data entered is correct, click on the Save button. You will be returned to the Programs list where the new Program Strand should now appear. Clicking on the Cancel button will also return you to the Programs list but will result in the cancellation of the addition of the new program strand. As a result of the above additions, any students enrolled in Trillium in a Con Ed summer school Class where the Class Description contains the abbreviation ENV will now be assessed in the summer program Environment which will print on that student`s Progress Report. Version 2.0 June,

48 PROGRAM MAINTENANCE EDITING AN EXISTING CON ED PROGRAM OR PROGRAM STRAND Editing a Program (Con Ed) If it is not already active, click on the Admin tab, and then click on the Programs tab. You will be presented with a list of Programs offered by the Con Ed department (the Con Ed radio button will be on ). The screen should look something like this: To edit a Con Ed Program, click on the edit icon Program pop-up window will appear. beside the Program you want to change. The Edit Version 2.0 June,

49 Abbreviation - You can change the program s abbreviation by typing over the current value. The new value must be from 1 5 characters in length and it must be unique (i.e. no other Con Ed Program can have the same abbreviation). To help avoid assigning a non-unique abbreviation, a list of the abbreviations already in use appears below this field. It is important to remember that it is the Program Abbreviations that are used in the Trillium Class Descriptions in order to match a student`s class to the summer school programs that they will be assessed in for that class. Whenever a program s Abbreviation is changed, it is strongly recommended that the Admin Report ESSA Trillium Class Description Verification Report be run immediately to ensure that no student programs have been orphaned by the change (i.e. they still exist in Trillium Class Descriptions but no longer in the ESSA Programs table). You can change the Program Name by typing over the current value. You can make an active program inactive by unchecking (i.e. blanking out) the Is Active checkbox. You can make an inactive program active by turning on (i.e. checking) the Is Active checkbox. When a program is inactive so are all of its program strands regardless of the value the Is Active checkbox has at the strand level. Inactive programs will still appear on the Programs screen but will not be appear on the assessment screens, Progress Reports, Assessment Status Reports, etc. The ESSA Trillium Class Description Verification Report will report as an error any Trillium Class Description using the abbreviation of an inactive Program. To make a Program and all of its active strands require a Mandatory entry level assessment, turn the Is Mandatory Entry checkbox on (i.e. make sure that it is checked). To make an entry level assessment optional for this program and all of its active strands, turn the Is Mandatory Entry checkbox off (i.e. make sure that it is blank). Usually only programs related to Literacy and/or Numeracy have mandatory entry level assessments. All active Strands for this Program will inherit this setting. The sequence in which the Con Ed Programs appear on the Programs screen is in Sort Order sequence. If programs are not sequenced properly, you may have to edit the Sort Order field on one or more Programs to arrive at the desired order. Inactive Programs need not be considered as they will not appear on the Progress Reports regardless of the value of their Sort Order field. To change the Sort Order of a Program, simply change the number to order it correctly. Version 2.0 June,

50 Below is a sample screen showing the following changes made to the Environment program. It has a new Abbreviation ENVA a new Program Name Environmental Awareness it is still Active, it does not require a mandatory entry level assessment, and it will now sort prior to the Program ESL because it has a new Sort Order 65. NOTE: Other than perhaps the status (Active/Inactive), changes made to a Program do not affect the related Program Strands. The new Program name Environmental Awareness will still have a strand named Environment. Version 2.0 June,

51 Editing a Program Strand (Con Ed) To edit a Program Strand, first click on the icon in the Strand column of the Program for the strand you want to edit. The screen will expand to display the Strands section as shown below. Click on the edit icon appear: beside the strand you want to edit. The Edit Strand pop-up window will Version 2.0 June,

52 You can change the Strand Name by typing over the current value. You can make an active program strand inactive by unchecking (i.e. blanking out) the Is Active checkbox. You can make an inactive program strand active by turning on (i.e. checking) the Is Active checkbox. When a program strand is made inactive it will not appear on the Progress Reports, the Assessments screens, Assessment Status Reports, etc. NOTE: A program Strand is Active only if the related Program is Active. If the related Program is Inactive then all of its strands are considered to be Inactive regardless of the setting of this field. The sequence in which the Con Ed Program Strands appear on the Programs screen is in Sort Order sequence. If program strands are not sequenced properly, you may have to edit the Sort Order field on one or more Program Strands to arrive at the desired order. Inactive Program Strands need not be considered as they will not appear on the Progress Reports regardless of the value of their Sort Order field. To change the Sort Order of a Program Strand, simply change the number to order it correctly. Below is a sample screen showing the following changes made to the Environmental Awareness program strand. It has a new a new Strand Name Environmental Awareness, it is still Active, and Sort Order was not changed. Version 2.0 June,

53 Once you are satisfied that the data entered is correct, click on the Save button. You will be returned to the Programs list where the changes made to the Program Strand should now appear. Clicking on the Cancel button will also return you to the Programs list but will result in the cancellation of any changes made to the new program strand. Version 2.0 June,

54 PROGRAM MAINTENANCE DELETING A CON ED PROGRAM AND/OR PROGRAM STRAND There is currently no facility for physically deleting Con Ed Programs or Program Strands. The only facility for removing them from Assessment screens, Assessment Status reports, and Progress Reports is to Inactivate the unwanted strand(s) or, to have all program strands ignored, simply Inactivate the related Program. Instructions for inactivating Programs and Program Strands can be found under PROGRAM MAINTENANCE (CON ED) EDITING AN EXISTING CON ED PROGRAM OR PROGRAM STRAND. Version 2.0 June,

55 MSIC PROGRAM MAINTENANCE - OVERVIEW MSIC Programs, Program Strands, and Program Expectations The MSIC elementary summer programs are organized into Programs, Program Strands, and Program Expectations. Programs consist of one or more Strands --- each program must have at least one Program Strand. Program Strands consist of 0 or more Program Expectations. If a Program is inactive then all of its Strands and Expectations will also be considered inactive even though they may still be marked active at the Strand and/or Expectation levels. Also, if a Program is set up to require a Mandatory Entry Level Assessment, then all of its active Strands are assumed to require a Mandatory Entry Level Assessment. Assessments are recorded at the Strand level so an active Program that has 3 active Strands will require 3 assessments --- one for each Strand. The Strand Name --- not the Program Name --- is what prints on the Progress Reports. Program Expectations, if they exist, print below the related Program Strand on the Progress Reports. Each MSIC Program has a unique Abbreviation which is from 1 5 characters in length. It is this Abbreviation that is used to match to the abbreviations used in the Trillium Class Descriptions field. Version 2.0 June,

56 PROGRAM MAINTENANCE ADDING A NEW MSIC PROGRAM, PROGRAM STRAND, AND PROGRAM EXPECTATION There are three parts to adding a new MSIC Program. You must first add the Program and then, because every Program must have at least one Program Strand, you must then add a Program Strand to the new Program. Program Strands are where the assessment marks are assigned. And finally, to each Program Strand, you can optionally add Program Expectations If it is not already active, click on the Admin tab, and then click on the Programs tab. You will be presented with a list of Programs offered by the MSIC department (the MSIC radio button will be on ). The screen should look something like this: To add a new program, click on the Add Program button. The Add Program pop-up window will appear. Version 2.0 June,

57 Enter the Program Abbreviation. The abbreviation can be from 1 5 characters in length and it must be unique (i.e. no other MSIC Program can have the same abbreviation). To help avoid assigning a non-unique abbreviation, a list of the abbreviations already in use appears below the field. It is important to remember that it is the Program Abbreviations that are used in the Trillium Class Descriptions in order to match a student`s class to the summer school programs that they will be assessed in for that class. Enter the Program Name. By default, the Is Active checkbox will be checked making the new program active and available for immediate use. Usually only programs related to Literacy and/or Numeracy have mandatory entry level assessments. Since these are the only programs that MSIC summer schools currently offer, the Is Mandatory Entry checkbox is on by default meaning that all active Program Strands for this Program will require teachers to provide an entry level assessment for every student enrolled in a Trillium Class where the Class Description contains this Program s Abbreviation. By default, the new program is assigned a Sort Order +10 greater than the last program added. The sort order determines the order in which the active programs will be listed on the Progress Report --- the lowest number printing first. If the default sort order does not place the program in the correct order, simply change the number to order it correctly. Below is a sample screen showing the addition of a new Numeracy (CODE) program. It has NUMC as an abbreviation, is currently active, and entry level assessments are mandatory for this program. The default sort order is accepted. Version 2.0 June,

58 Once you are satisfied that the data entered is correct, click on the Save button. You will be returned to the Programs list where the new program should now appear in the order determined. Clicking on the Cancel button will also return you to the Programs list but will result in the cancellation of any changes made to the new program. Version 2.0 June,

59 Adding a Program Strand (MSIC) You now need to add a Program Strand to the new Program. To do this, simply click on the icon in the Strand column of the new Program. The screen will expand to display the Strands section as shown below. To add a new Program Strand, click on the Add Strand button. The Add Strand pop-up window will appear. Enter the Strand Name. In most cases the Strand Name will be the same as the Program Name. It is important to remember that it is actually the Strand Name that will print on the Progress Reports. In Version 2.0 June,

60 this case we will use Numeracy as the strand name as there is no need to distinguish CODE Numeracy from MSIC Numeracy on the Progress Reports. By default, the Is Active checkbox will be checked making the new strand active and available for immediate use. By default, the new strand is assigned a Sort Order +10 greater than the last strand added. The sort order determines the order in which the strands will be listed on the Progress Report within the related Program --- the lowest number printing first. If the default sort order does not place the strand in the correct order, simply change the number to order it correctly. Below is a sample screen showing the addition of a new Numeracy (CODE) program strand. It has been assigned the name, Numeracy as the Strand Name. Version 2.0 June,

61 Once you are satisfied that the data entered is correct, click on the Save button. You will be returned to the Programs screen where the new Program Strand should now appear. Clicking on the Cancel button will also return you to the Programs screen but will result in the cancellation of any changes made to the new program strand. As a result of the above additions, any students enrolled in Trillium in an MSIC summer school Class where the Class Description contains the abbreviation NUMC will now be assessed in all of the strands associated with the summer program Numeracy (CODE) --- in this case the strand Numeracy --- which will print on that student`s Progress Report. Version 2.0 June,

62 Adding a Program Expectation (MSIC) To add a Program Expectation to the new Program Strand click on the icon in the Expectation column of the new Program Strand. The screen will expand to display the Expectations section as shown below. To add a new Program Expectation, click on the Add Expectation button. The Add Expectation popup window will appear. Version 2.0 June,

63 Enter the text for the new Program Expectation. By default, the Is Active checkbox will be checked making the new Expectation active and available for immediate use. By default, the new Expectation is assigned a Sort Order +10 greater than the last Expectation added for this Program Strand. The sort order determines the order in which the Expectation will be printed on the Progress Report within the related Program Strand --- the lowest number printing first. If the default sort order does not place the Expectation in the correct order, simply change the number to order it correctly. Below is a sample screen showing the addition of a new Numeracy Expectation. Version 2.0 June,

64 Once you are satisfied that the data entered is correct, click on the Save button. You will be returned to the Programs screen where the new Program Expectation should now appear. Clicking on the Cancel button will also return you to the Programs screen but will result in the cancellation of any changes made to the new Program Expectation. Version 2.0 June,

65 PROGRAM MAINTENANCE EDITING AN EXISTING MSIC PROGRAM OR PROGRAM STRAND OR PROGRAM EXPECTATION Editing a Program (MSIC) If it not already active, click on the Admin tab, and then click on the Programs tab. You will be presented with a list of Programs offered by the MSIC department (the MSIC radio button will be on ). The screen should look something like this: To edit an MSIC Program, click on the edit icon Program pop-up window will appear. beside the Program you want to change. The Edit Version 2.0 June,

66 Abbreviation - You can change the program s abbreviation by typing over the current value. The new value must be from 1 5 characters in length and it must be unique (i.e. no other MSIC Program can have the same abbreviation). To help avoid assigning a non-unique abbreviation, a list of the abbreviations already in use appears below this field. It is important to remember that it is the Program Abbreviations that are used in the Trillium Class Descriptions in order to match a student`s class to the summer school programs that they will be assessed in for that class. Whenever a program s Abbreviation is changed, it is strongly recommended that the Admin Report ESSA Trillium Class Description Verification Report be run immediately to ensure that no student programs have been orphaned by the change (i.e. they still exist in Trillium Class Descriptions but no longer in the ESSA Programs table). You can change the Program Name by typing over the current value. You can make an active program inactive by unchecking (i.e. blanking out) the Is Active checkbox. You can make an inactive program active by turning on (i.e. checking) the Is Active checkbox. When a program is made inactive so are all of its program strands regardless of the value the Is Active checkbox has at the strand level. Inactive programs will still appear on the Programs screen but will not be appear on the assessment screens, Progress Reports, Assessment Status Reports, etc. The ESSA Trillium Class Description Verification Report will report as an error any Trillium Class Description using the abbreviation of an inactive Program. To make a Program and all of its active strands require a Mandatory entry level assessment, turn the Is Mandatory Entry checkbox on (i.e. make sure that it is checked). To make an entry level assessment optional for this program and all of its active strands, turn the Is Mandatory Entry checkbox off (i.e. make sure that it is blank). Usually only programs related to Literacy and/or Numeracy have mandatory entry level assessments. All active Strands for this Program will inherit this setting. The sequence in which the Con Ed Programs appear on the Programs screen is in Sort Order sequence. If programs are not sequenced properly, you may have to edit the Sort Order field on one or more Programs to arrive at the desired order. Inactive Programs need not be considered as they will not appear on the Progress Reports regardless of the value of their Sort Order field. To change the Sort Order of a Program, simply change the number to order it correctly. Below is a sample screen showing the following changes made to the Numeracy (CODE) program. It has a new Abbreviation CNUM a new Program Name CODE Numeracy it is still Active, it no longer requires a mandatory entry level assessment, and it will now sort prior to the Program Literacy (CODE) because it has a new Sort Order 25. Version 2.0 June,

67 NOTE: Other than perhaps the status (Active/Inactive), changes made to a Program do not affect the related Program Strands. The new Program name CODE Numeracy will still have a strand named Numeracy. Version 2.0 June,

68 Editing a Program Strand (MSIC) To edit a Program Strand, click on the icon in the Strand column of the Program for the strand you want to edit. The screen will expand to display the Strands section as shown below: Click on the edit icon appear. next to the strand that you want to edit. The Edit Strand pop-up window will Version 2.0 June,

69 You can change the Strand Name by typing over the current value. You can make an active program strand inactive or an inactive program strand active by unchecking (i.e. blanking out) or checking respectively the Is Active checkbox. When a program strand is made inactive it will not appear on the Progress Reports, the Assessments screens, Assessment Status Reports, etc. NOTE: A program Strand is Active only if the related Program is also Active. If the related Program is Inactive then all of its strands are considered to be Inactive regardless of the setting of this field. The sequence in which the MSIC Program Strands appear on the Programs screen is in Sort Order sequence. If program strands are not sequenced properly, you may have to edit the Sort Order field of one or more Program Strands to arrive at the desired order. Inactive Program Strands need not be considered as they will not appear on the Progress Reports regardless of the value of their Sort Order field. To change the Sort Order of a Program Strand, simply change the number to order it correctly. Below is a sample screen showing the following changes made to the Numeracy program strand. It has a new a new Strand Name CODE Numeracy it is still Active, and Sort Order was not changed. Version 2.0 June,

70 Once you are satisfied that the data entered is correct, click on the Save button. You will be returned to the Programs list where the changes made to the Program Strand should now appear. Clicking on the Cancel button will also return you to the Programs list but will result in the cancellation of any changes made to the Program Strand. Version 2.0 June,

71 Editing a Program Expectation (MSIC) To edit a Program Expectation, first click on the icon in the Expectation column of the Program Strand associated with the expectation you want to change. The screen will expand to display the Expectations section as shown below. Click on the edit icon window will appear. beside the Expectation that you want to edit. The Edit Expectation pop-up Version 2.0 June,

72 Expectation the contents of the Program Expectation field can be changed by typing over the current value. Is Active a check mark in this box means that the Expectation is active. A blank in this box means that the Expectation is inactive. You can toggle from one value to the other by clicking on the checkbox. An inactive Expectation will not print on the Progress Reports. An active Expectation will print on the Progress Reports only if both its related Program Strand and Program are also both active. Sort Order The order in which the active expectations print below their related active program strands on the Progress Reports is determined by this field. Lower numbers print first. Below is a sample screen showing the following changes made to the CODE Numeracy program expectations. The contents of the Expectation text has been left unchanged, it is still Active but the Sort Order has been changed so it will now be the first expectation to print below the CODE Numeracy program strand on the MSIC Progress Reports. Version 2.0 June,

73 Version 2.0 June,

74 Once you are satisfied that the data entered is correct, click on the Save button. You will be returned to the Programs list where the changes made to the Program Expectation should now appear. Clicking on the Cancel button will also return you to the Programs list but will result in the cancellation of any changes made to the Program Expectation. Version 2.0 June,