User Manual 2011 Cayen Systems, LLC 1
Table of Contents Table of Contents... 2 Introduction... 3 What hardware and software are required for the system?... 3 Home Page Login... 4 Homeless Student Data Setup... 5 Setup: Social Workers... 5 Setup: Reasons for Homeless Status... 6 Setup: Service Provided... 7 Setup: Service Barriers... 8 Setup: Shelters... 9 Setup: Email Contacts... 10 Setup: EOG Subjects... 11 Setup: EOC Levels... 12 Setup: EOG Levels... 13 Setup: EOC Courses... 13 Setup: EOG Courses... 14 REGISTRATION... 16 Registration: Adding a Student... 16 Registration: Adding Homeless Student Data... 17 Registration: Transferring a Student... 19 Registration: Documentation (Optional)... 21 REPORTS... 22 Homeless Student Data Report... 22 Homeless Student Data Student Detail Report... 23 SEARCH... 25 Performing a search... 25 Creating a results list based on multiple searches... 26 Contact Information... 27 2011 Cayen Systems, LLC 2
Introduction What hardware and software are required for the system? Recommended Minimum PC Intel Pentium III or AMD 1GHz processor or Intel Core or Athlon 64 X2 processor or later later Windows 2000, XP, or later Windows 2000, XP, or later 150 MB free hard drive space 150 MB free hard drive space 2GB or RAM 1 GB RAM Monitor capable of 1024x768 resolution Monitor capable of 1024x768 resolution Internet Explorer 7.0 or Mozilla Firefox 3.0 or Internet Explorer 8.0 or Mozilla Firefox 3.x or later later Microsoft Excel 2000 or later Microsoft Excel 2000 or later Adobe Acrobat Reader 5.0 or later Adobe Acrobat Reader 5.0 or later Broadband Internet connection Broadband Internet connection Mac OSX 10.4 or later OSX 10.4 or later Intel Core processor or later PowerPC G4 Processor or later 200 MB free hard drive space 200 MB free hard drive space 2GB RAM 1GB RAM Monitor capable of 1024x768 resolution Monitor capable of 1024x768 resolution Mozilla Firefox 3.x or later Note: MS stopped Mozilla Firefox 3.x or later creating IE for Mac at IE Version 5 Microsoft Excel 2001 or later Note: Excel Microsoft Excel 2001 or later 2001 on Mac is the same as Excel 2000 for PC Adobe Acrobat Reader 5.0 or later Adobe Acrobat Reader 5.0 or later Broadband Internet connection Broadband Internet connection Please note: Cayen Systems database software will run on any computer that meets the minimum requirements for the browser. However, due to interface improvements we have made, the software may not be fully functional. Computers below our minimum requirements may not be able to render graphics in time to display pages properly. Thus, these computers may experience timeout errors and other faulty behavior. 2011 Cayen Systems, LLC 3
Home Page Login District Admin 1 logins allow you access to the Homeless program. If you are active in Supplemental Education Service and need access to Cayen Systems SES, you will need a separate log in and password for each software program. Web Address: You will be given a login and password by the District Administrator, which are case sensitive. Once you have logged on the system you will see this screen: 2011 Cayen Systems, LLC 4
Homeless Student Data Setup To begin using this program you will first need to setup your homeless student data. On the HOME page click Homeless Student Data in the upper right and the following page will appear. Setup: Social Workers This section allows you to manage the social workers that will be assigned to work with your homeless students. To add a social worker: 1. Click New Social Worker and fill in their contact information. 2. Then make them active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Click Save and Close. To edit a social worker: 1. Click edit and change the information. 2. Click Save and Close. To delete a social worker: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. 2011 Cayen Systems, LLC 5
Setup: Reasons for Homeless Status This section allows you to describe the possible reasons that a student may need homeless services. To add a reason: 1. Click New Reason for Homeless Status and fill in a reason. 2. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Then click Save and Close. To edit a reason: 1. Click edit and change the information. 2. Then click Save and Close. To delete a reason: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. 2011 Cayen Systems, LLC 6
Setup: Service Provided This section allows you to add the services you will provide to homeless students to reach academic goals. To add a service: 1. Click New Provided Service and fill in a service. 2. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Then click Save and Close. To edit a service: 1. Click edit and change the information. 2. Then click Save and Close. To delete a service: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. 2011 Cayen Systems, LLC 7
Setup: Service Barriers This section allows you to describe any barriers that could impede your ability to provide services to homeless students. To add a service barrier: 1. Click New Service Barrier and fill in a service. 2. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Then click Save and Close. To edit a service barrier: 1. Click edit and change the information. 2. Then click Save and Close. To delete a service barrier: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. 2011 Cayen Systems, LLC 8
Setup: Shelters This section allows you to create and manage the shelters that will work with the homeless students. To add a shelter: 1. Click New Shelter and fill in the name, address, and contact information for a shelter. 2. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Then click Save and Close. To edit a shelter: 1. Click edit and change the information. 2. Then click Save and Close. To delete a shelter: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. 2011 Cayen Systems, LLC 9
Setup: Email Contacts This section allows you to save the email contact information for people that you want to be automatically notified whenever a homeless student is identified. To add an email contact: 1. Click New Email Contact and fill in the Contact name, Organization name, address, and phone number. 2. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Then click Save and Close. To edit an email contact: 1. Click edit and change the information. 2. Then click Save and Close. To delete an email contact: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: Once you add an active Email Contact, they will begin receiving emails notifying them when a student has been identified as homeless. The email will be sent from a no-reply address and will also include the student s name, ID, school, and social worker. 2011 Cayen Systems, LLC 10
Setup: EOG Subjects This section allows you to enter End of Grade (EOG) subjects. To add an EOG subject: 1. Click New EOG Subject and fill in the name. 2. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Then click Save and Close. To edit an EOG subject: 1. Click edit and change the information. 2. Then click Save and Close. To delete an EOG subject: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. 2011 Cayen Systems, LLC 11
Setup: EOC Levels This section allows you to enter End of Course (EOC) levels. To add an EOC level: 1. Click New EOC Level and fill in the subject and the level. 2. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Then click Save and Close. To edit an EOC level: 1. Click edit and change the information. 2. Then click Save and Close. To delete an EOC level: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. 2011 Cayen Systems, LLC 12
Setup: EOG Levels This section allows you to enter End of Grade (EOG) levels. To add an EOG level: 4. Click New EOG Level and fill in the subject and the level. 5. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 6. Then click Save and Close. To edit an EOG level: 3. Click edit and change the information. 4. Then click Save and Close. To delete an EOG level: 3. Click delete and a window will pop up asking you to confirm the deletion. 4. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. Setup: EOC Courses This section allows you to enter End of Course (EOC). To add an EOC: 1. Click New EOC and fill in the course name and subject. 2. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 3. Then click Save and Close. 2011 Cayen Systems, LLC 13
To edit an EOC: 1. Click edit and change the information. 2. Then click Save and Close. To delete an EOC: 1. Click delete and a window will pop up asking you to confirm the deletion. 2. Click Yes to proceed and No to cancel. Note: If the service is currently associated to a student you will not be able to delete it. Setup: EOG Courses This section allows you to enter End of Grade (EOG). To add an EOG: 4. Click New EOG and fill in the course name and subject. 5. Then make it active by selecting Yes from the drop-down menu or Inactive by selecting No. 6. Then click Save and Close. To edit an EOG: 3. Click edit and change the information. 4. Then click Save and Close. To delete an EOG: 3. Click delete and a window will pop up asking you to confirm the deletion. 4. Click Yes to proceed and No to cancel. 2011 Cayen Systems, LLC 14
Note: If the service is currently associated to a student you will not be able to delete it. 2011 Cayen Systems, LLC 15
REGISTRATION Click REGISTRATION from the blue menu bar. This window appears: To find a particular student, click a letter of the alphabet, or type the name of the student in the Find Person box. Clicking All will bring up all the students names. Then double click the name of a student to view the student s name, participant identification, school, and grade as seen below. Registration: Adding a Student If you find one of your students is not in the system, you can add him or her. You must be logged into a specific site, then go to REGISTRATION and click Add New. This screen appears: Fill in as much information as you have available: last name, first name, and birth date. Then click Search. If there are students that match your criteria, they will appear below with the percentage of matching. (All three last name, first name, and birth date will be a 100% match.) 2011 Cayen Systems, LLC 16
If there is no match, click Add New. Then this screen will appear: Fill in the student school and grade from the dropdown and click Save. This will bring you back to the Registration Page. Registration: Adding Homeless Student Data You will have to enter homeless student data for each individual student that you would like to identify as homeless. When you click the Homeless Student Data tab, the message appears (seen below) asking if you would like to identify that particular student as being homeless. To proceed click Yes, Identify as Homeless. To cancel click No. Note: The Homeless Student Data tab will be visible for all students whether they have been identified as homeless or not. 2011 Cayen Systems, LLC 17
If you click Yes, Identify as Homeless, the popup window will disappear, and give you access to the page behind where you will enter the Homeless Student Data for that student as seen below. Note: None of the information you enter on this page will be saved for this participant until you click Save. So do not navigate away from this page until you have completed all the selections for this student. First you will need to select a Social Worker from the drop-down menu. Next, select all the services and reasons that apply for this participant. To add a tutoring location, click Add Tutoring Location and enter the name, address, and phone number, and then click Update and Close. The Siblings/Other Children section allows you to add a sibling or another related child currently enrolled in your district. To add a sibling, click Add Child/Relationship, and enter a School, Name, and Grade from the drop-down menus and then click Update and Close. To assign an EOC Course and Level, click Add EOC Course, select the EOC Course and Level from the drop-down, and then click Update and Close. To assign an EOG Course and Level, click Add EOG Course, select the EOG Course and Level from the drop-down, and then click Update and Close. Next are several drop-down selections for which you need to choose either Yes or No and select the Grade for the next School Year from the drop-down menu. Note: The drop-down selections marked with a (*), when set to 'Yes' and saved will automatically generate a notification email to the corresponding email contact entered in Homeless Student Data Setup. 2011 Cayen Systems, LLC 18
There is also a Comment section available to enter notes. Important: When you have finished entering the information click Save. Registration: Transferring a Student To transfer a student from one site to another, go to REGISTRATION, select the student, and then click Withdrawal/Transfer on the Participant Info page. The following screen will appear: 2011 Cayen Systems, LLC 19
Select either Withdrawal or Transfer from the drop-down, enter any notes, and if you selected Transfer select the site using the Transfer To drop-down. When you are finished, click Save and Close. Then the following screen will appear: Click Yes, and then you can confirm the student was transferred by going to HOME, STUDENT ENROLLMENT/PLACEMENT, Withdrawals & Transfers. 2011 Cayen Systems, LLC 20
Registration: Documentation (Optional) The system is capable of allowing you to upload documents to a particular student s record. To enable this feature, you will have to contact Cayen Systems at 414-257-9400, option 1 to request to have the Documentation tab turned on in Registration. 2011 Cayen Systems, LLC 21
REPORTS From the blue menu bar, click REPORTS. Then click HOMELESS STUDENT DATA on the left to bring up the report as shown below. Homeless Student Data Report This report displays the number of homeless participants, and the demographic, promotion, and EOG score, and EOC score details for all homeless participants. You can limit the homeless participants that will appear on the report by selecting a specific term or a specific school using the drop-down menus. Then check the sections you would like to be displayed on the report and click View Report. To create a.csv file, under Export Format, select it from the drop-down menu and then download the file. To print, click Print in the lower left. Below is a sample of the report: 2011 Cayen Systems, LLC 22
Homeless Student Data Student Detail Report The Homeless Student Data - Student Detail allows District Administrators to display a breakdown of individual homeless participants and the information for each participant relevant to that section. The sections for this report include the reasons for homeless status, services provided, service barriers, EOC course levels and EOG course levels. Homeless participants may be limited to those in a specific term, school, or grade level. Then check the sections you would like to be displayed on the report and click View Report. To create a.csv file, under Export Format, select it from the drop-down menu and then download the file. To print, click Print in the lower left. Below is a sample of the report: 2011 Cayen Systems, LLC 23
Notes: 2011 Cayen Systems, LLC 24
SEARCH The Cayen Systems software SEARCH section is powerful tool for quickly finding information about participants and generating customized spreadsheets of these details. A wide variety of searchable fields are available on the tabs within SEARCH ranging from general participant demographic information to details specific to your program. Take a moment to browse through each tab to familiarize yourself with the available options. Performing a search To begin a search of the Homeless data, click the Homeless tab and enter the desired search criteria or select the desired value(s) from available drop-down lists. Once you have selected your criteria, click Find Records. You may enter/select as many criteria as you would like, and you may enter/select criteria on multiple tabs. All criteria used will appear in the Search Criteria box at the upper right. The results of your search will appear in the bottom portion of the screen. Double-click an entry to go to that participant s REGISTRATION record. To clear all search fields before performing another search, click Clear Search Criteria/Results. 2011 Cayen Systems, LLC 25
Note: Your searches will give results based on how you are logged in if you are logged into a particular site, you will only get results for that site; if you are logged in to All Sites or All Providers, and you will get results for all sites or all providers. Creating a results list based on multiple searches The Append Records to Current List button allows you to create a list of students that match different sets of criteria. Enter/select your first set of search criteria, and click Find Records to perform the first search. Then enter/select your new criteria, and click Append Records to Current List. (Do not click on the Clear Search Criteria button before setting new criteria as it will remove your original search results from the list.) 2011 Cayen Systems, LLC 26
Contact Information Client Services/Support: 414-257-9400, option 1 or 866-GO-CAYEN (866-462-2936), option 1 support@cayen.net Web Address: www.cayen.net Street Address: 7100 W Center Street Milwaukee, WI 53210 2011 Cayen Systems, LLC 27