To begin the new school year, please follow the steps below:

Transcription

1 Scholastic Enterprise Edition Beginning a New School Year To begin the new school year, please follow the steps below: I. Backing Up the Database Any database that contains regularly updated information should be regularly backed up. A SAM backup saves a record of the entire database at a given moment and must be performed before any import, export, or student promotion. Backing Up To back up the database: 1. Sign in to SAM as an administrator. 2. Click the Roster tab to access the School Profile screen. If necessary, you may have to double click My District at the top left side of the screen. 3. Click the Backup link in the Advanced Settings menu in the lower right corner of the screen to open the Backup Wizard in a separate browser window. Click here to scroll down to Backup

2 Scholastic Enterprise Edition 4. Click Backup Now. Click Next to continue.

3 Scholastic Enterprise Edition 5. Click Next to finish the scheduling. A notification will appear in the Message Center on the SAM Home Page when the backup is finished. Close the window to return to SAM. 6. Click the Home tab 7. Once System Backup Finished has shown up in the Message Center for today s date you may proceed with the steps below (clicking the Home tab again will refresh the screen). II. Student Promotions The Manage Student Promotions Wizard is a convenient way to promote large groups of students from one grade to the next in preparation for a new school year. As always, Scholastic recommends backing up the SAM database before using the Manage Student Promotions Wizard. NOTE: Do not perform any student promotions while the SAM database is in use. Only run student promotions when no other users are logged into SAM and a proper backup has been completed.

4 **Before promoting any students please be sure your Manage Inactive Accounts is empty.** To use the Student Promotions Wizard: 1. If necessary, sign in to SAM as an administrator. 2. Before you proceed, check the alerts on the Home tab to ensure the backup is complete. Do not continue until it is finished. 3. Click the Roster tab to access the School Profile screen. If necessary, you may have to double click My District at the top left side of the screen. 4. Click the Manage Inactive Accounts link to ensure it is empty. If it is click Back to Profile at the top of your screen on the Roster tab. If it isn t please either export or delete the students if they are no longer needed. When finished click Back to Profile. 5. Click the Manage Student Promotions link in the Advanced Settings menu in the lower right corner of the screen to open the Manage Student Promotions Wizard. 6. Click Next at the Welcome screen to begin promoting students. This opens the Select Students screen.

5 7. Use the pull-down menu to choose your school, and then use the radio buttons to select By Grade. Use the check boxes to select the grade(s) with students for promotion. You will need to promote all of your grades at this time. After making the selections, click Next to open the Select Promotions screen. This screen displays a list of all students available for promotion based on the previous selections. NOTE: Please be patient as the next screen may take time to load all of your students.

6 6. Place a check only in the Promote? and Remove from classes? check boxes to choose which students to promote. Select the top check box and it will select all the students. Click Next. Promote? Students advance to the next grade. Remove from classes? Removes students from all of their current classes in the SmartBar, but leaves them in the SAM installation, accessible with the Manage Inactive Accounts function.

7 7. Selecting a student for promotion who was promoted within the last six months prompts a warning screen. If necessary, click the boxes to deselect any students who should not be promoted again, then click Next to proceed. NOTE: You may or may not see this screen

8 8. Selecting a student for promotion into a grade that does not exist in your school in the SAM installation prompts an alert screen asking to review all of the students for removal from SAM. Students removed from SAM will be included in a transfer (*.zip) file that may be sent to another school for use in their SAM database. If necessary, click boxes to deselect any students not to be removed completely from the SAM installation. Click Next to open the Confirm Removal screen. NOTE: For example, if you are an elementary school and are promoting students to 6 th grade you will be exporting or removing all your 5 th graders from you SAM database. You WANT to do this. This will allow you to send your 5 th graders in a zip file to the appropriate middle school. When they are imported into the middle school they will automatically be 6 th graders, which is what we want.

9 9. Review all of the students selected for promotion out of SAM on the next screen, the Confirm Removal screen. Click to uncheck the box next to any students that should not be removed (being held back). When finished, click Next to open the Choose Output File screen.

10 10. When students being removed from the SAM installation are selected, you are given the choice of either creating individual transfer files, or creating one single transfer file that includes all the students. At the Choose Output File screen click the radio button to select One collective file for all students. Click Next to open a final confirmation screen.

11 11. Review the final confirmation screen. After reviewing and verifying the information, click Finish to complete the Student Promotion process. Click the Back button to return to any screen and make changes. 12. Close the screen to return to SAM.

12 Viewing Output Files SAM saves all output files created during data movement activities such as exports, student promotions, or backups. To access these output files, use the View Output Files link in the Advanced Settings menu on the District or School Profile page. 1. If necessary, sign in to SAM as an administrator. 2. Click the Roster tab to access the School Profile screen. If necessary, you may have to double click My District at the top left side of the screen. 3. Click the View Output Files link in the Advanced Settings menu in the lower right corner of the screen to open the Output Files in a separate browser window. 4. Scroll to the bottom of the list of output files. 5. Click the appropriate *.zip file link to open a File Download dialog box. (it should be one of the last ones do not save the CSV file at this time, only the most recent zip file.) 6. Click Save. The file should look similar to this: SAM_ST_EXP_ zip. 7. This will then open the Save As dialog box. 8. Select the folder you wish to save your file to by double clicking it. 9. In the filename box type the appropriate filename for your school. For example: Consolidated th Grade; Wilson th Grade; North th Grade. 10.Click Save. If necessary, click Close when the download is complete. 11.Close the browser screen (if necessary, click Yes to confirm.). 12.Send this file to the appropriate schools via an attachment as you have done previously with your exported files. Please also carbon copy Angie Burrus at amt@vigoschools.org.

13 Roster Import Once you receive the exported zip file from the appropriate school(s) you will need to import it into your SAM database as you have done before. 1. Sign in to SAM as an administrator. 2. Click the Roster tab. 3. In the Advanced Settings menu in the lower right corner, click the Import link. This opens the Select a File to Import screen. 4. On the Select a File screen, click the Browse button. Select the *.zip file you need to import. After selecting the file, click the Next button to open the Import Student Transfer Data screen. Select the file to import and click Import to open the Processing Request screen and finish the import process. When the import is finished, click Close to return to the SAM Home Page. An alert appears in the Message Center when the import is complete 5. Click the Home tab to ensure the Import was successful. 6. Everyone should remain in Manage Inactive Accounts until the beginning of the school year Click on Manage Inactive Accounts to ensure all the new students are there before leaving for the summer.

14 III. Beginning of the School Year 1. As stated above, all of your imported students should remain in Manage Inactive Accounts until the beginning of the school year. 2. Once you know the new school calendar you will need to change the dates in SAM for the next school year. a. Log into SAM b. Double Click your school name c. Click Edit School Profile

15 Assign to Classes d. In the profile tab you will see the School Starts and School Ends dates as well as No. of Grading Periods. Change the dates accordingly. e. Click Save. Once you have your school roster for the new year you may begin assigning students out of Manage Inactive Accounts and into the class labeled Entire School. Entire School must remain in your class list as it is used to run entire school reports and is used for troubleshooting purposes for Information Technology. 1. Click the Roster tab (if necessary, you may have to double click My District). 2. Click Manage Inactive Accounts 3. Go through your roster and place a check next to each student that belongs in your school. Only do one page at a time on the SAM screen when you check students and then click Next those selections on the previous screen are not remembered. 4. Click the drop down arrow for Select an Option. Click Assign to a Class and then click Go. 5. Select Entire School. 6. Click Save.

16 Once you are finished assigning everyone to Entire School then you may go back to the main SAM screen and double click each class name to add students to the appropriate classes as well as change the class name(s). This may also be left up to the teacher to complete. 1. Log into SAM 2. Double click your school name 3. Double click either the Grade or Teacher Name 4. Click the link for Classes 5. Double click the appropriate Class Name 6. Click Edit Class Profile. If necessary change the name of the class. 7. Click Student Roster to assign students to this class. 8. Place a check next to each student that belongs in this class. 9. Click Save.

17 Before anyone can begin testing you must Enroll your students in Scholastic Reading Counts and Scholastic Reading Inventory. 1. Double click your school name. 2. Double click a grade you need to enroll. 3. Click Manage Enrollment at the right side of the screen. 4. Clicking the top check box under SRI/SRC will select every student. If you only want certain students selected then scroll through the list and select only the students you need. 5. Click Save (Save & Return takes you back to the main screen. We do not need to do that just yet. By click Save instead of Save & Return you are saving having to go back through steps 1 through 3 again). a. If necessary you may have to click Next at the bottom of the screen to show the next set of students to enroll everyone in that grade. 6. In the Smartbar double click the next grade. Place a check in the top box and then click Save. Continue until you are finished enrolling all the appropriate students in SRI/SRC. 7. Once you are finished, click Save & Return. 8. Once all your students are assigned to the appropriate classes, the class names are change and MOST IMPORTANTLY your SCHOOL DATES are changed you are then ready to being testing. Should you need assistance please contact Angie Burrus via (amt@vigoschools.org), Computer Service Request, or phone ( ext. 5 or x11915).