Copyright 2008 Custom Computer Specialists, Inc. All rights reserved

Transcription

1 Behavior Manual

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3 Version This manual created by Custom Computer Specialists, Inc. 70 Suffolk Court Hauppauge, NY Copyright 2008 Custom Computer Specialists, Inc. All rights reserved

4 Infinite Campus and Custom Computer Specialists, Inc. About Infinite Campus Infinite Campus is the nation s most advanced Education Process Management System (EPM); powered locally by Custom Computer Specialists, Inc. Infinite Campus is more dynamic than traditional Student Information Systems, combining the features of multiple data management programs into a single, integrated application. Infinite Campus is the result of more than 10 years of market research, product development and real-world experience. Designed from the ground up to be completely web-based, district-wide, and fully integrated, Infinite Campus has set a new standard for education process management solutions. Infinite Campus uses a single district-wide data warehouse. Its robust Relational Database Management System (RDBMS) provides shared information across the district in real time without having to perform tedious import/export procedures. Since the information is being shared throughout the district common data elements such as student demographic and enrollment information only need to be entered once, thereby improving data accuracy. About Custom Computer Specialists, Inc. Headquartered in Hauppauge, NY, Custom Computer Specialists, Inc., is the leading privately held Long Island based technology solution provider. Celebrating its 27 th year in business, Custom delivers a wide array of technology services including: project management, on-site staffing and outsourcing, networking and wireless solutions, desktop installation, service and support, professional development and product sales and procurement. Custom has been the recipient of a host of recent industry awards and recognition including Top 200 Private New York Metro Companies (Crain s NY Business), #1 Technical Consultant (LIBN) and a prominent ranking on the VARBusiness 500.

5 Table of Contents BEHAVIOR 1 ENTERING & RESOLVING BEHAVIOR FOR STUDENTS 2 Add a Behavior Event...2 Add an Additional Student to the Event...4 Add an Additional Resolution to the Student...5 Entering a Behavior Referral...5 Edit Behavior Events/Roles/Resolutions...8 Delete Behavior Events/Roles/Resolutions...8 Print Individual Behavior Events For a Student...9 BEHAVIOR LETTER WIZARD 10 Creating a Behavior Letter...10 Generating Behavior Letters...15 GENERATING BEHAVIOR REPORTS 17 Behavior Module Reports...17 Generating Event Reports...17 Generating Resolution Reports...19 GETTING HELP IN THE INFINITE CAMPUS SYSTEM 21 Description...21 Context Sensitive Help...21 Search Tab Help Option...22 Table of Contents i

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7 BEHAVIOR Description Using the Behavior module, district staff can record and track student behavior Events and Resolutions, and generate school-based Behavior reports. In addition, district staff can design Behavior Letters that can be generated in batch when students reach schooldefined thresholds for various behavioral events and/or behavioral resolutions. The sample Behavior screens printed in this manual display the default fields. Some states might have additional fields needed to track Behavior specific to their regions. Target Audience This manual is intended for School administrators, Deans, and clerical staff who enter and resolve behavior events for students. Objective The purpose of this manual is to assist Behavior Administration staff in understanding the different components of the Behavior Module. Vocabulary Events A list of Behavior related actions, defined at the school or district level, which the district has chosen to track. Resolutions A list of actions, defined at the school or district level, taken by a school s behavior/discipline staff in response to an Event. Role The manner in which a student was involved with a Behavior Event. Infinite Campus choices for roles are Offender, Participant, Victim, and Witness. Behavior 2008 Custom Computer Specialists, Inc. All Rights Reserved 1

8 ENTERING & RESOLVING BEHAVIOR FOR STUDENTS Description Behavior events can be created for student in two ways; through the Student Information > General, Behavior tab or the Behavior Referral module. Add a Behavior Event 1. Navigate to Student Information > General. 2. Search for the Student you want to give a behavior event. 3. Once you have located the student record, click on the Behavior tab. Multiple events are listed in reverse chronological order, with the most recent event at the top. Clicking on an individual Event, Role or Resolution brings up the details. Event, Role, or Resolution details can be updated from this screen. 4. To add a new behavior event, click the <New Event> button. 5. Choose an Event Name via the drop down box (required field) Custom Computer Specialists, Inc. All Rights Reserved Entering and Resolving Behavior

9 6. The Event Date and Event Time fields (required fields) will be populated with the current Date/Time when a new Event is entered. These values can be changed as needed. 7. From the dropdown list choose the Weapon used, if applicable. 8. Check the Violence Indicator checkbox, if applicable. 9. From the dropdown list choose the Behavior Admin Staff Name. Only staff members in the school who have the Behavior checkbox checked in the District Assignments tab in Census will display in the dropdown. 10. In the Referral Name dropdown list, choose the name of the Staff member who reported the Event. All staff members in the school will display. 11. The Context field can capture whether the Event was Bias Related, Drug Related, or Gang Related. 12. The Location field can be used to report where the Event took place. 13. Enter any comments for the event. These comments will print on the behavior reports. 14. In the next section the student s Role in the behavior event can be chosen from the drop down list. It is a required field. 15. Enter # of Demerits if needed. 16. Enter any comments about the student s role in the event. These comments will print on the behavior reports. 17. The last section allows you to enter Resolution information for the student. 18. The Resolution is selected from the Behavior Resolution Dropdown list. Entering and Resolving Behavior 2008 Custom Computer Specialists, Inc. All Rights Reserved 3

10 19. Resolution Date and Resolution Time are also required. If a Resolution spans several days (as with suspensions), then the final day of the resolution should be specified in the End Date field. 20. If necessary, choose the Removal Reason from the dropdown list. 21. Enter any necessary Comments for the resolution. These comments will print on the behavior reports. 22. Click the <Save Event> button when you are finished. Add an Additional Student to the Event 1. To add an additional student (participants/victims/witnesses) to an event, click on the Event. Then, click on the <Add Student> button. 2. This brings up a Student Search screen. Search for the name of the additional student involved in the event. 3. When the correct student has been selected (by clicking on the student s name) from the search screen, his/her role in the event can be chosen from the Role dropdown list Custom Computer Specialists, Inc. All Rights Reserved Entering and Resolving Behavior

11 4. Enter any comments about this student s role in the event. 5. Click the <Save> button when you have finished. 6. The system will display the original student s Behavior Tab. 7. To add a resolution to the new student, refer section listed below. Add an Additional Resolution to the Student 1. Click on the Student s name (indicating the ROLE record). The original student or any of the additional students can be chosen. 2. Click on the <New Resolution> button. 3. Enter all fields needed. A student can have multiple Resolutions for a single event. If you choose the additional student on the event, the screen will display the original student s name disregard this, the system will add the resolution to the correct student. Click on the Student s name and ROLE record. Click on the <New Resolution> button. Enter the new Resolution record. 4. Click the <Save Resolution> button when you are finished. Entering a Behavior Referral Description The Behavior Referral tool allows school staff members to enter a behavior referral (Event and Role) for the student and send it to the Building Administrator. Once saved, the referral will appear on the student s Behavior Tab on their Student Information > General screen, and a message will appear in the Process Inbox of the staff member it is sent to. The behavior administrator at the school may then complete the entry by creating Resolutions for the Event, and assigning additional participants to the Event, if needed. 1. Navigate to Behavior > Behavior Referral. 2. Search for the student you want to refer. 3. Once you have chosen your student, the Behavior Referral screen will display showing the student s information including Parent contact information. Entering and Resolving Behavior 2008 Custom Computer Specialists, Inc. All Rights Reserved 5

12 4. Choose the Staff Name from the dropdown list. Currently, this list is populated with all the staff names in the school. Users need to be careful to only choose a Behavioral Staff member from the list. 5. Note that the current Date and Time are already filled in when the Behavior Referral screen is opened. These values can be changed if necessary. 6. Choose the Referral Name from the dropdown list. This is the staff member referring the behavior event to the student. 7. Choose Event Type from the dropdown list. 8. Enter # of Demerits if your school uses them. 9. From the dropdown list choose the Weapon used, if applicable. 10. The Location field can be used to report where the Event took place. 11. Check the Violence Indicator checkbox, if applicable. 12. Enter Event and Role Comments. 13. A list of all the Behavior Administrators will display on the bottom of the screen in the Notify field. Click on the administrator s name to send him/her the behavior referral message. The message can be sent to several staff members if needed by using the <Ctrl> key on the keyboard Custom Computer Specialists, Inc. All Rights Reserved Entering and Resolving Behavior

13 14. Enter any other information necessary for this event and then save by clicking on the <Save> button. Click on the Referral Notice to view the full details. 15. The referral will display in the behavior staff member s Process Inbox. 16. The behavior staff member can click on the referral notice to display the student s referral. 17. A resolution can be entered for this event by searching for the student under Student Information > General. Once the student name is located, navigate to the Behavior tab, click on the role in the event list, and choose the <New Resolution> button. Entering and Resolving Behavior 2008 Custom Computer Specialists, Inc. All Rights Reserved 7

14 18. The referral notice can be deleted from the Process Inbox by clicking on the <Button> to the left of the referral. This does NOT delete the Event and Role from the student s record. Refer to the next section for instructions on deleting Events. Click on the to delete the referral notice. Edit Behavior Events/Roles/Resolutions 1. Navigate to Student Information > General > Behavior Tab. 2. To edit an event/role/resolution, click on the record needed. Click on the record needed it displays on the screen. 3. The record will display on the right. Make any changes necessary, then click on the <Save> button. Delete Behavior Events/Roles/Resolutions 1. Navigate to Student Information > General > Behavior Tab. 2. To delete an event/role/resolution, click on the record needed. 3. The record will display on the right. Click on the correct <Button> on the top of the tab. a. <Delete Resolution> will delete the Resolution only. b. <Remove Student> will delete the Student and his/her Resolution from the Event. This should only be used when an event has several students attached to it. c. <Delete Event> will delete the Event with all the Students and Resolutions attached Custom Computer Specialists, Inc. All Rights Reserved Entering and Resolving Behavior

15 Print Individual Behavior Events For a Student 1. Navigate to Student Information > General > Behavior Tab. 2. To print the student s full record (all behavior for all calendars); click on the <Print Calendar> button. Prints all events from all years. 3. To print the current school year s behavior only, click on the <Print Year> button. Only prints current year s events. 4. To print just one event, click on the Student s ROLE record, then click on the <Print Event> button. Only prints single event chosen. Entering and Resolving Behavior 2008 Custom Computer Specialists, Inc. All Rights Reserved 9

16 BEHAVIOR LETTER WIZARD Creating a Behavior Letter Description This wizard guides the user through the design of letters regarding a student s Behavioral Events and (optionally) Resolutions. These letters can be generated in batch when a student s number of specific recorded Events (and/or Resolutions) reaches a threshold number defined by the school. 1. Navigate to: Behavior > Behavior Letter Wizard. 2. A window will open, showing an area with Saved Letters that can be selected and printed, or you can create a new letter. 3. Click on the <New Letter> button. 4. Type the name of the letter. Each letter requires a Name; it should be descriptive of the information that will be returned when the letter is generated Custom Computer Specialists, Inc. All Rights Reserved Behavior Letter Wizard

17 5. Select an Event and/or a Resolution from the dropdown list. The selection of at least one Event or one Resolution is required. Multiple Events or Resolutions can be chosen. The Event with the Resolution on the same line connects with an AND (both must be present in order for the letter to print). Events or Resolutions on different lines connect with an OR (either one or the other must be present in order for the letter to print). 6. Fill in a Count. The Count establishes how many times the specified behavior(s) must be recorded for a student in order for a Letter to be generated. 7. Check the boxes for any additional information you would like to print on your letters. These boxes are used in conjunction with printing the Discipline Summary sub-report in the letter. Show Demerits the demerits associated with the event will print Show Staff Name the Behavior Admin Staff name will print Show Referral Name the Staff referral name will print Show Event/Role/Resolution Comments allows the printing of specified comments fields Show Triggering Event Only will print the triggering event only (used if the count is more than one) 8. Organize To: this box allows the user to save the letter criteria to their account or to share with others. Choosing User Account will save the Behavior Letter to be used by the creator only. Other options include any Security Group the user belongs to. If the letter is to be shared, it is recommended to share with others in Behavior Letter Wizard 2008 Custom Computer Specialists, Inc. All Rights Reserved 11

18 their school (i.e., yourschool current year). Only users with rights to the Behavior module will be able to view/run the letters. It is not recommended to share the letters with the Behavior group as it usually includes staff from other schools in the district and their letters are usually different (at the very least, the signature at the bottom will be different). For options, see page Click the <Letter Format> button. 10. The letter format screen will open on the next page. It provides an area for typing in and formatting text as well as merging the entered text with Campus Fields and/or Campus Sub Reports that allows each letter to be personalized. Campus Fields can be used to personalize the letter. Campus Sub Reports can be used to add full behavior information to the letter. 11. Create the letter template first by typing the text in the box as it should appear. There are several formatting tools that can be used to customize the letter, including Bold, Italics, Underline, and changing the font & font size. 12. In order to customize the letter with the student s name, etc, you can insert Campus Fields into the body of the letter Custom Computer Specialists, Inc. All Rights Reserved Behavior Letter Wizard

19 a. Click on the Insert/Edit Campus Fields button. The system will display the Campus records. b. Expand the records by clicking on the + sign to the left of the record name needed. c. Click on the field name(s) needed in the letter (i.e., first name, last name). You can choose more than one field and add spaces or text when done. HINT: Usually Demographic information is used in these letters. d. When finished, click on the <Cancel> button in the Campus Field Properties screen to close the screen. Click on the [+] to open up the record, then choose all fields needed. Most student information is in Student>Demographics 13. In order to print the Behavior Event details, a Sub Report can be added to the letter. a. Click on the Insert/Edit Campus Sub Reports button. The system will display all the Campus sub report records. b. Expand the Behavior Summary record by clicking on the + sign. c. Click on the Discipline Summary. d. Click on the <Cancel> button in the Campus Sub Report Properties screen to close the screen. Behavior Letter Wizard 2008 Custom Computer Specialists, Inc. All Rights Reserved 13

20 Instead of typing the Principal s name, the name can be merged from the Campus Fields list. If this is used, the letter can be shared between schools. Campus Fields Campus Sub Report The Campus Fields show in the letter format with the table and field name surrounded by a dotted blue line. The Sub Reports show in the letter format with the name of the Sub Report surrounded by a dotted red line. 14. The Organized To: dropdown list below the text area can be set to save the letter for the user s personal use (User Account) or to share the letter for use by all members of the User Group selected in the dropdown. 15. After creating the letter, click on the <Save> button Custom Computer Specialists, Inc. All Rights Reserved Behavior Letter Wizard

21 Generating Behavior Letters 1. Navigate to the Behavior Module >Behavior Letter Wizard. 2. Select the appropriate letter for printing from the Saved Letters panel. 3. Specify whether the letters will be generated for students reaching the defined number of Behavior Events on an Effective Date or at any time within a specified Date Range. If an effective date is used, a letter will be generated for each student that meets any of the trigger criteria with a behavior event on the effective date. If a date range is used, a letter will be triggered for each student who meets or exceeds any of the trigger criteria with a behavior event within the date range. Trigger criteria is simply the number of times, as specified by the school administrators, that a given event has been recorded for a student. 4. Click on the <Print Letters> button. 5. This will produce a PDF document of all the letters generated. You can either print your letters now or save them for printing at a later time. Behavior Letter Wizard 2008 Custom Computer Specialists, Inc. All Rights Reserved 15

22 It is very important to run the Wizard and create letters every day if producing letters based on a Specified Date. Skipping a single day could result in excluding some students. Therefore, unless Behavior Letters are going to be printed out every day, a better approach may be to select Date Range rather than Effective Date when printing letters. In addition, using a Date Range will generate a letter for each student who meets or exceeds the trigger criteria at any time within the specified date range. Example: The count is set to one for Disrespect. James had an event entered on 10/11, Mary had an event entered on 10/12, and Philip had two events entered on 10/12. The Wizard was not run on 10/11, but run for Effective Date on 10/12. James will not have a letter he reached his trigger on 10/11 and the Wizard was not run on 10/11. Work around: run the letters for Effective Date: 10/11 and Effective Date: 10/12, or Date Range: 10/11-10/12. Mary will have a letter. Philip will not have a letter, he exceeded the trigger. Work around: run the letters on 10/12 for a Date Range from 10/11 to 10/12. This is only necessary for schools that might input more than one triggering event in one day. Special Note: In its current version, if the letter is triggered by the Event, the Infinite Campus Behavior Letter Wizard will produce letters for all students reaching the Behavior Event triggering criteria REGARDLESS of the student s role in the event, meaning that Behavior letters will be generated not only for Event Offenders and Participants, but also for Victims and Witnesses Custom Computer Specialists, Inc. All Rights Reserved Behavior Letter Wizard

23 GENERATING BEHAVIOR REPORTS Behavior Module Reports From the Behavior > Reports module, you can generate two types of behavior reports for the entire school: Event Reports A tool for generating reports that list the number of Events per Type for a specified date range. Resolution Reports Similar to Event Reports, but focused on Resolution Types. Generating Event Reports Event Reports list the events per type. Behavior Reports 2008 Custom Computer Specialists, Inc. All Rights Reserved 17

24 The report output can be grouped by staff member, staff member with student, event type, or student, thus providing different results. 1. Navigate to Behavior > Reports > Event to generate a Behavior Event Report. 2. Choose a Date Range. You can either type in the dates or click on the calendar icon to choose the dates you need. If not date(s) are entered, the school year will be used. 3. Choose the Event Types you would like to report on. Hold the <Ctrl> button and click the mouse to select multiple events. 4. Choose the Staff Member. Hold the <Ctrl> button and click the mouse to select multiple staff members. 5. Choose the Involvement Role. Hold the <Ctrl> button and click the mouse to select multiple roles. 6. Choose a grouping option. 7. Once you have chosen all your options, click the <Generate Report> button. 8. A PDF document that you can print, or save for later printing will open in a separate window. 9. If you would like to try different options for generating this report you must refresh the screen by clicking Event under Reports again. Follow steps 1-8 to create a new report Custom Computer Specialists, Inc. All Rights Reserved Behavior Reports

25 Generating Resolution Reports Resolution Reports list the count or details of Resolutions within a specified date Range for each student with numbers of entries falling within a specified range. Reports can be generated for All Resolution Types or for any combination of the Resolution Types. An Attendance List can be created for detentions, ISS, etc. by choosing the date needed in the Start Date on or before and in the End Date on or after fields. 1. Navigate to Behavior > Reports > Resolution to generate a Resolution report. 2. Choose the students to print on the report by Grade(s), or by Ad Hoc Filter. 3. Enter the Enrollment Effective Date of students to print on the report. This will default to TODAY and will only print students with active enrollments as of the date chosen. 4. Select the Report Type Summary (lists the count for each student) Detail (lists the detail information of each resolution) Enter the Resolution Date Options. The date fields may be left blank to generate a report for the entire school year. There are fields for the on or after date, and for the on or before date. This allows the user more range in viewing resolutions. For example, an Attendance List can be created for detentions, ISS, etc. by choosing the date needed in the Start Date on or before and in the End Date on or after fields. 5. Enter the Event Entries. There are options for At Least and At Most. These fields can be left blank to find all resolutions for students. Behavior Reports 2008 Custom Computer Specialists, Inc. All Rights Reserved 19

26 6. Select the Sort Options for the report. Available options are: Number of Incidents (descending) - student with most incidents will appear at the top of the report Student Name (alphabetical order) Grade & Name (alphabetical order by grade level) Grade & Number of Incidents (descending) - grade level order with highest number of incidents at the top of each grade. 7. Select the Resolutions to appear on the report by placing a check in the checkboxes. At least one resolution must be chosen. Selecting the All option will override all other checkboxes. 8. Click the <Generate Report> button. The report will display in a PDF that you can print, or save and print later. 9. If you would like to try different options for generating this report you must refresh the screen by clicking Resolution under Reports again. Follow steps 1-9 to create a new report Custom Computer Specialists, Inc. All Rights Reserved Behavior Reports

27 GETTING HELP IN THE INFINITE CAMPUS SYSTEM Description Infinite Campus help is provided to give users a basic understanding of the module or tab that they are viewing and what steps need to be done to modify that information. Context Sensitive Help 1. To access Infinite Campus context sensitive help - From the Index, navigate to the area where you need help. If you want more information on enrollments for example, navigate to Student Information > General > Search. Search for a student then click on the Enrollments tab. 2. Click on the Help tab. The help tab is the last tab available on the left hand side, next to Index and Search. The Enrollments help and related articles will appear under the Help tab on the left side of your screen. Help 2008 Custom Computer Specialists, Inc. All Rights Reserved 21

28 3. The Related Articles display at the end of the basic description of the module. Click on the article needed and step-by-step instructions display. The article can be printed if needed by clicking on the <Print Article> button. Click on any Related Article and the Help panel will display additional help regarding the subject. This article can be printed by clicking on the <Print Article> button. Search Tab Help Option There are two ways to search for Help, using the Quick Search and Advanced Search. 1. To search for help articles, click the Search tab on the left-hand side of the screen. 2. Select the Help option from the dropdown list. 3. Quick Search Enter a keyword that you want to search by. If the search field is left blank all help articles available will be returned Custom Computer Specialists, Inc. All Rights Reserved Help

29 Advanced Search Click on the <Advanced Search> button. The advanced search options will display in the box on the right. Search for the item needed using the options: 1. Search choose the Help option from the dropdown list: a. All of Help searches for all articles (default) b. Help Articles searches for Infinite Campus help articles c. Documentation/Tutorials searches for articles that have documents or tutorials attached d. Custom Articles searches for articles marked as custom 2. For searches for the module help is required for (i.e., Gradebook, Attendance Letters). 3. Start Date searches for Help documentation created or modified after this date. 4. End Date searches for Help documentation created or modified before this date. The help articles for some features are not available through context sensitive help, and can only be accessed using the Search tab option. Help 2008 Custom Computer Specialists, Inc. All Rights Reserved 23