SWIS User Manual - Wisconsin PBIS Network
Contents
1. 7 8 1 Click Merge Revise a Record rop Student In the Search field type name eae of the record to Ee modify rie Click the Search icon In the result set double click on E ie 4 5 Click to select the name of the record to delete Ethnicity select ec Race select all that appiy7 Yes Status Active E Student is on a 504 Plan Not Hispanic Latho No Some fino Student is on an TEP American Indan Alaskan Native Asan Back Pacfic Isander Native Hawatan Sg Whee Disability Category select all that apply Developmental Delay Emotional Disturbance Hearing Impairment Intellectual Disabity Mukiple Dsablites Orthopedic Imparment Other Heath Imparment the record to revise Revise the necessary information Click OK Delete a Record 1 Type the name of the record to be deleted in the Search field Click the Search icon Click to select the record to delete Click the Delete button Click Delete to confirm Click Cancel to return to the roster Update a Record Status 1 The Edit Student workspace HERE S ATIP The SWIS Suite prevents deleting person records attached to referral data If there are duplicate person records and each has referral data merging the two records is recommended over deleting Check the Active Inactive and Archived filter boxes to display all persons associated with the SWIS account S2. A SWIS User s Manual Version 5 3 September 2014 A Al PBISApps How to Find Help This manual is your first step for SWIS support Can t find the information you need Contact your SWIS Facilitator My SWIS Facilitator Information Facilitator Name Phone Number Email Address For More Information Are you still stuck Visit the PBISApps support website online at support pbisapps org There you will find answers to many common questions a search able knowledge base and discussion forum and ways to contact PBISApps to ask your question directly A KA User s Manual Version 53 September 2014 A i PBISApps Table of Contents Overview au NA ENEREEN AN H Ke EN ARENS e dE A Who Should Use This Manual 4 What is PBISApps irena eee e EREEREER nEn RE 4 What is the SWIS Suite 4 Whatis SWIS cass accicreteceerecararedrere e asin aoaiargrererdtate e erred E 5 About the QR Codes 5 Login Logout EE 6 Switch Schools 60 vEKENK KREIEN ER EEN ENTENTE NEEN 7 Quick SAT EE 7 P10 eee eee R 7 Enter a Student or Statt 7 VIEW REDONS 555 sesigt evar cincdts sracerare e SE STEEN EE Er e 8 Dashboard EEN 8 School Summary 8 Latest Referrals i6 c60c65cca sees NN EE EEN NN EE AEN ENN tee ENEE 9 Data Integrity Summary 9 Add REGAL 5 602569 dE EE din de bonnes 10 Required Fields ysis ag siene rna n EE Ee dade eka doers eset AR 10 Copy Referral Informati
3. Mailing Address SWIS User s Manual 19 A i PBISApps Physical Address Phone Number Fax Number Grade Range School Profile Contact Information Contact information for the following roles can be located and or edited as changes occur SWIS Contact Admin Contact Billing Contact Core Data School Days To enter or modify School Days from School Settings L Click School Days under Core Data 2 Click on the school year to expand the menu 3 Type or select the number of schools days for each calendar month Early release days count as one full day 4 Click Save Core Data School Enrollment To enter or modify School Enrollment in School Settings HERE S ATIP L Click on School Enrollment Enrollment data should 2 Click on the correct school be entered at the same year to expand the menu time as the annual census t typicall t 3 If the school facility collects SNE race ethnicity information Enter the number of students within each ethnic group Total School Enrollment calculates automatically based on the race ethnicity enrollment entered If the school facility does not 1st Enrollment totals only change during a school year if a large 10 20 change in enrollment occurs mid year collect race ethnicity information Enter the total enrollment Click Save 20 SWIS Users Manual Note In order to generate school wide reports such as the Average Referral
4. Click OK Quick Start Enter a Referral From the SWIS Dashboard L Click Add Referral located at the top of the Dashboard screen 2 Enter all required fields 3 Click Save Note SWIS will not save a referral until all required fields are completed Any missing information will be highlighted in red and identified with a red exclamation mark when left blank Enter a Student or Staff L Click the Person Management icon located in the upper right hand corner of the screen 2 Click on the correct tab Students Staff Non Staff SWIS Users Manual 7 A i PBISApps 3 Click Add 4 Enter all required information about the person 5 Click Save to save or click Save and New to save and open a new form to continue adding new person records View Reports Click on the View Reports button within the SWIS navigation bar to access the reports dashboard To open a new report click on the appropriate report icon The report opens with data presented based on default report settings Dashboard School Summary The SWIS Dashboard displays a School Summary Report with the following graphs displayed Scan for video tutorial For instructions see page 5 Average Referrals per Referrals By Day per Month Grade Referrals By Time Referrals By Student Referrals By Location m BR EE ez SWIS Dashboard SWIS Demo School Referrals By Day Average Referrals Per Day Per Month Q Welcome to SWIS 5 Dem
5. ER EE 23 Require Staff and Require Student District Is 23 Applications SWIS 0 cece cece eee eee eee e eee eeeeees 23 Maximum Actions Taken Allowed Per Referral nnanaan0anan 23 Maximum Problem Behaviors Allowed Per Referral 24 Referral Time Range 12298 EE 24 Track Harassment Types 0 000 cece cece cece cence eee eens 24 Track Weapon Types 0 2000 cc eee cece cece eee ee ee rreren 25 Estelle Ask Aiden Ed tan vented ela e ap eh 26 Other Data 2 cies vie he doe cee doe eee eRe Ne ELE NEEN ee 28 Person Management 28 Add a New Record 30 Merge Duplicate Records 30 Revise a Recordsis eors erren Etra antao evade ect KOENEN 31 Delete a Records eege see 31 Update a Record Status 31 Update Multiple eropgeet beta be Ee A 32 Data Integrity sins east ae se Kat Are bane kA 32 Student Dashboard 4 8 stet ck ech eck ae eke recess 34 Appendix A SWIS Data Entry and Reporting Schedule Inside Back Cover SWIS User s Manual 3 A i PBISApps Overview Who Should Use This Manual The purpose of the SWIS User s Manual is to provide SWIS users a quick reference and trouble shooting guide The manual is for use by SWIS facilitators and SWIS users during initial start up training and ongoing use Much of the information found in this manual is also available online at www pbisapps org What is PBISApps PBISApps is a not for profit group developed and operat
6. Open multiple reports in 2 From the pop up dialog box tabs for efficient access to select to print the graph only the information you need the table only or both 3 Click Print Report Types Core vs Additional Reports available in SWIS are organized into two categories Core Reports and Additional Reports Core Reports The Core SWIS reports present data necessary for monitoring school wide problem behavior patterns School Summary Referrals By Day Of Week Average Referrals Per Referrals By Problem Behavior Day Per Month Referrals By Grade Referrals By Time Referrals By Student Referrals By Location Additional Reports Additional reports available within the Reports menu present data related to specific areas of concern 14 SWIS Users Manual Multi year reports for Average Suspension Expulsion Referrals Per Day Per Month Location and Problem Behavior School Ethnicity Referrals By Staff Triangle Data Year End Drill Down Teams can expand on the information presented in the Core or Additional Reports by using the Drill Down tool Drilling down data leads to more targeted behavior supports and practices for improved student outcomes ISIS Individual Students OICC EN ECH o Drill Down SWIS Demo School Report Filters Kee W Action Taken Include in Dataset Exclude from Dataset Custom Fields X School Year 2013 14 Date Time Date
7. Per Day Per Month or Ethnicity Reports SWIS requires details about School Days and School Enrollment a School Settings o N School Profile School Enrollment Profile 2013 14 Contact Information Hispanic Latino GC EI core bata American Indian Alaskan Native 5 School Days Asian 21 School Enrollment Black 70 Pacific Islander Native Hawaiian 5 A Applications White 255 General Multi racial 21 SWIS cico Total School Enrollment 500 ZE other Eg The School Settings gt Core Data gt School Enrollment settings Applications General To enter or modify General Settings in School Settings 1 2 o n e w Click General Click anywhere within the row of the appropriate field to expand the menu Choose Yes to enable the identified feature Choose No to disable the feature Click Save Close School Settings by clicking on the red X icon in the upper right corner of the screen Start Month Default August This setting sets which month is considered the start of the year for reporting and decision making purposes To modify the Start Month SWIS Users Manual 21 A i PBISApps 1 Select the appropriate month from the drop down menu 2 Click Save Use 504 Default Enabled Schools Facilities may opt to collect data about individual stu dents 504 status To disable this feature L Select No from the drop down menu 2 Click Save HERE S ATIP The federal gover
8. Referrals Accuracy Checks Report Generated Who What When
9. Cl Day of Week a i School Year 2013 14 2012 13 Time Generate Save Report Template Cea The Drill Down workspace To use the Drill Down report L Click on Drill Down in the SWIS navigation bar 2 From the Report Filters listed on the left select the data to include or exclude from the dataset By default the current school year is already included Dee i in the dataset 3 To select a specific report filter click on the report filter to expand it a To include exclude Right click on a filter and choose to Add to Included Filters or Add to Excluded Filters SWIS Users Manual 15 A i PBISApps b To remove Click the filters trashcan icon c To move a filter between include and exclude Click on the report filter to move Drag and drop it to the include or exclude from dataset section 4 Click Generate Drill Down Options 1 Change the graph type Use the Graph Type drop down menu to the right of the graph to change the graph type 2 Sort the data table Click the triangle in any column header to sort the data in ascending or descending order 3 Save report template Click Save Report Temple to save the specific data filters Choose to share the template with another SWIS user in the school facility by checking the Share Template Within School option 4 Load a saved template Saved Report Templates can be easily accessed in the future by using the Load Report drop down menu located in
10. School Wide Information System Wisconsin Dells WI Please login using the app bar at the top of February 25 February 27 the page Watch this video to see how PBIS Assessment ISIS SWIS Facilitator Certification The login is located in the black bar at the top of the screen Login Logout From your preferred internet browser e g Internet Explorer Firefox Safari Chrome type in the website address www pbisapps org to access PBISApps Scan for video tutorial For instructions see page 5 Once at PBISApps 1 Click on PBIS Applications Login located in the black bar app bar at the top of the screen 2 Enter the email address and password associated with the SWIS account 3 Click Login If the password is a temporary password a prompt appears for a permanent password to be created 4 Once logged in slide over to the left side of the app bar and click on SWIS Suite to access SWIS 6 SWIS User s Manual To logout of PBISApps and a SWIS account L Click on the user s email address located in the app bar at the top of the screen 2 Click Logout Note Users can also click on the Logout icon located in the blue bar at the top of the screen Switch Schools Users with access to more than one school can switch schools without logging out of SWIS L Once logged in and inside the SWIS Suite click Tools 2 Click Switch School 3 Select the desired school from the drop down menu 4
11. WIS User s Manual 31 A i PBISApps 2 Type the name of the record to update in the Search field Click the search icon 3 Right click on the record and select Set Status Select the appropriate status for the record Active the per son is currently associated with the school Inactive the person is not currently associated with the school but may return e g transfer students Archived the Person Management T students ssr ten Sarr Students Search brian Sa allt Fiter By Any Student 1 Si active C imactve C Archived Ors Ge Setstatus Merge Oset GHentnocter Brian Bender 9 ap e Ow os 5262 Sep e ies Yes i ran oson Mole Ore Biemans Satsane D A Meroe H Inactive e Ow 8 wies or 3 2014 E Pont Rover Q view n Student Dashboard va Pagels loti Notes Displaying 1 3013 The Person Management workspace with Set Status menu person is not currently associated with the school and will not be returning Leg graduated students 4 Click OK Update Multiple Records Multiple person records may be selected within the same page to update to the same status all at once To update multiple records with one click L When the Person Management list opens scroll to the page with multi ple records to update 2 Check the box to the left of each record to update 3 Click the Set Status button located at the top of th
12. al Default One A maximum of five actions taken per referral is possible To modify the Maximum Actions Taken Per Referral in School Settings L Click SWIS under Applications 2 Click Maximum Actions Taken Allowed Per Referral A Type or select the maximum number of actions taken to add to a referral 4 Click Save SWIS User s Manual 23 A i PBISApps e School Settings o S School Profile Referral Data Entry Profile Maximum Actions Taken 3 6 Contact Information indie Maximum Problem Behaviors 7 A Allowed Per Referral Core Data Referral Time Range 7 00 AM 5 00 PM School Days School Enrollment Cto FRB 5 3 Active eo A Bebing Problem Behavior Subtypes Track Subtypes Harassment Yes General SWIS Track Subtypes Yes Fe Use Possession of Weapons The School Settings gt Applications gt SWIS settings Maximum Problem Behaviors Allowed Per Referral Default One A maximum of five problem behaviors per referral is possible To modify the Maximum Problem Behaviors Per Referral in School Settings L Click SWIS under Applications 2 Click Maximum Problem Behaviors Allowed Per Referral 3 Type or select the maximum number of behaviors to add to a referral 4 Click Save Referral Time Range Default 7 00 AM 5 00 PM This setting allows schools facilities to select the time range within which referrals may occur By selecting 7 00 am 5 00 pm referrals cannot have occu
13. al settings include Locale Name Sort Order Default Graph Size First Last vs Last First To modify General settings in Account Settings L Click on General under Applications 2 Select the setting to modify 3 Type or select the preferred option for the setting 4 Click Save Applications SWIS To modify SWIS Application settings in Account Settings SWIS User s Manual 17 A A PBISApps Le Account Settings Li Account Profile General Settings Profile Referral Category Sort Show Student Names in A Applications Dashboard Referral Lists General Default Referral Type Report Settings Default Report Sort Default Referral Type Selection Show Only With Data Selected Ye by Default The Account Settings gt Applications gt SWIS settings L Click SWIS under the Applications menu 2 Select the setting to modify and select the preferred option for the setting 3 Click Save Referral Category Sort Default SWIS Order Alphabetical will sort the labels alphabetically SWIS Order will sort the labels based on national usage trends Default Report Sort Default Frequency Frequency will order items on reports from least to most frequent Alphabetically will order items on reports alphabetically SWIS Order will order items on reports based on national trends Show Student Names in Dashboard Referral Lists Default Enabled When enabled the Latest Referrals section of the SWIS Dashboard d
14. chool Settings L Click SWIS under the Applications menu 2 Click Track Weapon Types 3 Choose Yes to enable the setting or No to disable the setting 4 To edit an existing type click to select the label from the list and edit the SWIS User s Manual 25 A i PBISApps information in the Edit Weapon Type box 5 To add a new type click the Add button and enter the new Labele information in the Add Weapon Type box 6 To delete an existing type click to select the label from the list and click the Delete button 7 Click Save Custom Fields A school facility may identify additional information needed for local decision making district state reporting or other purposes For this information SWIS allows up to 10 custom Scan for video tutorial fields to be established For instructions see page 5 HERE S ATIP Some examples of Custom Fields categories and labels Category Parent Contact Category Hallway Labels Email Mail Phone In Labels East Wing West Wing Person and Unable to Contact North Wing and South Wing To add or modify Custom Fields in School Settings L Click SWIS the Applications 2 Click Custom Fields To add a new custom field L Click Add 2 Give your new Custom Field a name by entering it in the Label field A If integrating SWIS data with another system type the identifier in the Identifier field 4 Check the Display box to display the field on the referral data
15. dd a New Record L In the Tools menu click Person Management 2 Click on the correct tab Students Staff Non Staff A Click Add 4 Enter all required information about the person 5 Click Save to save or click Save amp New to save and open a new form to continue adding new person records HERE S ATIP For students on an IEP a disability category must be selected To Be Obtained should only be selected when a record urgently needs to be recorded but the disability category is not available It is critical to update this information to keep records current for reporting and decision making Student records marked with an IEP disability category To Be Obtained will appear as data to correct within the Data Integrity system Merge Duplicate Records Merging two names will move all referrals from the Student Staff Non Staff to Delete to the Student Staff Non Staff to Retain L Check the Active Inactive and Archived filter boxes to display all person records associated with the SWIS account 2 Locate the name of the person to be retained by typing the name in the Search field 3 Click the Search icon 4 Click to select the name of the record to retain 5 Click Merge 30 SWIS User s Manual In the Student Staff Non Staff to Delete field type the name of the per son record to delete All referrals from this record will be moved to the Student Staff Non Staff record chosen to be retained
16. e list 4 Select the appropriate status for the records Data Integrity To access the Data Integrity system 32 SWIS User s Manual 2 Click Data Integrity L From the SWIS Dashboard click Tools The Summary at the top of the report identifies the number of possible errors within the account in each record type Below the Summary are two columns Good Data lists the record types without identified errors Problematic Data lists each record type with an itemized list of possible errors The full report checks for the following Any staff non staff or students missing district ids Duplicate staff non staff or student records Staff non staff or students with duplicate district ids Duplicate referrals Referrals out of date range referrals before 1997 or with future dates Referrals out of time range based on the Time Range setting established in School Settings Referrals with Action Pending marked as the Action Taken Missing or incomplete School Days data School Days data out of range months with more days than possible weekdays Missing Incomplete School Enrollment data School Enrollment data out of range greater than 2500 students Students with a Disability Cate gory marked as To be Obtained Students on an IEP with no Disability identified Inactive Archived students enrolled in CICO SWIS Inactive Archived students in ISIS SWIS with open student fi
17. ed by Educational and Community Supports ECS a research unit at the University of Oregon The PBISApps team manages a series of educational tools related to the implementation of multi tiered systems of support MTSS These tools include the School Wide Information System SWIS Suite PBIS Assessment and PBIS Evaluation These applications have been implemented in more than 25 000 schools in the US and abroad PBISApps has been making schools safer and more productive places for over 10 years by empowering educators to make data based decisions as problems emerge What is the SWIS Suite HERE S ATIP The SWIS Suite a set of four Some aspects of SWIS applications SWIS CICO SWIS may be inaccessible based ISIS SWIS and SAMI is a on your access level Please reliable confidential web based contact your facilitator to information system built to have your access modified collect summarize and use For more information about student behavior data for decision access levels see the making Research demonstrates support that educators can make more article on effective and efficient decisions PBISApps when they have the right data in the right format at the right A SWIS Users Manual time The SWIS Suite provides school facility personnel with the information they need to be successful decision makers What is SWIS SWIS allows users to collect information about discipline events The behavior data can be instant
18. entry workspace 26 SWIS User s Manual 5 Check the Required box if this custom field must be entered with every referral entered 6 Click Save 7 Create a new item for the drop down menu by entering the item s name in the Label field under Add Label 8 Click Save 9 Keep adding new items until all information is displayed 10 Click Save To modify an existing custom field 1 Double click the Edit custom Field e label to modify taber Hallway 2 Modify any of the information eech displayed wen i G R 3 Click Save oe Aree Gos add reli tem East Wing 6 SE West Wing o pages To merge two labels ver ea e South Wing Qo api 1 Select the item a s to keep Eg 2 Click Merge Ea 3 Select the item to The School Settings gt Applications gt SWIS gt remove Custom Fields gt Edit Custom Field settings 4 Click Merge Note Merging labels will update all existing referrals to use the item label retained To delete a custom field 1 Click on the field to delete 2 Click the Delete button Deleting a field will remove the data for all existing referrals associated with the field SWIS Users Manual 27 A i PBISApps 3 Click Yes to confirm the deletion To disable a specific Custom Field rather than delete it 1 Click the name of the field to hide 2 Click Edit 3 Uncheck the Display box to disable the Custom Field 4 Click Save Other Data The Data I
19. isplays student names Disabling the setting will hide student names from this section of the dashboard Default Referral Type Default Major 18 SWIS User s Manual When entering referrals the Referral Type drop down menu de faults to Major or Minor based on the preference selected Default Referral Type Selection for Reports Default All Referrals amp Majors When graphs first display they will display with Minors only Majors only or All Referrals amp Minors based on the preferense selected Show Only With Data Selected by Default for reports Default Yes When enabled graphs will only include items associated with one or more referral in the report When disabled graphs will display all possible items in the report including those not associated with any referral Tools School Settings HERE S ATIP School Settings are To access School Settings 1 From the SWIS Dashboard click Tools set for the entire school and will be 2 Click School Settings een o io athe Within the School Settings menu school s SWIS users schools facilities can view and mod ify information related to School Profile General and Application Specific Settings Core Data School Profile The School Profile includes all physical and contact information for the school facility Any of the information provided in this section can be updated with the exception of the District Name District Name School Name
20. jor M Student Select E Grade ae TEP Status Staff e Date 15 14 D Time e Location k Problem Behavior e Perceived Motivation e Others Involved x Action Taken k Seclusion Restraint No v BGE RSC SWIS Demo School E Find Referral Custom Fields Select SS Additional Admin Decision Select x Add Referral From the SWIS Dashboard 1 Click Add Referral The Add Referral workspace 2 Enter all required fields either type directly or click to select in any field 3 Click Save Note SWIS will not save a referral until all required fields are completed Any missing information will be highlighted in red and identified with a red exclamation mark when left blank Required Fields Referral Type Select major or minor from the drop down menu Student Type or select the student name from the drop down menu Grade Type or select the student s grade level from the drop down menu 10 SWIS User s Manual Staff Type or select the referring staff member s name from the drop down menu Date Type the referral date in the field or select it from the calendar icon Time Select the nearest time the referral occurred from the drop down menu Location Select where the referral occurred from the drop down menu Problem Behavior Select the primary problem behavior from the drop down menu Perceived Motivation Select the perceived student
21. les To correct any of the records listed in Problematic Data 1 Double click the record to correct 2 Correct the information 3 Click Save SWIS Users Manual 33 E Zuse o Student Dashboard The Student Dashboard provides school facility personnel with a comprehensive report for an individual student with data in SWIS CICO SWIS and or ISIS SWIS Scan for video tutorial For i ic 5 To access the Student Dashboard EES L Click Tools then Click Student Dashboard 2 Double click the student record to select a student to view from the Select a Student list 3 The Student Dashboard opens with data from the current school year 4 Select another year from the drop down menu located next to the stu dent s name to display data from previous school year Note CICO SWIS data will not appear in the Student Dashboard when previous years are selected Student Dashboard reports include Summary Referrals By Location Latest Referrals the student s Referrals By Day Of Week 10 most recent referrals Average Referrals Per Referrals Per Year Day Per Month Suspension Expulsion a CICO SWIS Individual Student Count if your school Referrals By Motivation uses CICO SWIS and the Referrals By Time student has data Referrals By Problem Behavior 34 SWIS User s Manual Appendix A SWIS Data Entry and Reporting Schedule School Facilitator Data Entry Who What When Office
22. ly accessed in tables reports and graphs allowing for teams to easily monitor and analyze behavior trends at the school wide small group and individual levels Information entered into SWIS is confidential and secure SWIS protects data through the use of account specific passwords and high quality data protection procedures The SWIS Confidentiality amp Security Statement can be accessed at www pbisapps org About the QR Codes The QR codes in this manual direct you to video tutorials or additional content as supplements to the written instructions To use the QR codes you need a smartphone or tablet with internet access and software that can read and interpret the codes There are many free QR code An example of a QR code reader apps found in your device s app store for example the Apple App Store for iOS Google Play for Android or Windows Phone Store for Windows Phone To download an app search QR code reader in the app store on your device and download All videos can be found on our website http www pbisapps org by navigating to Resources gt Video Tutorials in the main navigation SWIS Users Manual 5 A i PBISApps A PBISApps e DEEG Applications Resources Support v About Us a TVEIIEI IC Webinars NE haVe webinars to update and refresh your knowledge Learn More S 4 s A ams Upcoming Trainings PBISApps Login A KOSMIS SWIS Facilitator Certification
23. motivation for the problem behavior from the drop down menu Others Involved Select whether others were involved in the referral from the drop down menu Action Taken Select the primary Action Taken from the drop down menu Seclusion Restraint Select HERE S ATIP The star icon identifies the primary problem behavior and primary action taken To remove any problem behavior or action taken click the red X next to the data to delete See School Settings on page 18 for additional information you can collect with each referral whether the referral included the use of seclusion and or restraint Notes Type any necessary anecdotal information about the referral incident into the Notes field 500 characters Copy Referral Information to Next Referral Use Save amp Copy when more than one student is involved in the same incident The following referral information will be copied over to the next referral Referral Type Time Staff Location Date Problem Behavior Others Involved To copy information from one referral to the next 1 Complete the referral entry for the first student 2 Click Save amp Copy at the bottom of the referral data entry screen SWIS User s Manual 11 A i PBISApps 3 Enter the missing information into the second student s referral 4 Click Save HERE S ATIP When SWIS identifies a referral as a possible duplicate a window pop
24. nment requires schools districts and states to collect individual level race and ethnicity data and report aggregated data in the following ways Individual students must report both his her ethnicity as well as race Students may identify more than one race Multi Racial is listed only as a category for aggregate reporting purposes Use Ethnicity Default Enabled When Use Ethnicity is enabled the SWIS Suite will require race ethnicity data to be entered To disable ethnicity as a required field in School Settings L Select No from the drop down menu 2 Click Save For more information about entering individual student ethnicity and race information please refer to the Person Management 22 SWIS Users Manual section on page 26 Use IEP Default Enabled When enabled users will identify each student s IEP status and disability category To disable this setting L Select No from the drop down menu 2 Click Save Require Staff and Require Student District IDs Staff District ID Default Enabled Student District ID Default Enabled SWIS allows the school facility to utilize district internal identi fication numbers for staff and or students in addition to the SWIS assigned ID number If disabled the staff and or student SWIS ids are displayed on reports To disable this feature L Select No from the drop down menu 2 Click Save Applications SWIS Maximum Actions Taken Allowed Per Referr
25. ntegrity system alerts of any possible data errors within the SWIS Suite Errors identified within your account are based upon the settings established in the Data Integrity School Settings To establish settings for the Data Integrity system in School Settings L Click on Data Integrity under Other 2 Check the box to the left of the record type to enable a check within the system Unchecked record types will be ignored for data integrity errors 3 Select a date from any of the calendar icons to choose a date after which specific record types will be included 4 Click Save Person Management Person Management allows schools facilities to organize students staff and non staff records associated with SWIS Suite data See For instructions see page 5 To access Person Management L Click Tools 2 Under the Person Management header select the appropriate list Student Staff Non Staff to review or modify Note Person Management is also located in the top right hand corner of the application next to the Logout icon 28 SWIS User s Manual bi Person Management students E Staff IR KEE Students AIN ABCDEFGHIJKLMNOPQRSTUVW H Search xa Filter By Tm iyi si Acte O inactive O Archived Any Student Qad ER SetSiatus Ay Merse Ds students with Referrals N
26. o Student Selected Status District iD Name a ei Students P preme PTEE ISIS Students D 658576 Abby Olton S D 394565 Alan Hawkings D 955439 Alan Levine gt 264838 Albert Marks e e D 938753 Alec Lexington D 649373 Alex Cardigan se D 857593 Alexa Miler D 984765 Alexandra Hilman 6 E 575798 Alfred Neilan gt 578330 Alfred Prince D 45321 Alice Sakai e a DH 376890 Allen Felton gt 485726 Allen Piltzer 463746 allen Roberts id page era gt Pl e Displaying 1 15 of 591 Active W Inactive Archived The Person Management workspace Within Person Management only records with a status matching the selected filters will be displayed First select from the filters available within the drop down menu Then check or uncheck Active Inactive and Archived to display or hide a name from the list To see all currently active person records check only the Active box from the filters The first 15 active records display in the result set Use the navigation at the bottom of the screen to tab through the list and view additional records HERE S ATIP Search for any record in Person Management by entering any of the following information into the Search field SWIS Id Last Name District Id Email for Staff or Non E ANE Staff records SWIS Users Manual 29 A i PBISApps a Click on a name to display the person s information to the right of the list A
27. o User T Of Week Latest Referrals Referrals By Problem Behavior fF e FF FP Ht dg e ZZ e Click on any of these reports to open it ina new screen displayed with the report and associated data table The SWIS Dashboard 8 SWIS Users Manual Latest Referrals Located to the right of the School Summary Report is a list of Latest Referrals The ten most recent referrals are listed in the Latest Referrals section Double click on any entry to review edit or print the referral Use the navigation at the bottom of the list to scroll to older referral entries Data Integrity Summary Displayed under the Latest Referrals the Data Integrity Summary is a list of all possible problematic data If all data within the SWIS Suite are accurate the summary will not appear on the SWIS dashboard All possible errors listed here appear based on the Data Integrity settings set in School Settings Double click any entry to review and edit any information within the Data Integrity workspace Categories to appear in the summary include Students Staff HERE S ATIP Non Staff For instructions on how to setup School Days Data Integrity settings see page 28 and to correct problematic School Enrollment data see page 32 Referral CICO s ISIS SWIS Users Manual 9 A i PBISApps ISIS Individual Students Add view o 8 Dot sal Een WE WS Sen Referral Entry Referral Type Ma
28. on to Next Referral 000055 11 er A TEE 12 Harassment Type and Weapon Type cece e cece eeees 12 Find and View Edit or Delete Referral 00 cece eeeee 12 VIEW REDOING EE Ee EEN 13 Refine a Report cis e si EINEN nn baa site SEELEN AE 14 Print a REPOT EE 14 Report Types Core vs Additional 00 cece eee cece cence 14 Core REPOS EE 14 Additional REDON 2 od cits Eed dE de 14 Drill DOWN EE 15 Drill Down Options 0 0 cece cece cece eee eee e eee eens 16 Print a Drill Down Report 16 Tools Account Settings 16 Account Profile cesc eor erenn ea Ar aer see Ree eler 17 Applications General 17 Applications SWIS 00 cece cece eee e cece eee eeeeeeeee 17 2 SWIS Users Manual Referral Category Sort SN ge SEENEN NNN KEES EE ene LS 18 Default Report Softers isens esh geseis ele Age 18 Show Student Names in Dashboard Referral Lists 18 Default Referral Type 2 2 0 00 c ccc eee eee eect rnnr nrnna 18 Default Referral Type Selection for Reports cece neces 18 Show Only With Data Selected by Default for reports 19 Tools School Settings ccc cece eee e eens 19 School Breple d KENNEN NEEN KE ENEE EEN 19 School Profile Contact Information 00 ee eee eee eee 20 Core Data School Days 20 Core Data School Enrollnment eee ee eee cece eeee 20 Applications General 21 Start MOA DEE 21 MS AE EE 22 Use Ethnicity een eh dee RE 22 USS
29. rred before 7 00 am or after 5 00 pm Selecting 12 00 am 11 45 pm allows referrals to occur any time of day Track Harassment Types Default No Schools Facilities may choose to track specific harassment types 24 SWIS User s Manual for fine grained identification With Track Harassment Types enabled SWIS provides a list of federally recognized harassment types from which to select when Harassment is chosen as a problem behavior during data entry These types can be edited per school facility To edit Track Harassment Types in School Settings L Click SWIS under Applications 2 Click Track Harassment Types 3 Choose Yes to enable the setting or No to disable the setting 4 To edit an existing type click to select the label from the list and edit the information in the Edit Harassment Type box 5 To add a new type click the Add button and enter the new label s information in the Add Harassment Type box 6 To delete an existing type click to select the label from the list and click the Delete button 7 Click Save Track Weapon Types Default No Schools Facilities may choose to track specific weapon types to allow for fine grained identification With Track Weapon Types enabled SWIS provides a list of the most common weapon types from which to select when Use Posession of Weapons is chosen as a problem behavior during data entry These types can be edited per school facility To edit Track Weapon Types in S
30. rt of the referral displays to the right E Find Referral b To edit the referral a ee 7 SS Double click on a vo rm entrain referral Revise referral m p pey Soy information as neces sary Click Save zeien Grups Ostes Tme suse aptent Bom Bender ere c To delete the referral Click a referral to select it Click the Delete button located in the upper right hand corner BS Ee of the result set Click The Find Referral workspace Delete to confirm inn Bender View Reports Reports SWIS Demo School open Report SWIS Core Reports SWIS Additional Reports CICO Reports Saved Reports a SWIS Reports Core Reports A School Summary GA Additional Reports Ca i Average Referrals Location Multi Year Multi Year A i The View Reports dashboard Click on the View Reports button within the SWIS navigation bar to access the reports dashboard To open a new report click on SWIS Users Manual 13 A i PBISApps the appropriate report icon The report opens with data presented based on default report settings Refine a Report 1 Open the desired report 2 In the Options section of the report screen modify the options as needed Scan for video tutorial For instructions see page 5 3 Click Generate Print a Report 1 Within a generated report click the Print icon located to the HERE S ATIP right of the Generate button
31. s up on the screen prompting to go back and edit the referral you just entered or continue saving the possible duplicate If you choose to save the possible duplicate without editing it the record will appear in the Data Integrity Summary as a potential error Custom Fields A school or facility may identify additional information about a referral necessary for local decision making district state report ing or other purposes SWIS allows up to ten custom fields to be added Custom Fields can be enabled disabled or modified to fit local needs Management for Custom Fields is located in School Settings Harassment Type and Weapon Type When Track Harassment Types and Track Weapon Types settings are enabled SWIS provides the subcategories to identify the type of harassment or type of weapon associated with the referral Harassment Type and Weapon Type labels can be enabled disabled or modified in School Settings Find and View Edit or Delete Referral To find a specific referral or group of referrals to view edit print or delete L Click the Find Referral button located in the upper right hand corner of the Add Referral data entry screen Note You can also locate Find Referral in Scan for video tutorial the Tools menu For instructions see page 5 12 SWIS Users Manual 2 Enter search criteria into the chosen fields and click Search a To view the referral data Click a referral to select it A summary repo
32. the top right hand corner of the Drill Down dashboard space Print a Drill Down Report L Click the Print icon located beside the report s graph 2 Select to print either the graph only the table only or print both the graph and table 3 Click Print Tools Account Settings Account Settings allow an individual user to update personal profile information and update personalized application settings to accommodate data entry or reporting preferences An account s settings are stored individually for each password accessing SWIS allowing each user to customize SWIS for individual usage To access Account Settings 1 Click Tools 16 SWIS User s Manual 2 Click Account Settings Within the Account Settings menu schools facilities can view and modify information related to Account Profile and SWIS Suite Applications Scan for video tutorial For instructions see page 5 Account Profile Account Profile Settings allow a user to verify and update name contact email username password or avatar To modify Account Profile Settings in Account Settings Click on Profile under Account Profile Click the name of the section to edit 2 3 Type the new information to modify Account Profile information 4 Enter your current password for changes to take effect 5 Click Save Applications General Applications settings allow users to enable specific settings according to personal preference Gener
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