Tyler Student Information System

=

Kansas City Public Schools

1|P a g e

Kansas City Public Schools

2|P a g e

TEACHERS Navigating To: The Tyler Student System Tyler Student System: Training Tyler Student System: Sample Tyler Student System: Live Internet Explorer Favorites: Easy Navigation To The Tyler System Internet Explorer Favorites: Add A Shortcut To The Favorite Bar Creating A Desktop Shortcut EXERCISE: CREATE A FAVORITE ON THE FAVORITE BAR & A DESKTOP SHORTCUT

8 8 8 8 9 10 10 12

Logging In 14 Internet Explorer: Compatibility Mode Password Retrieval Accounts Logging Out Logging In: Teachers With Multiple School Sites Change School / Log In Site Change Default Login Site/School EXERCISE: LOG IN

14 15 15 15 16 17 17 18

TYLER ACCOUNT FORM

20

COMPUTER REQUIREMENTS FOR HOME & WORK System Requirements & Troubleshooting

22 24

HELP 26 EXERCISE: SEARCH HELP

30

PRINTING Printing Grades & Attendance

32 34

BULLETINS & THE HOME SCREEN THE BULLETIN SCREEN THE HOME SCREEN The Home Screen: Buttons & Navigation TYLER FAVORITES Add a Tyler Favorite Remove Tyler Favorites Sort Tyler Favorites EXERCISE: ADD A TYLER FAVORITE

36 38 39 40 42 42 43 43 44

STUDENT PARENT CONTACT LOG EXERCISE: CREATE A STUDENT PARENT CONTACT LOG

48 50

Kansas City Public Schools

3|P a g e

Kansas City Public Schools

4|P a g e

THE GRADE BOOK Virtual Grade Book Open The Grade Book The Grade Book Screen The Grade Book Toolbar

54 56 57 58 58

ASSIGNMENTS Assignments: Create EXERCISE: CREATE AN ASSIGNMENT USING BASE POINTS

59 59 62

Assignments: Edit Assignments: Copy Change Special Mark Options Assignments: Delete

64 65 68 69

GRADE BOOK FORMULAS Grade Book Formula: Total Points For All Assignment Types Grade Book Formula: Total Points For Selected Assignments And/Or Selected Assignment Types Grade Book: Create A Formula Based On Percent Copy a Formula to other Assignment Columns Reset SG Columns to District Defaults EXERCISE: CREATE AN ASSIGNMENT USING A FORMULA

70 71 73 77 81 82 84

ENTER GRADES / SCORES EXERCISE: GRADING / SCORING AN ASSIGNMENT

86 88

Grade Book Customization Options Change Assignment Type Options Grade Book: Change Student Sequence Order Options The Grade Book: Printing The Grade Book: Backing Up

Kansas City Public Schools

90 92 93 94 94

5|P a g e

Kansas City Public Schools

6|P a g e

HOW TO FIND & LOG IN TO THE TYLER STUDENT SYSTEM

Kansas City Public Schools

7|P a g e

Kansas City Public Schools

8|P a g e

NAVIGATING TO: THE TYLER STUDENT SYSTEM 1. Open Internet Explorer

from the Windows Start Menu (Windows XP)

(Windows 7)

OR a Desktop Shortcut

2. There are three versions of the Tyler SIS (Student Information System) IMPORTANT NOTE: In Internet Explorer open separate windows, not separate tabs to work in more than one version at the same time. Working in multiple tabs can cause information bleed between the versions

TYLER STUDENT SYSTEM: TRAINING

• Training site is to learn and practice. Data is not live • Training data is brought over from the Live system every Sunday • Use your User Name and Password to log in to Training

TYLER STUDENT SYSTEM: SAMPLE

• Sample site is where you go to see example student data provided by Tyler • Log In As Administrator: Use User Name: SDMADMIN and Password: SISK12 • Log In As Teacher: User Name: JIMMAT and Password: (no password needed, leave blank)

TYLER STUDENT SYSTEM: LIVE

• Live is where you go to make real changes to the Student System • Use your User Name and Password to log in to Live Kansas City Public Schools

9|P a g e

Example: Tyler SIS Log In Screen

INTERNET EXPLORER FAVORITES: EASY NAVIGATION TO THE TYLER SYSTEM Access The Tyler System Through The Internet Explorer Favorites Menu 1. Open Internet Explorer 2. Navigate To: Favorites Menu or Click

> KCPS Links > SIS Links > SIS or SIS Training

3. Click on SIS to choose the Live System or SIS Training to select the practice system

Kansas City Public Schools

10 | P a g e

INTERNET EXPLORER FAVORITES: ADD A SHORTCUT TO THE FAVORITE BAR 1. Open Internet Explorer 2. Navigate to the Tyler SIS Live, SIS Training or SIS Sample site 3. Select the Favorites Menu 4. Click Add To Favorites Bar (The Web Address is added to the Favorites Bar) 5. Right Click on Favorite to rename the link

6. Click OK

The link is renamed and permanently added to the Favorites Bar

CREATING A DESKTOP SHORTCUT You can create a desktop shortcut to the SIS 4. From the desktop, go to the web browser and type in the URL address to connect 5. Right-click on the Login screen 6. On the menu that pops up right or left click on Create Shortcut 7. Click YES on the pop up box to create the shortcut

Kansas City Public Schools

11 | P a g e

Kansas City Public Schools

12 | P a g e

EXERCISE: CREATE A FAVORITE ON THE FAVORITE BAR & A DESKTOP SHORTCUT 1. Create a desktop shortcut to the Tyler SIS 2. Create a favorite to the Tyler SIS on the Internet Explorer Favorites Bar

Kansas City Public Schools

13 | P a g e

Kansas City Public Schools

14 | P a g e

LOGGING IN • User Names = First initial of your first name + your last name (these are the same as your KCMSD Computer/Network login) Example: First Name – Lori

Last Name – Garnos

User Name: lgarnos

• Passwords – are the first initial of your first name + first initial of your last name + the last 4 digits of your social security number Example: First Name – Lori

Last Name – Garnos

Password: lg####

• Once you type the user name and password in the appropriate boxes click the Login Button • Note Case Sensitivity: User Names and Passwords are NOT case sensitive

INTERNET EXPLORER: COMPATIBILITY MODE Depending on the version of Internet Explorer that you are using, you might receive a compatibility error when you attempt to log in to the Tyler Student Information System. Sometimes the website you’re visiting doesn't look right. It shows up as a jumble of out-of-place menus, images, and text boxes. The site might have been designed for an earlier version of Internet Explorer. If Internet Explorer recognizes that the webpage isn't compatible, you'll see the Compatibility View button on the Address bar. Try clicking it. In Compatibility View, websites will be displayed as if you were viewing them in a previous version of Internet Explorer, which will often correct display problems. To enable Compatibility View for Tyler SIS: 1. Access the program by https://sdm.sisk12.com/XX where XX is your district’s two-character SIS code 2. The Compatibility View icon will appear to the right of the Address Bar as a torn sheet of paper 3. Click on the Compatibility View icon

Kansas City Public Schools

15 | P a g e

PASSWORD RETRIEVAL If you forget your password the SIS system can e-mail it to your district account

ACCOUNTS Each customer account is generated based on their title in the Human Resources system. Each title is given access to specific areas and features of the SIS system Note: All positions share the same security access based on title. All teachers have the exact same security access to the Tyler Student System.

LOGGING OUT 1. For security purposes after 20 minutes of inactivity the system will log you off 2. Before logging you off a pop up box will notify and allow you to stay logged in if you click ok

3. Please Note: If the system logs you off, any unsaved work will be lost. This pop up screen will appear until you attempt to log back in to the system to work. If it was more than 20 minutes when you click OK you will have to log back in to the system

4. To log off of the system, select the Logout button at the top right hand corner of the screen 5. WARNING: Never walk away from your computer while logged in to the system. Either logout or lock your desktop by pressing Ctrl+Alt+Del and selecting Lock Computer

Kansas City Public Schools

16 | P a g e

Logging In: Teachers With Multiple School Sites

1. Teachers that travel between school locations will need to select which school they wish to work with upon logging in 2. One school will be set as the default login school To access attendance and grades for each school, the teacher will need to change school sites in the student information system. 1. Once logged in to the student information system the teacher’s default school will appear on the home screen

Kansas City Public Schools

17 | P a g e

CHANGE SCHOOL / LOG IN SITE To change from the default school to another school: 1. From the Home Screen navigate to: Actions Menu > My Log In Site Year 2. The Change Login Site- Year screen will appear displaying all of the school that a teacher is assigned to 3. To choose a different school / login site to work with double click on the school code in the 1213 (School Year) column

Click on the school code and year to change locations 4. This will bring you back to the home screen where the school bar will have changed to reflect your selection

CHANGE DEFAULT LOGIN SITE/SCHOOL To change the default school so that each time a teacher logs in they see the school of their choosing: 1. Click the check box beside Make selected Site-Year the default for My Log In 2. Click the school code in the school year column that you wish to set as the default

Kansas City Public Schools

18 | P a g e

EXERCISE: LOG IN 1. Log in to the Tyler System TEST 2. Teachers use your own User ID and Password 3. If You Are Unable To Log In a. Generic Account: There will be generic teacher accounts available, please request one from the instructor b. At The End Of Class: Please complete and turn in the Tyler Account Form on the following page so that your account may be setup or reset as needed

Kansas City Public Schools

19 | P a g e

Kansas City Public Schools

20 | P a g e

TYLER ACCOUNT FORM

PERSONAL INFORMATION First Name Last Name Employee # E-mail Address Work Phone # Title Location (School, Building and or Dept)

TYLER ACCOUNT INFORMATION TYLER TEST

I could not log on The User ID I typed in was The Password I typed in was My account permissions are incorrect

Additional Notes TYLER LIVE I could not log on The User ID I typed in was The Password I typed in was My account permissions are incorrect

Additional Notes Favorites Menu

I did not have SIS listed in Favorites

Kansas City Public Schools

21 | P a g e

Kansas City Public Schools

22 | P a g e

COMPUTER REQUIREMENTS FOR HOME & WORK

Kansas City Public Schools

23 | P a g e

Kansas City Public Schools

24 | P a g e

SYSTEM REQUIREMENTS & TROUBLESHOOTING Requirements for PCs (Helpful Information For Logging In At Home) Tyler SIS in general is compatible with the following browsers • PC with IE7, IE8, or IE9. Use Compatibility View with IE8 and IE9 • PC and Mac with Firefox versions 3-11 • Mac with Safari 5.0 If you use the Tyler Special Education Solution with a Mac, then you must use Safari 5.0. Safari 5.1 is not compatible with Adobe Reader New SpEd also requires either the free Adobe Reader or full Acrobat version 9 (9.3.2 or later) or version X 10.1.2 or later. 10.1 and 10.1.1 introduce an issue that affects performance on the New Special Education module, so users of 10.1 should be sure to have at least 10.1.2 Screen Resolution For PC and Mac, we recommend 1280 x 768 wide screen resolution, especially for new SpEd. Resolution below 1024 x 768 is not supported. To check your resolution setting, go to: Start > Control Panel > Display > Settings tab Enabling Compatibility View In IE8 And IE9 Compatibility View is handled on a per-domain basis. When it has been enabled for Tyler SIS on the home screen, it will be enabled throughout the application To Enable Compatibility View For Tyler Sis: 1. Access the Tyler SIS web site 2. Turn on Compatibility View via one of the following: 3. The Compatibility View icon will appear to the right of the Address Bar as a torn sheet of paper

From the menu, select Tools → Compatibility View. The menu item should have a checkmark to indicate it is enabled. The left picture below shows the IE8 menu, the right shows the IE9 menu

Kansas City Public Schools

25 | P a g e

Kansas City Public Schools

26 | P a g e

HELP

Kansas City Public Schools

27 | P a g e

Kansas City Public Schools

28 | P a g e

HELP The Help Icon is always found on the left side of the screen 1. To use the system Help, click on the Help Icon 2. The Help Screen Appears 3. To search for a specific item: a. Click in the search for box b. Type the name of the subject area that you are interested in learning more about i. Example: Grades c. Click Submit d. Your search results will display 4. Topics may also be selected directly from the displayed folder list 5. Once a link has been click on the information will display on the right side of the screen

Kansas City Public Schools

29 | P a g e

Kansas City Public Schools

30 | P a g e

EXERCISE: SEARCH HELP

1. Open Help 2. Search for Attendance > Attendance Marking By Student

Kansas City Public Schools

31 | P a g e

Kansas City Public Schools

32 | P a g e

PRINTING

Kansas City Public Schools

33 | P a g e

Kansas City Public Schools

34 | P a g e

PRINTING GRADES & ATTENDANCE

1. TEACHERS WILL BE ABLE TO PRINT TO ANY PRINTER IN THEIR BUILDING 2. TEACHERS HAVE THE ABILITY TO ADD PRINTERS TO THEIR COMPUTER

Instructions For Windows 7 Computers If your computer has this Start Button icon in the lower left hand side of the screen, you are on Windows 7 To Install A Networked Copier/Printer: 1) Click the Start button > Devices and Printers 2) If the printer you wish to use is not listed, click Add a Printer to launch the Add Printer Wizard 3) Click Add a network, wireless or Bluetooth printer 4) Click The printer that I want wasn’t listed 5) Select Find a printer in the directory, based on location or feature 6)

Click Next

7) Type the first few letters of the school or department name that you are searching for in the Printer Name field and /or click Find Now 8) If a large list of results appears in the Search Results field, click on the column title Name to alphabetize the printer objects listed Look for these attributes: a. Locate the school/department name where the device is located b. Locate the room or physical location where the device is located c. Notice the characteristic of the device such as printer, MFP (multi-function printer), scanner or fax 9) Click on the desired printer name to select it 10) Click OK a. If you have authorization to print to this printer, the device will install the drivers automatically and place the printer in the Printer Page b. If you are not authorized to print to this device, you will receive a message that access is denied. Contact the Principal or manager to get permission to use the device. Have the Principal or manager e-mail the Help Desk authorizing your access and submit a work order form. IT then add the printer/copier for you 11) If the device was successfully installed, click Next 12) Leave the box checked to add this device as the default printer 13) Click Print a test page to ensure that printing to the newly installed device is successful a. If successful a message that the page was sent to the printer will appear and a bubble message in the SysTray will indicates that the job is in the output tray 14) Click Finish

Kansas City Public Schools

35 | P a g e

Instructions for Windows XP Computers

If your computer has the Start Button icon in the lower left hand side of the screen, you are on Windows XP:

To Install A Networked Copier/Printer: •

Click the Start button > Printers and Faxes

•

Click Add a Printer

•

Click Next > Add a network printer , or a printer attached to another computer

•

Click Next > Find a printer in the Directory

•

Click Next

•

In the Printer Name field, type the first few letters of the school or department and click Find now o

If a large list of results appears in the Search Results field, click on the column title Name to alphabetize the printer objects listed

•

Click the desired printer name to select it o

If you have authorization to print to this printer, the device will install the drivers automatically and place the printer in the Printer Page

o

If you are not authorized to print to this device, you will receive a message that access is denied. Contact the Principal or manager to get permission to use the device. Have the Principal or manager e-mail the Help Desk authorizing your access and submit a work order form. IT then add the printer/copier for you

•

Click OK

•

If you want to make it your default printer (recommended), confirm that option is checked then click Next

•

Click Finish.

Kansas City Public Schools

36 | P a g e

BULLETINS & THE HOME SCREEN

Kansas City Public Schools

37 | P a g e

Kansas City Public Schools

38 | P a g e

THE BULLETIN SCREEN Once you have successfully logged in to the Tyler SIS, the first screen that appears is the Bulletin screen Here you will receive both district and school news regarding the SIS

1. Click the Done button to continue past the Bulletin screen to the Home Screen

Kansas City Public Schools

39 | P a g e

THE HOME SCREEN Home Button Brings you back to this screen from anywhere in the program

Print Screen

School, Year, Date, Semester, Term & Period

Tells you which version of the Tyler SIS you are working in

Sort By Subject, Title & Period

Show = View Today, Semester, Terms Student Roster ALL classes Classes

If Show or Sort are changed, click Update Display to update the screen

Student Roster Single Class Homework

Class Attendance

Grade Book Attendance Taken or Not Taken

Kansas City Public Schools

40 | P a g e

THE HOME SCREEN: BUTTONS & NAVIGATION

Returns the page to the Home Screen

Test Scores

Print Current Screen

Profile Discipline, Activities, Honors and Awards, A+

Help Menu Display information for the screen you are currently on, but you can navigate to any section of help once in. Help documents are frequently updated and display a date beside them when information has been updated.

Displays the Student Medical Data Maintenance screen for a selected student.

Contact Summary Information

Displays lunch account information for a selected student

Family Data Screens

Fines and Fees

Student User-Defined Data

Special Services Documents

Parent / Student Contact Log

View: Click this icon to access the data listed in the particular row.

Send Email to a student and/or parents, teachers, counselors, and advisors associated with the student.

Expand or condense all areas of the screen.

Enrollment To Sites

Expand view.

Course Assignments (Schedules)

Collapse view.

Displays Current Day Attendance for a selected class or student.

Search-Click to start a new search.

Displays Attendance History, including current day, for a selected student.

Edit the data listed in the particular row (if you have appropriate permissions).

Displays a student’s current term grades or progress report grades for all classes or all grades for a selected class.

Kansas City Public Schools

Delete a row/record. (Use With Caution!)

41 | P a g e

Displays a student’s current locker information.

Add a data row under the selected area.

Displays the report card grades and progress report grades for a student.

Provides a calendar from which you can pick a particular date.

Displays the transcript grades for all high school courses or non high school courses.

Family or Faculty/Staff maintenance

Click this button to save data and return to the previous screen.

Allows you to edit information on a screen (if you have appropriate permissions).

Allows you to save changes and continue working on the current screen. Apply, Apply, Apply: An important piece of information about using the Tyler SIS application. You must save information often as you type. Click the Apply button to save as you work on any screen. Also click the Apply button to save information before moving to another screen.

Cancels current changes and remains on the current screen or returns to the previous screen.

Search: Find by searching all students in the district-wide master database.

Search: Find by searching students enrolled in the selected site year.

Search: Find a student by using the data grid function.

Search: After highlighting one or more database entries in a returned search list, this button provides details on selected entries.

This button is used to add additional information. For example, a student/employee record or to add additional codes, etc.

Lists functions specific to your current screen area.

Search & Navigation

Search

Search & Navigation

Go to the next person in the selection.

Search & Navigation

Go to the previous person in the selection.

Search & Navigation

Go to the last person in the selection.

Search & Navigation

Go to the first person in the selection.

Press F11 to enlarge your screen. Press it again to undo. DO NOT use the Back button in your browser in the SIS

Kansas City Public Schools

*

Red asterisk indicates a required field. Refreshes the screen

42 | P a g e

TYLER FAVORITES •

Favorites may be created to obtain quick access to various SISK12 functions or additional web pages

•

Favorites display in two areas: in the Favorites section on the Staff Home screen and in the Favorites drop-down list on any screen

To use Favorites, click the favorite hyperlink to jump to a SISK12 function or website: From the Staff Home screen

OR

From the Favorites drop-down list

ADD A TYLER FAVORITE 1. Go to the Action Menu > Favorites

2. The editing screen appears

Kansas City Public Schools

43 | P a g e

3. On the left-hand side of the screen is the list of Selected Favorites. a. (These favorites will display in both of your Favorites areas) 4. On the right-hand side of the screen is the Available Favorites that you may choose from 5. Under the Available Favorites, select the item you wish to add by left clicking on it one time. The item will highlight to show it is selected 6. Left click the Selected Favorites.

button one time. The selection will now display on the left side of the screen under

7. Left click one time on the

button

•

Left click

to add all existing favorites to your Selected Favorites list

•

Left click

to remove all existing favorites to your Selected Favorites list

•

Remember to click

when you are finished making your selections to save your work

REMOVE TYLER FAVORITES a. Under the Selected Favorites, select the one that you wish to remove by left clicking on it one time. The item will highlight to show that it is selected b. Left click the

c. Left click one time on the

button one time. The selection will return to the Available Favorites

button

SORT TYLER FAVORITES d. Left click on a favorite in your Selected Favorites list to select it e. Left click on the

Kansas City Public Schools

buttons to change the display order

44 | P a g e

EXERCISE: ADD A TYLER FAVORITE 1. From the Home Screen 2. Actions Menu > Favorites 3. Add the Custom URL: http://dese.mo.gov/

Kansas City Public Schools

45 | P a g e

Kansas City Public Schools

46 | P a g e

STUDENT PARENT CONTACT LOG

Kansas City Public Schools

47 | P a g e

Kansas City Public Schools

48 | P a g e

STUDENT PARENT CONTACT LOG •

From the Home Screen click the Parent Student Contact Log Button

•

If you have been working with a student in another area of the SIS that student will automatically be pulled up. Click the New Log Entry to proceed

•

To search for another student, click the search button

•

Search for the student by Last Name, First Name, Student ID # or SSN#. Type in the search criteria

•

Click the Search Selected Site Button

•

Students will appear in a list

•

Click the blue arrow next to the student’s name to select the student

•

The Student Parent Contact Log screen appears

Kansas City Public Schools

49 | P a g e

•

Date: Select the Date

•

Time: Type the time of contact

•

Contact Type: Select from the drop down list

•

Contact Person: Select from the drop down list

•

Result: Select from the drop own list

•

Notes: Enter any conference notes and recommendations

•

Spell Check: Spell check your comments

•

Click Add: To attach any documents you would like to include with the record

•

Click Done

•

The Record is added

Kansas City Public Schools

50 | P a g e

EXERCISE: CREATE A STUDENT PARENT CONTACT LOG 1. From the Home Screen click the Parent Student Contact Log Button 2. Search for a student (smith) 3. Select any student by clicking the blue arrow beside their name

4. Click New Log Entry 5. Set the Date: 8/20/12 6. Select Contact Type: Telephone 7. Select Contact Person: Parent 8. Result Conference 9. Enter Notes Spoke With: Mother Sue Smith Kansas City Public Schools

51 | P a g e

Subject: Extra Credit Project Result: Brittney will conduct an extra credit project due by 11/01/2012 10.Click Done Example Result

Kansas City Public Schools

52 | P a g e

Kansas City Public Schools

53 | P a g e

Kansas City Public Schools

54 | P a g e

THE GRADE BOOK

Kansas City Public Schools

55 | P a g e

Kansas City Public Schools

56 | P a g e

THE GRADE BOOK

• • •

Open The Grade Book Set Up The Grade Book Use The Grade Book

•

The Tyler Grade Book utilizes live, real time data. All updates occur instantly, including: o Attendance o Enrollment o Grades o Rosters o Schedule Notes: Grades are no longer exported, once the Apply button is selected grades are immediately updated. As the Tyler Student System is web based, screens must be refreshed in order to reflect updates.

•

Work From Anywhere As long as you have access to an internet connection you can access the Tyler Student System through the web address.

•

On Demand Progress Reports Generate on-demand progress reports anytime throughout the school year and keep parents informed of student progress.

•

End-of-term Grades Are averaged in the grade book as you work within the grading period, making report card processing a snap. Import your grades, add comments (optional), and report cards are ready for the office to print and distribute.

VIRTUAL GRADE BOOK It may help you to think of the classes listed on the Staff Home screen as pages in your grade book. Your grade book has been generated for you. A page for each of your classes has been created with students assigned. Your tasks will be to customize the grade book view to your liking, create assignments and give grades.

Kansas City Public Schools

57 | P a g e

OPEN THE GRADE BOOK 1. From the Home Screen find the course that you wish to work with and Click the Grade Book symbol the line next to the course.

on

Note: The Grade Book icon on the toolbar is for working with an individual student, not the class

1. The Grade Book screen appears Alphabetical Order: Students are listed in alphabetical order by default Changing Student Order: The order can be changed, See the Grade Book Customization section for directions

Kansas City Public Schools

58 | P a g e

THE GRADE BOOK SCREEN Opens by default to the Assignment Tab

Action Buttons

Actions Menu Grade Book Toolbar View Tabs Assignments & Grades

THE GRADE BOOK TOOLBAR

Attendance

Edit Properties Of All Assignments

Homework

Edit Score/Comment For Current Cell

Photos/Seating Chart

Edit Scores For 1 Student Current Row

Create New Discipline Referral

Edit Scores For 1 Column All Students

Create New Assignment

Edit Scores For All Assignments

Edit Properties Of Current Assignment

Edit Objective Scores

Kansas City Public Schools

59 | P a g e

ASSIGNMENTS ASSIGNMENTS: CREATE 1. Open Grade Book 2. Click New Assignment Button OR Action Menu > Manage Assignments > Create New Assignment 3. New Assignment Screen Appears

Enter Assignment Information a. Select an Assignment Type: Customization options available, See the Grade Book Customization section for directions i. CLS Classwork ii. HWK Homework iii. LAB Labs iv. NOW Do No v. PRJ Project vi. PRT Participation vii. QIZ Quiz viii. TST Test

Kansas City Public Schools

60 | P a g e

b. Sequence # Will automatically generate to differentiate between assignments of the same type c. Unit Select from the drop down list Units or chapters in your text books may be aligned to individual assignments The table that populates the list is managed by the teacher See the Grade Book Customization section for directions d. Base Points Type in the number of points possible for the assignment

e. Factor/Weight To create a weighted assignment type in the Factor/Weight Example Enter a Factor/Weight of 2.00 to weight an assignment to be worth double other assignments Most assignments are not weighted, thus the default factor is 1.00 Weight is of no consequence to an assignment with a formula

f.

Due Date Enter the date the assignment is due by typing or using the calendar icon. Required field

g. Assignment Short Description Enter a short description, only 9 characters of the description appear in the grade book but a detailed description for reference needs to be entered as this will also appear on the parent portal

h. Formula Use the Formula button to base the student scores for this assignment on other assignment or assignment types. Formulas only appear on the end of Term columns, teachers can change the end of term 1 and 2

i.

Also Copy To If you would like to create additional assignments with the same properties as the one you are currently creating, click the Also Copy To box. Additional assignments may be edited as necessary once they are created

Kansas City Public Schools

61 | P a g e

j.

Show On Parent/Student Portal Uncheck if you do not wish this assignment to display when parents view the grade book

k. Show in HomeWork on Portal From (Date Given)

Choosing the dates for this assignment will determine how long the assignment will show in the Homework area. From Date = date for assignment to first appear Until Date = date to remove the assignment l.

HomeWork On Family Portal This tab allows this assignment to be posted directly to the Parent and Student Portals in the Homework section

m. Use Short Description From Above

This checkbox will automatically use the assignment’s short description as the title Un-check in order to type additional notes a. Attach A Document Or Instructions To An Assignment To attach a document Enter a Homework description i. Click Apply ii. Scroll to the bottom iii. Click the Add button (below the Homework on Family Portal screen) iv. Give the document a Description and v. Browse for the file vi. Click Upload to attach it b. Objective Links Type the number of points being used for each objective. This is used in conjunction with the Base Points; this will automatically set the base points for the assignment.

Errors Any errors as you try to create an assignment will be revealed when you click the Apply button. Look to the top left hand corner of the screen. Any error messages will appear in red

Kansas City Public Schools

62 | P a g e

EXERCISE: CREATE AN ASSIGNMENT USING BASE POINTS In this exercise we will create a sample assignment. 1. Open Grade Book 2. Click New Assignment Button 3. Complete the New Assignment form a. Select Assignment Type: Homework b. In the Assignment Short Description Box Type: Homework c. In the Base Points field Type the number: 100 d. Set the Due Date to: 9/01/12 e. Check the Also Copy To box and type in the number 4 f.

Set the dates for Show In HomeWork on Portal: From 9/01/12 Until 9/15/12

g. Use Short Description From Above: Check the box h. Type the notes for the assignment in the empty white box:

4. Click Done

Kansas City Public Schools

63 | P a g e

5. The Assignments will now appear in the Grade Book

Kansas City Public Schools

64 | P a g e

ASSIGNMENTS: EDIT Assignments can be edited from the any of these three options on the grade book toolbar

Edit Properties Of Current Assignment 1. Click on a single assignment to select it and then 2. Click the Edit Properties Of Current Assignment Button to work with that assignment

OR

Edit Properties Of All Assignments

1> Click the Edit Properties Of All Assignments Button to get a list of all of the assignments 2> Then click the pencil icon beside the assignment to work with it 3> After editing don’t forget to click the Apply Button to save your changes

Kansas City Public Schools

65 | P a g e

ASSIGNMENTS: COPY Teachers may teach several sections of the same subject. Often the assignments for each section are the same. To eliminate redundant entry, you may create assignments for one grade book page then selectively copy and paste these to other grade book pages. After you copy/paste an assignment, you may edit it. 1.

Click Actions > Manage Assignments (Columns) > Copy Assignments

2.

The Grade Book Copy Assignments screen displays 1.

The left side of the screen displays the Year and Course Section for the current course, as well as all assignments existing in that grade book

Kansas City Public Schools

66 | P a g e

Copy Assignments From A Previous Year (This feature will not be available until the 2013/2014 School Year) To copy assignments from a grade book for a previous year, select the Year from the drop-down list

Copy Assignments From A Different Section 1.

Select the Course Section from the drop-down list

2.

Check the boxes 1.

Next to the assignments to copy OR

2.

Click Check All selections

Kansas City Public Schools

to check every available box, or Clear All

to uncheck any

67 | P a g e

3.

The right side of the screen displays all courses for the logged-in site-year

4.

Check the boxes next to the courses that you wish to copy assignments to OR

5.

Click the Check All For Same Subject Button to check every box for subjects matching the Course Section selection

6.

Once all selections have been made click the Start Copy Process Button

7.

A confirmation message will display

Kansas City Public Schools

68 | P a g e

CHANGE SPECIAL MARK OPTIONS In The Grade Book > Actions > Manage Assignments > Special Marks Special Marks tell the parent/administration why points were deducted from the grade for reasons like: Cheating, Late Assignments, Incomplete etc. Here you have the ability to edit the value of the Late Assignments. 1. Click the Edit Button to work with the screen 2. Double click on the value and type the value of your choice 3. Click the Done Button when finished

Kansas City Public Schools

69 | P a g e

ASSIGNMENTS: DELETE 1.

From the Grade Book Assignments Tab

2.

Click in to a cell in the column of an assignment that is to be deleted

3.

Navigate to: Actions Menu > Manage Assignments (Columns) > Delete Current Assignments

4.

Click OK

5.

The assignment is deleted

Kansas City Public Schools

70 | P a g e

GRADE BOOK FORMULAS

Progress Grades, Term Grades, Semester Grades, and /or Year-End Grades are normally calculated as a function of several types of assignments

The Assignment Properties area is where formulas to perform those calculations are created and changed

Assignment Properties

TEACHERS MAY CHOOSE TO CALCULATE GRADES USING…

Total Points The system will add all points earned, regardless of Assignment Type, and divide by the total points possible Total Points For Selected Assignment Types The system will add all points earned for selected Assignments and/or Assignment Types and divide by the points possible

Percent The system will calculate grades based on an identified percentage for each selected Assignment Type

Kansas City Public Schools

71 | P a g e

GRADE BOOK FORMULA: TOTAL POINTS FOR ALL ASSIGNMENT TYPES 17. Select the column you wish to create a formula for by clicking a cell in that column 18. Click the Edit Properties Of Current Assignment Icon 19. The Maintain Assignment detail screen displays 20. The current formula for the column displays next to the Formula = Button if one has been setup for this assignment 21. Click the Formula = Button 22. The Maintain Formulas screen displays

23. Select the Total Points – Using All Assignment Types (except system)

24. Use the Override Start or Override End Date Fields to: a.

Override the Progress, Term, or Semester dates set by your administrator

b.

Leave these fields blank to use the default term start and stop dates

25. EXTRA CREDIT n. If extra credit is to be added to the student’s final grade AFTER it has been averaged: Click the Setup Extra Credit Button

Kansas City Public Schools

72 | P a g e

o. If extra credit is to be calculated WITHIN the student’s average you may create extra credit assignments in the same way you will create any other assignment. Use an assignment value of 0

1. You may select an Assignment Type to use for this optional extra credit by checking a box on the left side of the screen 2. You may select a specific assignment to use for this optional extra credit by checking a box on the right side of the screen 3. Click the Done Button 1. Click the Done Button

Kansas City Public Schools

to save and return to the previous screen to save the formula calculation

73 | P a g e

GRADE BOOK FORMULA: TOTAL POINTS FOR SELECTED ASSIGNMENTS AND/OR SELECTED ASSIGNMENT TYPES 1. Select the column you wish to create a formula for by clicking a cell in that column 2. Click the Edit Properties Of Current Assignment Icon 3. The Maintain Assignment detail screen displays 4. The current formula for the column displays next to the Formula = Button 5. Click the Formula = Button 6.

The Maintain Formulas screen displays

7. Select the Total Points – Using Selected Assignment Types (except system)

8.

Click the Setup Formula Button

9. The Maintain Formulas – Select Assignments screen displays

Kansas City Public Schools

74 | P a g e

10. Check the Assignment Types that are to be used in the grade calculation (left side of screen) a. All assignment types that have been created in that category will be used in the grade calculation Example: If ALL Labs are to be used in the grade calculation, check the box beside Labs

11. Check any Individual Assignments that are to be used in the grade calculation (right side of screen) Example: If only certain tests are to be included in the grade calculation, you will not check the Assignment Type for tests on the left. Check the individual tests that are to be used on the right

Kansas City Public Schools

75 | P a g e

12. Click the Done

Button to Save and return to the previous screen

The checked assignments have been added to the Assignment list

13. Double-click in the Drop Lowest Column to: a. Identify the number of lowest-scoring assignments to be dropped from each student’s grade calculation b. If all assignments are to be included, regardless of score, keep as zero

14. Use the Override Start Date or Override End Date Fields to: •

Override the Progress, Term, or Semester dates set by your system administrator

•

Use the start date to have grades calculated after the date input in to the Override Start Date field Example: If the teacher wants to assess students the first week of class and does not want the grade book to calculate the assessment grades

•

Leave these fields blank to use the default term start and stop dates

15. EXTRA CREDIT •

If extra credit is to be added to the student’s final grade AFTER it has been averaged: Click the Setup Extra Credit Button

•

If extra credit is to be calculated WITHIN the student’s average you may create extra credit assignments in the same way you will create any other assignment. Use an assignment value of 0

Kansas City Public Schools

76 | P a g e

4. You may select an Assignment Type to use for this optional extra credit by checking a box on the left side of the screen 5. You may select a specific assignment to use for this optional extra credit by checking a box on the right side of the screen 6. Click the Done Button 1. Click the Done Button

to save and return to the previous screen to save the formula calculation to return to The Maintain Assignment Screen

The Maintain Assignment Screen appears with the Formula appearing on the Formula Bar

1. Click the Done Button

Kansas City Public Schools

to return to the Grade Book/Student Data Roster

77 | P a g e

GRADE BOOK: CREATE A FORMULA BASED ON PERCENT 1. Select the column you wish to create a formula for by clicking a cell in that column 2. Click the Edit Properties Of Current Assignment Icon 3. The Maintain Assignment detail screen displays 4. The current formula for the column displays next to the Formula = Button 5. Click the Formula = Button The Maintain Formulas screen displays

6. Select the Percent option (The screen refreshes)

7. Click the Setup Formula Button 8. The Maintain Formulas – Select Assignments screen displays

Kansas City Public Schools

78 | P a g e

9. Check the Assignment Types that are to be used in the grade calculation (left side of screen) All assignment types that have been created in that category will be used in the grade calculation Example: If ALL Labs are to be used in the grade calculation, check the box beside Labs

10. Check any Individual Assignments that are to be used in the grade calculation (right side of screen) Example: If only certain tests are to be included in the grade calculation, you will not check the Assignment Type for tests on the left. Check the individual tests that are to be used on the right

Kansas City Public Schools

79 | P a g e

11. Click the Done

Button to Save and return to the previous screen

The checked assignments have been added to the Assignment list

12. Double-click in the Percent Column beside each assignment type and then set the percent by typing it in or using the up and down arrows

13. Check the box in the Scale 100% column IF all assignments in that Assignment Type are to be weighted equally, regardless of the assignment’s point value

Note: The Assignment Type is All Labs

Kansas City Public Schools

80 | P a g e

14. Double-click in the Drop Lowest Column to: •

Identify the number of lowest-scoring assignments to be dropped from each student’s grade calculation

•

If all assignments are to be included, regardless of score, keep as zero

15. Use the Override Start Date or Override End Date Fields to: •

Override the Progress, Term, or Semester dates set by your system administrator.

•

Leave these fields blank to use the default term start and stop dates

16. Click the Done Button

to return to The Maintain Assignment Screen

The Maintain Assignment Screen appears with the Formula appearing on the Formula Bar

17. Click the Done Button

to return to the Grade Book/Student Data Roster

18. Note that assignments display how they are being scored in the column title Kansas City Public Schools

81 | P a g e

COPY A FORMULA TO OTHER ASSIGNMENT COLUMNS Copying an assignment formula to other class sections is quicker than having to re-create each formula multiple times. 1. From the Grade Book Navigate To: Actions Menu > Manage Assignments (Columns) > Copy Formulas

2. The Copy Formula screen appears

3. Select the appropriate Copy Formulas From option 1.

Select the All system SG? Columns in this section option if you have set formulas for all SG (System Grade) columns in this grade book and wish to use these formulas in other classes

2.

Select the One Specific Assignment option if you are have set a formula for one SG column in this grade book and wish to use it for other SG columns or classes

Kansas City Public Schools

82 | P a g e

4. Select the appropriate Copy Formulas To option p. Select the All My Class Sections for this Year option to copy the formula(s) selected to all other classes. q. Select the All My Sections of this Subject option to copy the formula(s) selected only to duplicate sections of the same subject r.

Select the My Other SG? Columns in this Section option to copy the formula selected to the remaining SG columns in this grade book

4. Click the Start Copy Process Button

5. A confirmation message displays

RESET SG COLUMNS TO DISTRICT DEFAULTS

1. Click Actions > Manage Assignments (Columns) > Reset your SG Column Formulas from District Defaults 2.

The screen refreshes

3. All SG columns are now calculated based on the formulas set by the district

SG = System Grade SGP = System Grade Progress SGT = System Grade Term SGS = System Grade Semester

Kansas City Public Schools

83 | P a g e

Kansas City Public Schools

84 | P a g e

EXERCISE: CREATE AN ASSIGNMENT USING A FORMULA Note: This exercise is dependent upon the previous Grade Book exercise in which four homework assignments were created 1.

Select a class and open the Grade Book

2.

Click the Assignment Tab

3.

Click the Create An Assignment Button or navigate to: Actions Menu > Manage Assignments (Columns) > Create New Assignment

4.

Select Assignment Type: HWK Homework

5.

Type an Assignment Short Description: Homework Total Point

6.

Due Date: 10/01/12

7.

Click the Formula Button

8.

Select the Total Points – Using Selected Assignment Types option

9.

Click the Setup Formula Button

Kansas City Public Schools

85 | P a g e

10.

Select HWK Homework (this option selects all homework assignments but be aware that you could select specific homework assignments to be included in the average)

11.

Click the Done Button

12.

Click the Done Button

13.

The Formula will appear in the Formula Bar

14.

Click the Done Button

15.

The Homework Formula column is created and will average the points of all Homework Assignments.

Kansas City Public Schools

86 | P a g e

ENTER GRADES / SCORES 1. Open the Grade Book 2. Click on the Assignments Tab 3. Select the method that you wish to score by clicking the appropriate button on the Grade Book Toolbar Grade Book Toolbar - Scoring 4. Enter the score

Edit Score/Comment For Current Cell Edit Scores For 1 Student Current Row Edit Scores For 1 Column All Students Edit Scores For All Assignments Edit Objective Scores

Example In the following example we chose to Edit Scores For 1 Column All Students Click In The Column Of The Assignment You Wish To Score 4. 5. 6. 7. 8. 9. 10.

Select The Edit Scores for 1 Column All Students Button Click in to the score column on the line of the student to be marked Type in the score Select any special marks from the drop down box Type in any comments Repeat until all of the class is scored Click Apply or Done

Note: Comments are public and can be viewed by parents on the portal

Options On This Screen: 1. Zero and Missing: Marks all students without marks as zero and missing 2. Exempt: Marks a student as exempt from the assignment Kansas City Public Schools

87 | P a g e

Kansas City Public Schools

88 | P a g e

EXERCISE: GRADING / SCORING AN ASSIGNMENT In this exercise we will practice Grading/Scoring the assignment we created in the last exercise. •

Open the Grade Book

•

Click on the Assignments Tab

Method 1

Edit Score/Comment For Current Cell

1.

Click in to the first cell of the PRJ column. The cell will turn blue indicating it is selected

2.

Click the Edit Score/Comment For Current Cell Button on the Grade Book toolbar

3.

Click in to the Score column and cell

4.

Type the Score based on the base points

5.

Type a comment

6.

Click Done

Kansas City Public Schools

89 | P a g e

Kansas City Public Schools

90 | P a g e

GRADE BOOK CUSTOMIZATION OPTIONS

The Select View tab is where teachers can customize how they view their Grade Books. 1. Nothing here has to be changed, this is all personal preference 2. Changes can be made at any time 3. A common mistake is made when people change view options and forget that they have made special selections. If something is missing from the grade book check the Select View Tab 15. From the Grade Gook screen click the Select View Tab

* Elementary Schools may uncheck the SGP Progress box (SGP = System Grade Progress) Kansas City Public Schools

91 | P a g e

1. Term: Term 1, Term 2 Select to view only Term 1 or Term 2 in the grade book 2. Assignment Type Select an assignment type from the list in order to view a single assignment type in the grade book

3. Unit 4. Show Only Pending Assignments 5. Show Only Parent/Student Portal Assignments 6. Sort Assignment Columns a. By Type and Sequence b. By Due Date c. Reverse Order 7. For Each Assignment/Column Display a. Original Score b. Special Mark c. Effective Score: Score Or Percent d. Last Updated 8. Student Names In Roster a. Show Active Students b. Show Dropped/Withdrawn Students c. Sort By: Student Name, Status, Teacher Sequence, Course Add Date 9. Display Students Columns (All Tabs) a. SpEd Status b. Grade Level c. Special Grade Level d. Absences e. Tardies f. Active/Drop/WD Status g. Course Add/Drop Dates 10. System Grades (SG) In Fixed Columns a. (SGP) Progress b. (SGT) Term

Kansas City Public Schools

92 | P a g e

c. (SGS) Semester 11. The Special Grade Column may be removed as it will not be used by the KCPS a. Removing the special grade column for one class will remove it for all of the teacher’s class 12. Click the Select View Tab b. The Select View Tab Is Where You Can Customize The View Of Your Grade Book 13. Remove the check mark from the Special Grade Scale Box 14. Click Update Display 15. Click the Assignments Tab and the special grade column has been removed

CHANGE ASSIGNMENT TYPE OPTIONS In The Grade Book > Actions > Manage Assignments > Maintain Assignment Types 1. Click the Edit Button to work with the screen 2. Uncheck the box beside any code you do not wish to appear in the grade book 3. Click the Done Button when finished

Kansas City Public Schools

93 | P a g e

GRADE BOOK: CHANGE STUDENT SEQUENCE ORDER OPTIONS Action > Manage Students and Scores > Change Student Sequence Order Students are listed alphabetically by default but you can change the order they appear in your grade book.

To Change The Sequence Of The Students 1.

Click on a student name in the list

2.

Click on the up or down arrow to move the student up or down

3.

Repeat with as many students as desired

4.

Click the Done Button when students are ordered to your preference

Kansas City Public Schools

94 | P a g e

THE GRADE BOOK: PRINTING Print Actions > Reports > By Class Grids (print or save)

THE GRADE BOOK: BACKING UP Back up the grade book on a regular basis The backup option allows the restoration of a grade book and provides a historical record for the teacher to keep as a reference Recommendation: Back up once a week

Backup •

Open the grade book

•

From a grade book page

•

Go to the Actions Menu > Click Backup

Kansas City Public Schools

95 | P a g e