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SWIS CICO User`s Manual 4.2 - North Clackamas School District

Contents

1. Brian Bender Total Add Plan Change Student Status Present v Check In 8 Afternoon Re Before Reces Check Out Chris Black Total Add Plan Change 50 Dana Jarvis Total Add Plan Change Serena Johnson Total 88 Add Plan Change 80 Check In 6 Afternoon Re Check In Absent v Afternoon Re Absent v Check In Afternoon Re i0 IA Before Recess Reading Before Recess Absent vw Reading Absent v Before Recess Reading Student Status Present w Lunch Check Out Absent Absent ily Student Status Present v Lunch Check Out STUDENT STATUS The Student Status drop down menu contains options for the student s all attendance on that particular day Four options are available from the drop down menu 1 Present 2 Absent 3 No data Student was in school enrolled in CICO data is not available for data entry 4 No School The student s status will default to Present Use the drop down menu to select a different status for that day Points EARNED PER PERIOD Each period students earn points are absent have no data or school was not in for that period To enter the total points earned per period 1 Aselection of possible points is available from O to a maximum The maximun number of points for a period is equal to
2. II IJA uoyua ny jenwes syuequng unsnp UOSJ8puy Jean UI Ue y aof 9118 M UOJSUIM siogng yo uewydg sess SJapunes alwy s uof ueJg uosuyof eualas pueg uyor bag ss I9 2 n1g SURI IPOD Syues4 epuewy SEIU epur pualg eur s p y MOJpuy uom WIL uosduis peg U0S1919d Bal uoa MEN eune epuoyy eune auelaf PISSED oe s uof uos puy pineg UOS I JULY S S UUeY 99d uleq UOIMON YIN UBWMAN IIM RUBIN ogey Singer eueg UBWIOH Ipesg uguun dq eluuey uu q emog uayueg Aeor 10 OTHER REPORTS Other reports are available for queries of the basic reports When targeted problem areas and individual student questions arise other reports and graphs contain current information for more detailed problem solving It is recommended that SWIS data be entered on a daily or weekly basis A variety of reports and graphs can be generated to answer specific questions related to office discipline referral information These include Custom Referral Report Custom Graph e Referrals by Staff Suspension Expulsion Report School Ethnicity Report e Individual Student Report Year End Reports e Staff and Student Lists OTHER REPORT EXAMPLES Custom REPORT Referrals 216 Sort By Date Time ap Date Student Grade Staff 4 View oso a 4 a 6 View o zo 20t0 J2 hB fi 8 View 924200 28 5 H8 9 View 924200 Ji 4 je Referrals 163 Graph Type Motivation 50 Number of Referral
3. By Problem Behavior IE 2008 09 I 2009 10 L 2010 11 Number of Referrals M Disresp M Inapp la M Disruptio M Prpty Misuse Mabies s 16 YIM PIONY Wd 00 21 INV 00 11 INV 00 01 ion ivation ime 2009 10 o mt 2 co cj IO oO O oS Q N N TF Tre CO O Referrals By Locat SJELOJOY JO JOQUNN Referrals By Mot Referrals By T sjeJJaJ9y JO JSQUINN sje11aJ9y JO JSQUINN 17 18 YEAR END REPORT The Year End Report is designed to summarize referral rates per 100 students in a school by e Year e Problem Behavior e Grade Level e Location In addition a suspension expulsion report and triangle data report are provided Summaries are organized for use at the district level Some of the avallable reports are provided below Referrals Per Year Per 100 Students All Referrals 40 Referrals Per 100 Students c am O wm e Oo 3 a 2 oO u oc Suspension Expulsion Report Teens s gt Students Contbuing Evens Per 100 Students Daye Per 100 Sudan Triangle Data Report 4 6 546 Students with 1 Referrals 13 221 _ 559 2 546 13 559 22 4 Students with 2 5 Referrals 3 74 289 9 1 53 Students with 6 Referrals 8 1 36 1 02 0 0 00 0 00 Triangle Data Graph 100 of Students 19 20 SWIS Data Entry and Reporting Schedule A schedule for data entry and report generation is helpful in
4. CICO student provides a table of the student s history of enrollment and plan changes during his or her time in CICO The date that a student is enrolled in CICO SWIS will be the first date available for CICO SWIS data entry If back entering CICO student data is desired use the history button next to student name to set an earlier enrollment date CHANGE THE ENROLLMENT DATE 1 4 9 6 From the Student Management screen click the History button next to the student whose enrollment date needs to be changed Entries in the History screen are listed from most to least recent The very first entry is the students enrollment date Enter the correct date using the calendar icon and select the month day and year The date can also be set by typing directly into the text field Click Set Close the window Back at the Student Management screen click Save UNENROLL A STUDENT IN CICO 1 From the Student Management screen in the CICO Enrolled Students section click the Unenroll button next to the appropriate student name Click Save The student s name now appears in the Students Not Enrolled in CICO table The previous enrollment date current unerolled status and access to CICO SWIS history are available CICO STUDENT History CICO Enrolled Students Enrollment Student Name District ID Goal Enroll Date Current Status CICO History for Dana Jarvis Close Window Date Event Type Description 05 24 2009 Plan
5. Enter 1 week of data for Marie Banks and then review her reports 4 Enroll the following new student check to be sure he is not already entered in SWIS a Joe Smith District ld 11999 Not Hispanic Latino American Indian MODIFICATION ACTIVITIES Use the Facilitator Account 1 Change Dana Jarvis Goal to 80 2 Change Chris Black s Enrollment date to 3 23 2009 3 Back enter data for Chris Black from 3 23 2009 to 3 27 2009 REPORTING ACTIVITIES Using the Demo Account generate the following reports for Chris Black Individual Student Count Report Individual Student Period Report Individual Student Single Period Report Period 3 Average per Day per Student Report School wide Report oe y gt Getting Support Problems do arise from time to time The following are ways that you can get support for the problems you may encounter 1 Check the User s Manual 2 Contact your SWIS Facilitator Your facilitator can answer most questions that are beyond the scope of this User s Manual Locate the name and the number of your SWIS Facilitator on your copy of the School Information Form inside the front cover of your SWIS User s Manual on the back of your password card or under Facilitator Information in the Help menu at the top of any SWIS page in your school s SWIS account 3 Ask another SWIS User at your school or in your district region 4 Click Help located on the green menu bar in your SWIS account The H
6. Reading Check Out v v Tota Check In E Before heces a Lunch Add Plan Change Afternoon Recess Reading Check Out v v Serena Johnson Student Status v Total Check In E Before Recess N Lunch 7 Afternoon Recess Reading Check Out DEFINE CICO PERIODS 1 2 Click on Define next to the Define CICO Periods preference in CICO Preferences within the Tools menu Enter the number of school expectations No less than 3 and no more than 5 expectations are allowed In the field below Period title type the name of the first check in period Example Check In Math Period 1 etc Click the Add button Repeat the previous two steps for each check in period No more than 10 periods can be defined Use the directional arrows to the left of the period titles to change the order of that period on the data entry page This is useful when schedules change in the middle of the year Click Save Use the delete button if a defined period is no longer in the schedule 73 y 74 Data Entry STUDENT MANAGEMENT All students displayed in the SWIS account are displayed in the SWIS Students Not Enrolled table To prevent double entry of student names always check the SWIS Display Student Status menu to ensure the student s name does not appear on the list as an undisplayed entry ENROLLING A
7. STUDENT IN CICO 1 From the Student Management screen click enroll 2 Set the student s daily percentage goal line from the drop down menu 3 Click Save ENROLL A STUDENT IN CICO WHO HAS NOT BEEN ENTERED IN THE SWIS ACCOUNT PREVIOUSLY 1 From the Student Management screen click Add Student 2 Enter all required student information 3 Click Save 4 The student will now appear in the SWIS Students Not Enrolled in CICO list Click Enroll next to the student s name O 6 Set the students daily percentage goal line from the drop down menu 7 Click Save CICO STUDENT MANAGEMENT CICO Enrolled Students Enrollment Student Name District ID Goal Enroll Date Current Status SWIS Students Not Enrolled in CICO Enrollment Student Name District ID Goal Enroll Date Current Status a 0 00 A TT Hey Pet sinuoso al umo o f eet ate cassoy n ef S _ Tenet eneo oso ef A IO E Emi a reese s dS mero cours ors o TL a cintas ure foe S Emi casinrainen wee fo Sid Pet uyta me S 1 e Segoe 2 o E Pent ene oor O eet Sorene wer JO Pet mume wee fo ef S Em enn 0 E IEA EE E Emi oven 0 E Pent em wo ee seu wer O Emi semeen pop Pent tenen ume ep S Pent pas EC o E ent ne o ef A IO _ Emi samana 0 fw ep IO _ Emi mesa ose fo TL 75 76 CICO STUDENT History The History button next to each currently enrolled
8. To delete students or staff from your SWIS account go to Add Revise Student Staff select the name of the person to delete and click Delete in the upper right hand corner of the screen SWIS will not allow you to delete a student or staff name if there is referral data attached to his or her name DISPLAY STUDENT STATUS A Bc OD A Only students that NETI are checked will be i Neal Anderson 38459 tion lists Use this page to deactivate David Anderson Jones 88551 SUG EW TO TENE Andrew Ardes 34978 meer are no onger in your Bill Ardes 93456 school from your Lou Armack 45892 selection lists By deactivating the stu dent his her name B is removed from all back to top active windows Student Name District Id Mark Banks 46814 Brian Bender 75262 MERGE STUDENT Merging the two students names will move all referrals from the Student to Delete to the Student to Retain The Student to Delete will then be deleted and cannot be recovered ae 8 Show only those students entered in the last years Show only students assigned referrals in the last years A B 6 DEE GHiIa K LM N A Neal Anderson David Anderson Jones Andrew Ardes Bill Ardes Lou Armack back to top 46814 Mark Banks 29 E 30 REFERRALS 1 2 ADDING A REFERRAL At main menu click Add Revise Referral This opens the add revise referral data entry screen Click Student Name a lf the student s name does
9. c Database Import Data downloads all student staff and referral data entered into the SWIS account and uses numeric identifiers for specific fields d Database Lookup Tables defines the numeric identifiers for the specific fields PREFERENCES ACCOUNT PREFERENCES Account Preferences are stored individually for each password accessing SWIS allowing each user to customize SWIS for their individual usage 1 On the main menu click Account Preferences 2 Change any of the defaults for the following categories a General b Data Entry c Reporting Preferences 3 Click Save SCHOOL PREFERENCES School Preferences are set for the entire school and will be the same in all the school s SWIS passwords Only full access SWIS passwords may change School Preferences 1 On the main menu click School Preferences 2 Change any of the defaults for the following categories a General b District ld s and Integration c Extra Info Field Setup 3 Click Save 46 aL ACCOUNT PREFERENCES General Preferences Language English nglish Locale English_United States nglish_United States Pop up window or pull down list for Student Staff selection Pop up op up Windows Name Format this also affects the way names are sorted Last First ast First Y Always expand the main menu Checked Yes Data Entry Preferences Default to new or first on Add Student Staff First Default Ethnicity Unknown Do you want to
10. getting organized for and sustaining the use of SWIS data The SWIS schedule below is an example of how to organize data entry and reporting needs around discipline decision timelines and meeting schedules A blank SWIS Data Entry and Reporting Schedule is located at the back of your manual Data Entry Who Tanya Office Referrals End of each day Run Data Integrity Tanya and Jose Report Quarterly Report Generated Every two week Climate Committee Big 5 Reports meetings 3 00 Referrals by student individual BEP Team student reports Thursdays 3 15 for students 5 referrals Individual Student Scheduled IEP IEP Teams Report meetings student meeting Parent meeting Administrators All options Staff meeting School Board meeting Common Navigation ss J A small number of features are standard across SWIS e Tab Activated Movement Move from one field to the next within a data entry screen by using the Tab button on the computer keyboard e Navigation Menu A gray navigation bar at the top of each data entry screen allows users to scroll through records one at a time add a new record or delete the current record e Main Menu The main menu button on every screen will take users back to the SWIS main menu e Display Check Boxes When the display button is checked the information appears in pop up and pull down menus e Pop Up Windows For PC users blue boxes activate pop up windows for student
11. initially entered when the school account is set up To revise this information 1 At main menu click School Information 2 Click in the corresponding fields to enter a School mailing address b Physical address IF different from mailing address c Grade range e Click lowest grade level served e Click highest grade level served d School phone number e School fax number f Schools contact person To revise the school s contact person name click on the Select button If the name is not on the list enter name in Staff Information e Click on the new contact person s name from pop up window e Type in contact persons email address 3 Click Save SCHOOL INFORMATION School Name Demo School State Province Oregon District Demo District Address required City required 1235 Smith Road Eugene State Province required Oregon Zip Postal Code required O7ANE 24 ENROLLMENT AND Days PER MONTH To graph and report Average Referrals Per Day Per Month Individual Student Reports and all Ethnicity Reports there must be data entered in the Enrollment and Days Per Month section of your account If these reports show up blank when you run them it is likely your account has no enrollment figures entered To enter your Enrollment and Days Per Month 1 2 3 At main menu click Enrollment Days Per Month Select school year from the pull down list located in the upper right corner Enter enrollment numbe
12. of privilege Letter Home Days Suspended Expelled Other Information PO Extra Info Harrassment Religious v Extra Info Hallway East Wing Extra Info 3 West Wing Student s IEP Status North Wing South Wing Copy data to next new referral Unknown Other aL App EXTRA INFO DEFINITION Label Identifier Order Description 105 Display Display Order Label Identifier Description 101 ability 102 religious 103 gender 104 sexual To define an Extra Information Category 1 In Tools on the Main Menu click School Preferences 2 Scroll down to the section labeled Extra Info Category Setup 3 Click on the Setup button next to the Extra Information you wish to define Enter a Title for the Extra Information Category Click Save Click Add Enter a label you wish to use Optional Enter an Identifier for the label The identifier is used for data download purposes It is matched to the number used for that label in another database If the school is not downloading data or importing the data into another databse the identifier does not need to be specified 9 The Order for the Label will fill in automatically but can be changed if necessary The numerical order of the labels is the order in which they will appear in the pull down list 10 Optional Enter a Definition for the label 11 Click Save oe DT gt 33 Check the display box next to each label you wish to appear in the extra information c
13. s IEP Status read only Copy data to next new referral COPYING REFERRAL INFORMATION TO Next REFERRAL When more than one student Is involved in the same incident some of the referral information can be carried over from one referral to the next one entered To copy information from one referral to the next referral 1 Complete referral data entry for the first student 2 Click in the Copy Data to Next New Referral box at the bottom of the referral data entry screen 3 Click Save 4 This will save the first student s referral and open a new referral data entry screen 5 Enter the missing information into the second student s referral 31 32 Usina Extra Info FIELDS schools use the extra information categories when they want to examine problem behavior patterns with more precision Data entered into Extra Info categories is Summarized and displayed in the Custom Report and Custom Graph only Each school account allows for three categories of extra information Each category can have many labels to more specifically define the behavior location decision etc the school wants to examine Examples of possible extra information categories and labels include 1 Category Harassment Type Labels Racial Gender Religious Sexual Ability 2 Category Hallway Labels East Wing West Wing South Wing North Wing 3 Category Additional Admin Descision Labels Parent Contact Individualized Instruction Loss
14. student name options A read only password does not allow data entry The SWIS main menu gives a picture of the SWIS structure Main Menu Data Entry 1a Reports School Information Quick Big 5 Enrollment amp School Days Per Month Average Referrals Per Day Per Month Staff Information Menu Referrals By Problem Behavior Add Revise Staff Referrals By Location Display Staff Status Referrals By Time Merge Staff Referrals By Student Student Information Menu Other Reports Add Revise Student Custom Report Display Student Status Custom Graph ee Student Individual Student Report Referral Information Menu Add Revise Referral Suspension Expulsion Report School Ethnicity Report Find Referral School Ethnicity Suspension Expulsion Report Triangle Report Year End Report Referrals by Staff Student amp Staff Lists y gt gt gt gt Tools Account Report Suscription Status Data Integrity Report Data Download Account Preferences School Preferences AS s Reports Quick Big 5 gt Average Referrals Per Day Per Month Referrals By Problem Behavior Referrals By Location Referrals By Time Referrals By Student Using SWIS Data for Discipline Decisions SWIS reporting options are structured for decision making in three areas 1 Design and management of school wide behavior support systems 2 Targeted interventions for problem areas and groups of students 3 Ind
15. the total number of expectations x 2 2 Use the drop down menu to select the total points earned per period 3 As data is entered the Total will calculate dynamically a Entering No Data for a period will be treated as a 0 b Leaving a period blank will not affect the Total That day will appear as incomplete data on reports 4 Click Save For more efficient data entry using the Tab key on your keyboard will move you through each period allowing use of the keyboard to enter each student s points PLAN CHANGES When students have program plan changes 1 Click on Add Plan Change 2 Type in a brief description of the changes 3 Click Save 4 The text of the change will appear in the student s History table and a vertical line will appear on the individual student report documenting the date of the plan change 81 82 Ur sss Report Generation Generating reports in CICO SWIS is very similar to generating SWIS reports Five reports are available as described 1 Individual Student Count Report 2 Individual Student Period Report 3 School Wide Report 4 Individual Student Single Period Report 5 Average Points per Day by Student Advanced Reporting Options include 1 Show ODR data 2 Change of goal line 3 Show student name INDIVIDUAL STUDENT COUNT REPORT The Individual Student Count Report is used to track individual student progress This report graphs the student s daily of points earned Th
16. to change and make necessary revisions 4 Click Save When adding or revising student information follow these additional steps 1 Select student gender 2 Check the IEP box if student has one or gets one 3 Enter district s ID number for student optional but necessary for merging SWIS data with district database 4 Enter Other Information optional 5 Select student Ethnicity and Race optional if preference is unselected 6 Click Save STUDENT ETHNICITY Ethnicity enrollment data is optional However schools are encouraged to enter ethnicity data and access related reports for decision making To activate Ethnicity as a required field in your school s account see School Preferences in this manual Schools districts and states are required to collect individual level race and ethnicity data and report aggregated data in the following ways e Individual students must report both their ethnicity as well as their race e Students may identify with more than one race e Multi Racial is listed only as a category for aggregate reporting purposes When entering individual student ethnicity and race information 1 Select the one ethnicity with which the student identifies 2 Select the race s with which the student identifies Last Name required First Name required IEP required required District Student Id required Gender required Other Information Display Ooo d A Ethnicity Select One re
17. use save warnings Yes Reporting Preferences Fixed oder selected by default Unchecked Table on by default Checked Graph on by default Checked Advanced Options Open by default Unchecked Graph default X Size 500 Graph default Y Size 300 Referral Type majors only minors only or all All Il Refferals amp Minors arr e SI el Is 8113 El ETRE E lt al lt Default sort on Custom Reports Date ate x lt Default graph on Custom Graphs Problem Behavior roblem Behavior SCHOOL PREFERENCES General Preferences Use Ethnicity Features Uncheckd No Start of School Year August August Y Use 24 Hour Time District Id s and Integration Grant District SDEX Access to SWIS Data Unchecked No SDEX Access Code ab12 34c5 67d8 Require Student s District ld s to be entered Checked Yes Require Staff District Id s to be entered Unchecked No Use Student District Id s Instead of SWIS Id s on Reports Unchecked No Use Staff District Id s Instead of SWIS Id s on Reports Unchecked No Extra Info Field Setup Extra Info 1 Currently being used for Harassment Extra Info 2 Currently being used for Hallway Extra Info 3 L Modify Modify Setup 47 48 Building Fluency Activities DATA eae DI Se YS 10 PSI N NAVIGATION ACTIVITIES Use Demo Account What is the contact person s name What is the curre
18. 3 All referrals matching the search criteria will appear as a report 4 Click on the blue date of a referral to revise This will open the chosen referral in the Add Revise Referral data entry screen 5 Revise referral information as necessary 6 Click Save To delete a referral from your SWIS account use Find Referral to locate it click the blue date Click Delete in the upper right hand corner of the screen A deleted referral cannot be recovered 36 SWIS reporting is organized to provide the Big 5 basic reports for quick access as well as a variety of other reports to give more detailed information about your school SWIS data is available in table and graph formats The Big 5 Basic Reports and Graphs Include Quick Big 5 Average Referrals Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student DL Generating Reports EP SS Other Reports Include e Custom Report Custom Graph e Referrals by Staff Suspension Expulsion Report School Ethnicity Suspension Expulsion Report School Ethnicity Report e Individual Student Report e Triangle Report Year End Report Student and Staff Lists Referral Type All Referrals amp Minors Staff Report Date Range 08 01 2009 through 08 31 2010 _ MM DD YYYY Time Range 7 00AM __ through Grade Sort By ate Student Gender Student IEP s Students Show Student Names Show Staff Names Show Days S
19. Becoming Swift at SWIS User s Manual September 2010 Version 4 4 This manual is available online at http www swis org SWIS User s Manual 2010 Version 4 4 Edited by Anne W Todd Robert H Horner Celeste Rossetto Dickey Nadia K Sampson amp Megan Cave Educational and Community Supports University of Oregon Appreciation for contributions to previous editions of SWIS User s Manuals goes to Audrey Desjarlais Jody Esperanza Emma Martin Seth May Jean Nakasato Danielle Phillips Terri Reese George Sugai Tary Tobin amp Jim Watson Software requirements for SWIS include e Internet Explorer 8 or higher for PC SWIS is not supported on IE for Macs e Safari 3 0 or higher e Firefox 3 0 or higher Note Users with slower internet connections may experience difficulties unrelated to the SWIS system For full citation use May S Ard W Todd A Horner R Glasgow A Sugai G amp Sprague J 2000 School wide Information System SWIS c University of Oregon Educational and Community Supports Table of Contents Getting to Know SWIS Who should use this manual Brief overview Facilitators The SWIS Structure Using SWIS Data for Discipline Decisions Big 5 basic reports Big 5 Basic Report Examples Other reports Other Report Examples SWIS Data Entry and Reporting Schedule Common Navigation Logging Into and Out of SWIS SWIS Password Authentication Data Entry School In
20. CO Data Entry Set the goal line Define CICO Periods Data Entry Student Management Enrolling a student in CICO CICO Student History Change the enrollment date Unenroll a Student in CICO Data Entry Card Changing the Data Entry Date School Status Student Status Points Earned per Period Plan Changes Report Generation Individual Student Count Report Individual Student Period Report Individual Student Single Period Report Average Daily Points by Student School Wide Report Building Fluency Activities Getting Support Data Entry and Report Generation YE 60 Getting to Know CICO OVERVIEW OF THE INTERVENTION Schools that have School Wide Positive Behavior Supports SW PBS in place may still have students needing additional support A school with a student population of 500 students will find that an average of 15 20 or 75 100 students will need more support than SW PBS can provide Crone Horner and Hawken 2004 It would not be feasible to give all of these students individualized behavior supports However many students will respond positively to simple intervention strategies like Check In Check Out CICO that are teacher friendly time efficient and inexpensive to implement CICO is a secondary intervention that compliments the structure of SW PBS CICO systematically increases a student s positive interaction with adults within the school setting Students have scheduled check ins with an adult for positive
21. Change call parents schedule home visit 05 11 2009 Plan Change can earn get out of class early time 03 07 2009 03 01 2009 09 06 2008 09 01 2008 Change Close Window UNENROLL A STUDENT CICO Enrolled Students Enrollment Student Name District ID Goal Enroll Date Current Status 11 E 78 Data Entry CARD CICO SWIS Data Entry is formatted for daily data entry on multiple students Entering data for multiple students daily is efficient and provides school teams with current information on student progress The CICO Data Entry screen for points earned per period shows a page of students enrolled in CICO for the specific day If a student name does not appear on the list check his or her enrollment date in Student Management to be sure the correct one has been entered The CICO Data Entry screen has several fields available for data entry DATE The CICO Data Entry screen always opens with the current day s date Use the Previous Day and Next Day buttons to scroll through the data entry pages CHANGING THE Data Entry DATE To jump to a specific date without using the Previous and Next Day buttons 1 Click on the calendar icon in the top middle of the screen 2 Select a month day and year from the menu 3 Click Go 4 The page will refresh with that day s page SCHOOL STATUS This drop down menu refers to the current attendance status for the entire school on that particular day For each day use the dr
22. Graph Type drop down list The SWIS default Graph Type is Problem Behavior This default is a preference you may choose to change in Account Preferences Click Generate Report 3 lick Referrals by Staff Enter report begin date Enter report end date if different from current day Select referral type Enter the number of referrals per staff you wish to see To view the number of referrals per staff in a table format click Show Table To view the number of referrals per staff in a graph format click Show Graph g Click Generate Report Un e o o o o poo CusToM GRAPH Referrals 163 Graph Type Admin Decision Custom Graph Referrals by Admin Decision 35 30 A q k o a O O E Z Instruct Loss priv Restitution Out sch susp In sch susp Referral Type All Referrals amp Minors IEP All Students Admin Decisi Student Show Student Names No Other Informa Staff Show Staff Names No El Harassme Date 08 01 2009 06 30 2010 Student Ethnicity El Hallway Time 7 00 AM 5 00 PM Location El Additional Grade Problem Behavior Other Studen Graph Type Admin Decision Motivation Other Staff In Gender Both Mail amp Female Others Involved 40 SCHOOL ETHNICITY SUSPENSION EXPULSION REPORT Students 100 Students by Ethnicity Out of School Suspensions gt S Cc lt lt LLI gt Q c a O gt c O O U Cc ab oO
23. ICO Individual Student Count Report ee March 3 April 11 2009 2 NoEntry Support Plan Change ODR Count 5 ODR Count 2 O oO O O O NS NS NS NS NS A A ND M TW Th FM T WT F M T W Th FM T W Th EF OM T W Th FM T W Th F 3 3 3 10 3 17 3 24 3 31 4 7 03 07 2009 Check out with Joe Binder 65 66 2 INDIVIDUAL STUDENT PERIOD REPORT Provides individual student data by period for a specific number of school days This information helps to determine if specific periods of the day are problematic Student Dana Jarvis CICO Individual Student Count Report March 3 April 11 2009 21 21 20 Period Number of Periods with Score Max Number of Days where Score Possible 24 LY So EE Oo O Ao D S gt lt S 20 3 INDIVIDUAL STUDENT SINGLE PERIOD REPORT Provides a review of the individual student s data for a single period across time Student Dana Jarvis sa Period 3 Period 3 r ND No Data CICO Individual Student Single Period Report NS No School March 3 April 11 2009 oy Support Plan Change _ ODR Count 100 5 go 8 V DMAOLS 4 wa lt ne 60 3 5 O Os O Os oc OD 4 2 a oo O Ss e 20 1 0 NS NS NS NS NS A A ND 0 M T W Th F M T W Th F M T W Th F M TW Th F M T W Th F M T W Th F 3 3 3 10 3 17 3 24 3 31 4 7 School Days 03 07 2009 Check out with Joe Binder 4 AVERAGE DAILY Points PER STUDENT REPORT Provides a snaps
24. ICO School Wide Report shows data for all students enrolled in CICO for a given date range The report shows the number of students with CICO data per day and provides the mean high and low scores for the group of students This report is useful when assessing the status and effectiveness of the CICO program aL To generate this report Students Enrolled High Score CICO School Wide Report March 3 April 11 2009 Mean Score Low Score No Data No School No Entry 2 o oO O O O 4 4 4 4 4 NS NS NS NS NS M T W Th F M T W Th FMT W Th F MT WT FM T W Th FO OM T W 3 3 3 10 3 17 3 24 3 31 4 7 School Days To generate this report 1 Select a start date for the report from the pop up calendar 2 Select the number of 30 day blocks to display Each School Wide Report is formatted for 30 day increments 3 Click Generate Report 87 y 88 Building Fluency Activities NAVIGATION ACTIVITIES The common navigational features for CICO SWIS are the same as SWIS There are a few additional navigational features Use the demo account 1 Where do you go to enroll or unenroll a student in CICO SWIS 2 What is Chris Black s CICO enrollment date 3 How could you change Chris Black s enrollment date 4 Where do you go to add a plan change DATA ENTRY ACTIVITIES Use the Facilitator Account 1 Setup a CICO SWIS data entry card with 3 expectations and 5 periods 2 Enroll Marie Banks and Save 3
25. IS Referrals by Student report How is the CICO program working CICO SWIS School How are students on CICO doing Wide report in general How Often CICO SWIS Avg Daily Points per Student Report Does the team have what it needs Individual Student Support Team How many students need intensive tertiary support What reports are Who will generate the 2 What Questions do we have Dei anal homo iene How is each student on CICO CICO SWIS Individual doing Student Count Report Who haasi hasqa decuccions CICO SWIS Individual How Often y 9 Student Period Report CICO Coordinator What reports are Who will generate the I IS needed report and how often CICO SWIS School Wide Report CICO SWIS Avg Daily Points per Student Report Individual Student Count Report Individual Student How Often If a student is having a problem Single Period Report where what and why is the student having trouble Individual Student Period Report How is each student using CICO doing 69 Un Logging Into and Out of CICO SWIS For computer set up 1 Check accuracy of date and time 2 Click on the Control Panel click on Date Time option and revise as needed 3 Open your preferred internet browser Internet Explorer Mozilla Safari etc 4 Type in website address www swis org You might want add this site to your favorites or bookmarks 5 Log into the SWIS account 6 Click CICO tab at the t
26. Linda Female Hispatno Uninown 43 ADVANCED REPORTING OPTIONS Advanced reporting options allow SWIS Users to get more specific information about the data These options are available in e The Big 5 Basic Reports e Custom Reports e Custom Graphs e Referrals by Staff e Ethnicity Reports Advanced Options for the Big 5 basic reports include e Fixed order Non Fixed Order graphs are ordered from least to most frequent Show names when applicable e Values shown on graph e Graph size e Scale on Y axis To utilize Advanced Options 1 Click the Advanced Options button to activate additional data fields 2 Select the desired options 3 Click on Generate Report Note For Custom Reports and Custom Graphs check the show box next to the categories needed for your report or graph Fixed Order Show Values on the Graph Change Graph Size X Change Graph Y Scale lt i z gt E s s 2 O 4 o O S wa Off Campus Locker rm 44 The Tools folder within SWIS provides a variety of files for setting up managing revising and downloading the data in your SWIS account ACCOUNT REPORT The account report provides an overview of all personnel with access to the school s SWIS account Users are identified by their name email address access levels and last login date SUBSCRIPTION STATUS The subscription status informs SWIS users whether their subscription fees have been paid or remain outs
27. NTAGE OF STUDENTS WITHIN EACH ETHNIC GROUP WHO HAVE REFERRALS The number of students with office discipline referrals from each ethnic group is divided by the number of enrolled students in that ethnic group This allows comparison of rates of referrals across ethnic groups in the school and provides identification of any ethnic group that is experiencing a proportionally higher rate of referrals lt o o t O 2 O 99 s 10 O _ PL Am Ind Native Black Af Am Hisp Latino Haw Pac Isl Multi Racial of Enrolled Students Number of Referrals Percentage of Students within Ethnicity with Referrals Am Ind Native 3 0 0 00 Asian 32 5 6 25 Black Af Am 88 26 9 09 Hisp Latino 19 6 42 Haw Pac Isl 0 0 0 00 White 287 88 6 97 Multi Racial 70 25 8 57 Totals 15 INDIVIDUAL STUDENT REPORT The individual student report provides a discipline summary for any student in the SWIS database The individual student report includes Summary of Referrals Per Year Average Referrals Per Day Per Month e Referrals by Problem Behavior e Referrals by Location e Referrals by Possible Motivation e Referrals by Time Suspension Expulsion Summary e Individual Referral Information Un Referrals Per Year Average Referrals Per Day Per Month E 2008 09 E 2009 10 0 50 C 2010 11 0 45 0 40 0 35 0 30 0 25 0 20 0 15 0 10 0 05 0 00 Average Referrals Per Day Referrals
28. TES 54 SWIS Data Entry and Reporting Schedule School Facilitator Data Entry Becoming Swift at CICO SWIS User s Manual September 2010 Version 1 0 This manual is available online at http www swis org CICO SWIS User s Manual 2010 Version 1 0 Edited by Anne W Todd Robert H Horner Celeste Rossetto Dickey and Megan Cave Acknowledgements seth May Noah Talmadge Megan Cave Nadia Sampson Joseph Boland and Jessica Swain Bradway Software requirements for SWIS include e Internet Explorer 8 or higher for PC SWIS Is not supported on IE for Macs e Safari 3 0 or higher e Firefox 3 0 or higher Note Users with slower internet connections may experience difficulties unrelated to the SWIS system For full citation use May S Ard W Todd A Horner R Glasgow A Sugai G amp Sprague J 2000 School wide Information System SWIS c University of Oregon Educational and Community Supports Table of Contents Getting to Know CICO Overview of the Intervention Student Participation Staff Coordination Getting to Know CICO SWIS Using CICO SWIS Data for Decision Making 1 Individual Student Count Report 2 Individual Student Period Report 3 Individual Student Single Period Report 4 Average Daily Points Per Student Report 5 School Wide Report Common Navigation Data Entry and Report Generation Schedule Logging Into and Out of CICO SWIS Tools Defining CI
29. and staff names For MAC users white ovals activate pop up windows e Pull Down Lists Arrows activate pull down lists within the SWIS application Users can also click anywhere within the pull down window to activate the list e Required Information All required fields are noted with a red required e Dates Calendar pop ups allow users to quickly enter dates For schools in the United States all dates are entered as DD MM YYYY For schools outside of the US dates are formatted based on the locale set up within Account Preferences e Report Date When generating reports and entering referrals the date will default to the current day Users can manually enter a previous date for older referrals e Auto Logout SWIS will automatically time out after 15 minutes of inactivity This is to ensure confidentiality is maintained e Space and Case Sensitivity All usernames and passwords are Space and case sensitive e Hotlinks All underlined blue text can be clicked to take the user to the relevant screen 21 i m L Logging Into and Out of SWIS For computer set up 1 Check accuracy of date and time 2 Click on the Control Panel click on Date Time option and revise as needed 3 Open your preferred internet browser Internet Explorer Mozilla Safari etc 4 Type in website address www swis org You might want add this site to your favorites or bookmarks To Log Into SWIS 1 At far right c
30. ategory pull down list To deactivate a label from the pull down list uncheck the display box L To Activate Labels To Merge Labels Use the merge feature in extra information category setup the same way you would merge student or staff names in SWIS It is important to be especially careful when merging extra information labels Once merged a label cannot be recovered 1 2 Click Merge next to the label you wish to retain Select the label you wish to delete from the Label to Delete pull down list Click Merge A warning will appear alerting you to the of referrals this merge will affect If you wish to procede click OK A green bar at the top of the screen will appear indicating the merge was successful Category Harassment Display 34 Order Label required Identifier Description To Delete a Label Click Delete next to the label you wish to delete This will delete the label from the SWIS account A label can only be deleted if there are no referrals associated with it at To Modify Extra Information Categories 1 In Tools on the Main Menu click School Preferences 2 Scroll Down to the section labeled Extra Info Category Setup 3 Click the Modify button next to the extra info category you wish to modify 4 Undisplay add new labels merge or delete existing labels as necessary 5 Click Save To Discontinue the display of an Extra Information Category 1 In Tools on
31. chools The purpose of SWIS is to provide school personnel with accurate timely and practical information for making decisions about discipline systems School personnel collect ongoing information about discipline events in their school and enter this information through a protected web based application SWIS provides summaries of this information for use in the design of effective behavior support for individual students groups of students or the whole student body With accurate and timely information school personnel can make decisions that transform schools into safe orderly and supportive environments SWIS has three elements 1 Information gathering 2 Web based computer application for data entry and summary 3 Use of information for decision making SWIS is more than just a computer application It is a practical process for helping school personnel make decisions about the design and management of school wide behavior support systems targeted interventions for problem areas and or individual student behavior support systems SWIS is a coherent and flexible system for gathering problem behavior ai information However problem behavior categories used within a school must be mutually exclusive one problem behavior cannot fit more than one category and exhaustive a category for all problem behaviors A list of definitions for all SWIS problem behavior categories is available on the SWIS website Problem behavior info
32. d report for Sundays No unchecked The default goal line that students should achieve 80 Define CICO Periods 71 SET THE GOAL LINE In CICO SWIS defining point goals varies dependent on the screen 1 In CICO Preferences the setting default goal line defines a goal for all students enrolled in CICO UE General Preferences Collect data and report for Saturdays No unchecked Collect data and report for Sundays No unchecked The default goal line that students should achieve 80 Define CICO Periods In Student Management setting the goal line establishes a goal for each individual student if his or her goal is different from the school s default Enrollment Student Name District ID Goal Enroll Date Current Status 3 When reporting the goal line setting is available in Advanced Options and can be set to any value Setting the goal in Advanced Options does not affect the goal line defined in CICO Preferences or student Management Report Start Date 03 03 2009 Number of 30 day Blocks to Display Show ODR Data Show Support Plan Changes Percent of CICO Points Goal Does not permanently change default goal line Show Student Names 72 Please enter the number of school expectations Period Number Period Title o 444 d did PlPiPIPIPIPI gt Check In Before Recess Lunch Total v v Add Plan Change Afternoon Recess
33. e goal line appears horizontally across the graph When the student s daily data is at or above his or her goal the data point is green When the student s daily data is below goal it is red With the goal line defined for each student it is easy to see if students are doing well or if plan changes are needed By selecting Show ODR Data in reporting options this report can document SWIS ODR data for each day which provides a larger picture of the student s social behavior The far right y axis provides the scale used for the ODR data Student Dana Jarvis ES e g Oo sa gt O OAO Complete Incomplete A Absent CICO Individual Student Count Report Ma March 3 April 11 2009 2 NoEntry Support Plan Change ODR Count ODR Count A NS NS NS NS NS A A ND M TW Th FM T W Th FM T W Th F MT WT F MT W Th FMT W Th F 3 3 3 10 3 17 3 24 3 31 4 7 03 07 2009 Check out with Joe Binder To generate this report 1 2 3 Select a start date from the popup calendar Select a student to report Select the number of 30 day report periods to report Each Individual Student Count Report is formatted for 30 day increments Click Show ODR data to display any office discipline referrals the student may have had during the reporting period Click Show Plan Changes to display plan changes the student may have had during the reporting period a When displayed a vertical line appears on the report s
34. elp Menu gives you direct access to a The SWIS homepage b Answers to Frequently Asked Questions c Your SWIS Facilitator s contact information d A link to how to get support if you are unable to reach your facilitator SWIS CICO Main Menu Facilitator Information Mary Smith Phone 888 555 1212 Email mary_smith O demo org 89 Data Entry and Report Generation Schedule What reports are Who will generate the What Questions do we have report and how often How are we doing SW with problem behaviors Big 5 SWIS reports Is there a problem Are any individual students showing early signs of problem behavior patterns 2 ODRs working CICO SWIS School How are students on CICO doing Wide report CICO SWIS Avg Daily Points per Student Report Does the team have what it needs Individual Student Support Team SWIS Referrals by Student report How many students need intensive tertiary Support What a are Who will generate the 2 What Questions do we have report and how often How is each student on CICO CICO SWIS Individual doing Student Count Report Who Baadene esa ciscuccion CICO SWIS Individual How Often y 9 Student Period Report CICO Coordinator What reports are Who will generate the 2 s cle ue TIEN needed report and how often CICO SWIS School Wide Report CICO SWIS Avg Daily Points per Student Report Individual Student Count Report Individual Stude
35. enu Pop Up Windows For PC users blue boxes activate pop up windows for student and staff names For MAC users white ovals activate pop up windows Drop Down Lists Arrows activate pull down lists within the SWIS application Users can also click anywhere within the pull down window to activate the list Required Information All required fields are noted with a red required Dates Calendar pop ups allow users to quickly enter dates For schools in the United States all dates are entered as DD MM YYYY For schools outside of the US dates are formatted based on the locale set up within Account Preferences Report Date When generating reports and entering referrals the date will default to the current day Users can manually enter a previous date for older referrals Auto Logout SWIS will automatically time out after 15 minutes of inactivity This is to ensure confidentiality is maintained Space and Case Sensitivity All usernames and passwords are space and case sensitive Be sure to log into the account using the login information provided on your school s School Information Form Data Entry and Report Generation Schedule SW PBS Team What reports are Who will generate the O IS needed report and how often How are we doing SW with problem behaviors Big 5 SWIS reports Is there a problem Are any individual students showing early signs of problem behavior patterns 2 ODRs SW
36. eport March 3 April 11 2008 Daily of Total CICO Points 63 64 Getting to Know CICO SWIS CICO SWIS is a computer application nested within SWIS to provide school personnel with the behavioral data needed for effective decision making within the CICO intervention CICO SWIS is organized around the same three areas as the SWIS application 1 Data Entry 2 Reporting 3 Tools Data entry within CICO SWIS is efficient and intuitive to setup The reports available within the application are useful for monitoring individual student progress as well as reviewing the integrity and fidelity of the program for all students enrolled in CICO Main MENU Data Entry ox Reports gt CICO Student Management gt Individual Student Count Report CICO Data Entry gt Individual Student Period Report Individual Student Single Period Report Average Daily Points by Student gt School Wide Report Tools gt CICO Preferences Using CICO SWIS Data for Decision Makin CICO SWIS reports are organized to be used for two levels of problem solving 1 Overall CICO implementation 2 Individual student progress monitoring Five reports are available and include at 1 INDIVIDUAL STUDENT COUNT REPORT Provides information to determine if an individual student is meeting goal and if a student might need a plan change Student Dana Jarvis gt 80 lt 80 Complete Incomplete Absent A C
37. feedback in the morning afternoon and by class period Adults serving as CICO check in personnel provide specific positive feedback on behavioral and academic effort by the student on a behavior report card Students carry a daily report card throughout the day to document their effort in meeting behavioral and academic expectations Goals are set and tracked to share progress with the student as well as their teachers Students for whom the CICO intervention works well have problem behaviors that are anticipated to stay below crisis level value adult attention and can benefit from increased structure and prompts throughout the day a aL The sample daily report card below shows the three school rules the ranking key and the check in times Ze 2 Great 1 40K Responsible Respectful 0 Difficult Time mappy rene EE ewe ES CEC EC O E weet ef CEC EC O E ap DOI E CEC EC E METEO OO EA Today s Goal Today s total points 61 Student recommended for CICO CICO is implemented fae CICO Coordinator summarizes g data for decision making Check In Regular 3 Parent Teacher ee aia Feedback Feedback Check Out Program Program otudents participate in a daily cycle of feedback while the school team coordinates and monitors students selected for CICO Asample CICO cycle illustrates both student CICO daily cycle and the CICO coordination and monitoring cycle STUDENT PARTICIPATION students Participating in Check I
38. formation Enrollment and Days Per Month Staff Student Information Add Revise Student Staff Information Student Ethnicity Display Staff Student Status Merge Staff Student Referrals Adding a Referral Copying Referral Information to Next Referral Using Extra Info Fields Find and Revise Referral Generating Reports Big 5 Basic Reports Other Reports Advanced Reporting Options Tools Data Integrity Report Data Download Preferences Account Preferences School Preferences Building Fluency Activities Navigation Activities Data Entry Activities Modification Activities Reporting Activities Annual Account Activities Beginning of the Year October 1 Throughout the Year Getting Support SWIS Data Entry and Reporting Schedule o o Q T Ye Getting to Know SWIS WHO SHOULD USE THIS MANUAL The purpose of this manual is to provide SWIS users with a quick reference and trouble shooting guide The manual is for use by SWIS Facilitators and SWIS Users during initial start up training and on going use Individuals new to SWIS should go to the SWIS website at www swis org for information about the features of SWIS and how to obtain access to SWIS The website also provides access to a demonstration of the SWIS structure functions and reports BRIEF OVERVIEW The School Wide Information System SWIS is a web based information system used to improve the behavior support in elementary middle junior high and high s
39. gt cp 3 9 c o Am Ind Native Black Af Am Hisp Latino Haw Pac Isl Multi Racial 4 Click Suspension Expulsion Report a b e d e f Enter report begin date Enter report end date if different from current day select a student name or leave blank to generate a report based on all students select Show Individual Student Data if needed Select a group of students to report on from the Student IEP drop down menu Click Generate Report 5 Click School Ethnicity Report a b e d e Select referral type Select school year To view the referral information in a table format click Show Table To view the referral information in a graph format click Show Graph Click Generate Report 6 Click School Ethnicity Suspension Expulsion Report a b Select the school year on which to report Select In School Out of School or Expulsion from Admin Decision drop down list c Click to display undisplay the table of information d Click to display undisplay the graph Click Generate Report 41 TRIANGLE DATA GRAPH I Students with 6 Referrals _ Students with 2 5 Referrals Office Discipline Referrals no minors F Students with 0 or 1 Referrals 100 YN O gt c O z 200405 200506 200607 200708 200809 200910 201011 7 Click Individual Student Report a Click on Student Name and select a student on which to report from the pop
40. hot of average points earned daily for each student during a specified period of time CICO Average Daily Points By Student Report March 3 April 11 2009 Max Number of Days where Score Possible 24 Total CICO Points O z gt T gt lt Brian Bender ro Chris Black r Dana Jarvis r Serena Johnson r Days With Score Student 5 SCHOOL WIDE REPORT Reports data for each day across time for all students who have data Each day of data provides information on the number of students with CICO data that day and gives the highest lowest and mean score earned for all of those students on that day Students Enrolled High Score CICO School Wide Report Mean Score March 3 April 11 2009 Low Score No Data No School No Entry Zo oe O O oO Q Slul0d OOID 8101 JO Ajreq Bay 4 4 4 4 4 NS NS NS NS NS M T W Th F M T W Th F MT WT FM T WT FM T W Th F MT W Th F 3 3 3 10 3 17 3 24 3 31 4 7 School Days Ye 68 A small number of features are standard across CICO SWIS Common Navigation Tab Activated Movement Move from one field to the next within a data entry screen by using the Tab button on the computer keyboard Navigation Menu A gray navigation bar at the top of each data entry screen allows users to scroll through records one at a time add a new record or delete the current record Main Menu The main menu button on every screen will take users back to the SWIS main m
41. howing the dates when changes were made to the student s plan A table below show the plan change description Advanced Options a Click Show Student Name to display the name of the student on the report b Change the Percent of CICO Points Goal to see how the report changes if the students goal were modified Click generate report 83 Uo 84 INDIVIDUAL STUDENT PERIOD REPORT The Individual Student Period Report provides a snapshot of how a student is doing every period by graphing the average percent of points a student earns during each period At a glance this report shows when students are doing well and when they are struggling For each period the report shows the number of days of data used to calculate the average daily percent of points Student Dana Jarvis CICO Individual Student Count Report March 3 April 11 2009 Max Number of Days where Score Possible 24 2 So aL o O Ao DS gt lt 21 20 Period Number of Periods with Score To generate this report 1 Select start and end dates for the report from the popup calendar 2 Select a student to report 3 Advanced Options a Click Show Student Name to display the name of the student on the report b Change the Percent of CICO Points Goal to see how the report changes if the students goal were modified 4 Click Generate Report Student Dana Jarvis gt 80 Period 3 Period 3 lt 80 Absent No Data CICO I
42. ive Black Af Am Haw Pac Isl Multi racial of Enrolled Students Number of Referrals Percentage of Enrolled Students Percentage of Total Referrals Am Ind Native 0 51 0 00 Asian 5 5 43 3 07 BiackiATAm 8B 15 95 Hisp Latino 11 66 3 32 8 Haw Pac Isl 0 0 0 00 0 00 Multi Racial 11 88 15 34 Totals 589 163 13 14 GRAPH 2 PERCENTAGE OF ALL ENROLLED STUDENTS BY ETHNICITY AND PERCENTAGE OF STUDENTS WITH REFERRALS BY ETHNICITY This graph allows comparison of the proportion of students within a school by ethnic grouping number of students within an ethnic group divided by total enrollment with the proportion of students with office discipline referrals from each ethnic group number of students with a discipline referral divided by the total number of students with discipline referrals The graph allows assessment of the extent to which the proportion of students being referred over represents the proportion of students in any ethnic group L O T O E 0 D 99 S O O A o a 2 T Black Af Am Haw Pac Isl Multi Racial ES ies 3 g lt of Enrolled Students of Students w Referrals Percentage of Enrolled Students Percentage of Students w Referrals Amin Nave 3TH ELLA 8 o eo A A e Haw Pac Isl 0 0 0 00 0 00 White 287 20 48 73 46 51 Multi Racial 70 6 11 88 13 95 GRAPH 3 PERCE
43. ividual student behavior support plans and systems The Big 5 Basic Reports on the main menu provide information for answering general questions on a monthly basis To monitor school wide patterns of problem behavior start with the Big 5 Basic Reports Bic 5 BASIC REPORTS Average Referrals Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student ae i The Big 5 Basic Reports are available for e Minors majors or all referrals e Any period of time for which SWIS data is entered e Table or graph format e Fixed order of reporting Non Fixed Graphs are orded from least to most frequent Bic 5 Basic REPORT EXAMPLES AVERAGE REFERRALS PER Day PER MONTH Year Month Days Count Referral Count Avg Referrals Pos aus o o o 2009 bee 6 _ un 6 3 om _ ui o o 0 00 Taas t 4 Average Referrals Per Day Per Month 1 8 gt O Q _ A Be U xX O U _ gt lt O a School Months 2009 10 REFERRALS BY PROBLEM BEHAVIOR foe sess cO Y N w S e 119 94 JO JOQUINN LO LO Q LO LO o LO Q LO w Y co oD N S e 119 94 JO JOQUINN o N LO o S e 119 94 JO JOQUINN Wd 00 31 WY 00 11 INV 00 01 REFERRALS BY STUDENT co Y cN o y esas s S e 119 94 JO JOQUINN syueg MeN pu g ueng yeg SUYD uewo
44. lick on Login Demo a For specific school Username user s email address Password chosen by the user b For demo Username ebs Password ebs 2 Click on Continue to go to SWIS main menu To Logout 1 Click on Logout button at top right of any SWIS page To maintain confidentiality always logout when leaving work station Enter Username and Password Username Password Forgot Password 22 SWIS Password Authentication When logging into SWIS for the first time you will go through a process of creating your own unique password to access your school s SWIS account This process is called Authentication Go to www swis org and click the Login button in the top right hand corner Login Demo In the login fields enter the following information a Username your email address as it appears on your school information form b Password the temporary password as it appears on your school information form next to your name Enter Username and Password Username sbean demo net Password Forgot Password Click Login Aprompt will appear asking you to create a permanent password a The password you create must be 8 15 characters include 1 number and 1 capital letter You re finished The new password you create will be the new confidential SWIS login you ll use the next time you login to your school s SWIS account 23 Data Entry Ucr SCHOOL INFORMATION This information is
45. n Check Out follow three main steps daily e Morning check in This is a time for the student to engage in a positive interaction with an adult The adult helps the student determine daily readiness and preparedness anticipated challenges and daily goals e Class by class check in with teacher The student engages in a positive interaction with teachers This is the time when the daily report card is scored and paired with positive comments and specific non punitive feedback on the expectations for each specific period e Afternoon check in and goal attainment review The student engages in a positive interaction with an adult During this time daily points earned are reviewed goal achievement and progress over the week month are discussed Specific positive feedback is given on 62 meeting goals if the student is not currently achieving behavioral goals STAFF COORDINATION Staff coordinating student CICO progress follow three steps 1 Hold regular meetings to determine students nominated for CICO and to monitor current student progress 2 Enter student CICO data daily into the SWIS account 3 Review individual student report at least weekly to determine whether a The student is doing well and no changes are needed b The student is having trouble and a plan change needs to occur c CICO does not seem to be working for the student Data Entry Decision making Student Dana Jarvis CICO Individual Student Count R
46. n changes the student may have had during the reporting period a When displayed a vertical line appears on the report showing the dates when changes were made to the students plan A table below shows the plan change description 7 Advanced Options a Click Show Student Name to display the name of the student on the report b Change the Percent of CICO Points Goal to see how the report changes in the student s goal were modified 8 Click Generate Report AVERAGE DAILY POINTS BY STUDENT The Average Daily Points by Student Report shows each student s average of total CICO points for a specified date range Each student s name is listed across the bottom of the report along with the number of days of data available within the date range This report provides an efficient way to compare student progress CICO Average Daily Points By Student Report March 3 April 11 2009 Max Number of Days where Score Possible 24 Avg Daily of Total CICO Points 1 Chris Black X 22 D D m c S m N gt _ oO lt oO a NO Serena Johnson 8 Days With Score Student 1 Select start and end dates for the report from the pop up calendars 2 Advanced Options a Click Show Student Names to display the names of the students on the report b Change the Percent of CICO Points Goal to see how the report changes in the students goals were modified 3 Click Generate Report SCHOOL WIDE REPORT The C
47. ndividual Student Single Period Report A ot March 3 April 11 2009 ntry Support Plan Change ODR Count of CICO Points for Period ODR Count NS NS NS NS NS A A ND M T W Th F M T W Th F MT WT EF MT W Th FMT W Th F MT W Th F 3 3 3 10 3 17 3 24 3 31 4 7 School Days 03 07 2009 Check out with Joe Binder INDIVIDUAL STUDENT SINGLE PERIOD REPORT The Individual Student Single Period Reports provides information about a single period during the school day This report is useful when trying to determine when where problems occur with more precision When the Individual Student Period Report shows the students point average is low for a specific period generating the Individual Student Single Period Report for that period can help determine if there is a pattern in the students behavior By selecting Show ODR Data in reporting options this report can document SWIS ODR data for each day which provides a larger picture of the student s social behavior To generate this report 1 Select a start date for the report from the popup calendar 2 Select a student to report 3 Select a period number to report 4 Select the number of 30 day blocks to display Each Individual Student Single Period Report is formatted for 30 day increments 85 Un 86 Click Show ODR Data to display any office discipline referrals the student may have had during the reporting period Click Show Support Plan Changes to display pla
48. not appear on the list click Add Student b Follow the steps outlined in Add Revise Staff Student Information found in this manual to add the student to the SWIS account Enter all required information All required fields are noted with a red required a SWIS allows users to select one problem behavior per referral b If the problem behavior event is minor click in the box to the right of the word Minor This activates the minor problem behavior categories in the required Problem Behavior drop down list c When the administrative decision results in In School Out of School Suspension or Expulsion enter the number of days the student was suspended or expelled Half or Full day increments for the suspension expulsion may be entered Enter other necessary information a Other Information can hold up to 255 characters if anecdotal information about the problem behavior event is needed b Extra Info is a field for defining problem behavior events at a more specific level Examples of how to use Extra Info can be found in this manual Click Save Grade required Stat o required Date required Time required Location required Minor Problem Behavior required Motivation required Others Involved required Admin Decision required Days Suspended Expelled half day increments 0 5 3 6 5 etc Other Information Extra Info Harrassment A Extra Info Hallway _t HFE Extra Info 3 Oooo O Student
49. nt How Often If a student is having a problem Single Period Report where what and why is the student having trouble Individual Student Period Report How is each student using CICO doing
50. nt year s enrollment What fields are required for referral data entry Where do you go to change the school address What is David Anderson Jones District ID number Does Willie Loman have an IEP Logout oS OTS IN ENTRY ACTIVITIES Use SWIS Facilitator Account Enter 5 referrals Enter 3 staff names Enter 5 referrals with 2 students being new Enter enrollment for this year Undisplay 3 staff and 3 students in the account Enter days per month for this year Copy referral information from one referral to the next Enter a referral using the other information field Enter a referral where the student was suspended for 2 5 days Find all of Katie Cassidy s referrals MODIFICATION ACTIVITIES Use SWIS Facilitator Account Change the school phone Add a new staff name Add one referral for Marie Banks with today s date Revise Marie s referral from above to three days ago Change your school s grade levels to 3 6 grade You ve lost a day of school this month due to an electrical outage Make that change Change Katie Cassidy s name to Katie Kassidy Undisplay Jason Miller 9 Merge two student names Retain Tyler Starr and delete Jason Miller 10 Change school days you had 2 snow days in Jan and they were made up in June H REPORTING ACTIVITIES Use Demo Account 1 What basic report s do you use to begin a meeting discussing the status of school wide efforts Generate these graphs for the c
51. nu e Select other report features po O O O OTHER REPORTS Other reports provide more detailed information to answer questions the Big 5 reports may not fully describe Some reports can also provide much of the information districts and states require schools to submit Other Reports are found under Reports on the main menu To access 1 Click Custom Report a Select referral type b Select a student name from pop up window or leave blank to generate a report based on all students c Select specific staff name if needed or leave blank to generate a report based on all staff Enter report begin date Enter report end date if different from current day Select a begin time and end time Select specific grade or grade range Leave blank to generate a report based on all grades h Select a category from the Sort By drop down list The SWIS default Sort By category is Date This default is a preference you may choose to change in Account Preferences i Click Generate Report amog Custom REPORT Referrals 216 Sort By Date Time Dae Student Grade Staff Time Location Proble 4 View 913209 9 fa 35 10 30AM Cafe Disup 6 View 92209 2 fa te 1245 PM Class Disrup 8 View fo 24 2008 25 5 i f115Pm Class mappl 9 View 9242009 it j4 8 230PM Class Disres 39 2 Click Custom Graph a Follow same steps for custom report b Select a graph type from the
52. of out of school suspensions that have occurred since the beginning of the year What is your response 13 What do you do when the referral form does not have all completed information j 10 Find the number of students with 3 or more majors this year 50 Annual Account Activities nl Some information within your school s SWIS account needs to be updated each year Below is a list of annual activities to ensure your account contains all current information BEGINNING OF THE YEAR Enrollment and School Days per Month Information 1 Enter total enrollment for the current school year 2 Enter ethnicity race enrollment number for the current school year if your school keeps track of ethnicity information 3 Enter the number of instructional days the number of days students are in school for each calendar month Display Student Staff Status 1 Uncheck any staff members who no longer work in your school building 2 Uncheck any students who no longer attend school in your building Data Integrity Report Run the data integrity report for your SWIS account and correct any errors the application identifies Review Account Report Generate the Account Report and notify your SWIS facilitator of anyone who needs access or should be removed as a user OCTOBER 1 Enrollment and School Days per Month 1 Update your school s total enrollment figure based on the October 1 census 2 Update your school s ethnicity and race enrollmen
53. op down menu to select one of the three available options 1 School In 2 No Data School was in session no CICO data was entered Selecting this option enters No Data into each student s record for the day 3 No School Selecting this option enters No School into each student s record for the day School Status No Scho Brian Bender y Total Add Plan Change Chris Black Total Add Plan Change Dana Jarvis Total Add Plan Change Serena Johnson Total Add Plan Change Check In No School y Afternoon Re No School v Check In No School v Afternoon Re No School Check In No School v Afternoon Re No School v Check In No School v Afternoon Re No School 19 20 27 Reading No School v Before Recess No School v Reading No School y Before Recess No School v Reading No School y Before Recess No School Reading No School y Student Status Student Status Student Status den Status No School y Lunch No School y Check Out No School y Lunch No School y Check Out No School v Lunch No School y Check Out No School v Lunch No School y Check Out No School y No School No School y No School y 19 School Status
54. op of the screen to access the CICO SWIS Main Menu SWIS Main Menu Data Entry Tools Logout Data Entry ix Reports CICO Student Management Individual Student Count Report CICO Data Entry Individual Student Period Report Individual Student Single Period Report Average Daily Points by Student Tools School Wide Report gt CICO Preferences 70 Tools MN aL DEFINING CICO DATA ENTRY The preferences available for the set up of data entry for CICO SWIS include 1 Collection of data on Saturdays and Sundays Checking this preference will accommodate schools where CICO data is collected on the weekends Leaving it unchecked will skip those days in both data entry and report screens 2 Setting default goal line for of points earned When reporting in CICO SWIS this percentage will be the default goal line on all reports 3 Defining CICO Periods This is where the data entry screen is established based on the number of times students check in during the day and the number of expectations at the school The criteria established in this section will apply to all students enrolled in CICO at the school To manage individual student information including adjusting the student s goal line and establishing plan changes please refer to the Student Management section of this manual CICO PREFERENCES General Preferences Collect data and report for Saturdays No unchecked Collect data an
55. quired Q Hispanic Latino Not Hispanic Latino Race Select All That Apply required American Indian or Alaskan Native Asian Black or African American Native Hawaiian or Other Pacific Islander White 2 28 DISPLAY STAFF STUDENT STATUS By unchecking the display box next to student or staff names they will no longer be available to select from staff or student name pull down lists or pop up windows All referral data attached to this person s name will remain in the SWIS account Use this feature when students or staff transfer or no longer attend the SWIS school 1 At the main menu click Display Staff Student Status 2 Click in the box to un check the staff student who is no longer an active school member 3 Click Save MERGE STAFF STUDENT Merging two names of staff or students will combine all referrals from the Staff Student to Delete to the Staff Student to Retain To merge staff student information 1 Atthe main menu click Merge Staff Student 2 Click the Select Staff Student button in the Staff Student to Retain field and choose the staff student name to keep in the SWIS account Those with pull down lists selected as a preference will click the pull down list in the Staff Student to Retain field 3 Click the Select Staff Student button in the Staff Student to Delete field and choose the staff student name to delete from the SWIS account 4 Click Merge
56. r based on annual census count typically generated by October 1st Enter ethnicity enrollment and number of students in each group The total ethnicity enrollment should equal the total school enrollment number Enter number of school days for each month If your school starts during a different month go to Preferences in the Tools folder Click Save Total Enrollment 589 Hispanic Latino 109 American Indian or Alaskan Native 3 Asian 32 Black or African American 88 Native Hawaiian or Other Pacific Islander White 287 Multi Racial 70 Subtotal 589 If a student is Hispanic NCES specifies that they should be counted only as Hispanic for enrollment regardless of race 25 26 Last Name ruwa First Name rw IER e E District Student ld A Gender required AS Male Other Information Display IS MA LA STAFF STUDENT INFORMATION App REvISE STUDENT STAFF INFORMATION To add new staff students 1 At main menu click Add Revise Staff Student 2 Click Jump to Staff Student button to preview existing staff student lists 3 If staff student name you re looking for is not on the list a Click Close Window b Click New c Type last and first names and district staff student ID number 4 Click Save To revise staff student information 1 At main menu click Add Revise Staff Student 2 Click Jump to Staff Student button to preview existing staff student lists 3 Click staff student name
57. rmation is entered by local school personnel daily or weekly Entering discipline data is simple fast and accurate The information is instantly available in tables or bar graphs Confidentiality is protected through the use of school specific passwords and high quality data protection procedures The SWIS Confidentiality amp Security statement is also available for review at www swis org FACILITATORS SWIS Facilitators help schools become SWIS compatible complete the licensing process and provide on going technical support as schools learn to use SWIS data for decision making Facilitators are individuals employed by the state district region and have completed a 3 day training offered through the University of Oregon To obtain SWIS a school must collaborate with a certified SWIS Facilitator Your school s facilitator contact information is available on the facilitator list on the SWIS website FACILITATOR LIST SELECT COUNTRY STATE US gt OrecoN_____Y US gt New Mexico US gt New York US gt NorTH CAROLINA US gt NortH DAKOTA US gt OHio US gt OREGON US gt PENNSYLVANIA US gt RHODE ISLAND THE SWIS STRUCTURE SWIS is organized around three features 1 Data Entry 2 Reporting 3 Tools Each SWIS account can be accessed through two levels A full access password provides access to all three SWIS features A read only password provides access to all reports including those reports with staff and
58. s SUSPENSION EXPULSION REPORT P Events Days 7 In School Suspension Out of School Suspensi sirio Student Name Student Ethnicity IEP E i 19696 Neal Anderson i Mark Banks M ME N Chris Black M O0 ustin Burbanks M Black Af Am White 0 M po N x 1 M 0 5 4 Yes Yes J John Candy Joe Franklin Cody Franks 2 1 2 2 r eu cs El AsianWnite o 0 12 Three graphs are available in the School Ethnicity Report 1 Percentage of all Enrolled Students by Ethnicity and Percentage of Referrals by Ethnicity 2 Percentage of All Enrolled Students by Ethnicity and Percentage of Students with Referrals by Ethnicity 3 Percentage of Students Within each Ethnic Group Who have Referrals sm Ili l SCHOOL ETHNICITY REPORT GRAPH 1 PERCENTAGE OF ALL ENROLLED STUDENTS BY ETHNICITY AND PERCENTAGE OF REFERRALS BY ETHNICITY This graph allows comparison of the proportion of students within a school by ethnic grouping number of students within an ethnic group divided by total enrollment with the proportion of office discipline referrals from each ethnic group number of office discipline referrals from an ethnic group divided by the total number of office discipline referrals The graph allows assessment of the extent to which the proportion of referrals over represents any specific ethnic group z o o q O 0 O i O pus A Am Ind Nat
59. t figures based on the October 1 census THROUGHOUT THE YEAR 1 Run the data integrity report to catch any unexpected errors 2 Anytime school is unexpectedly out of session Snow days outages etc update the days per month information to reflect the days missed and made up 91 Getting Support Problems do arise from time to time The following are ways that you can get support for the problems you may encounter 1 Check the User s Manual 2 Contact your SWIS Facilitator Your facilitator can answer most questions that are beyond the scope of this User s Manual Locate the name and the number of your SWIS Facilitator on your copy of the School Information Form inside the front cover of your SWIS User s Manual on the back of your password card or under Facilitator Information in the Help menu at the top of any SWIS page in your school s SWIS account 3 Ask another SWIS User at your school or in your district region 4 Click Help located on the green menu bar in your SWIS account The Help Menu gives you direct access to a The SWIS homepage b Answers to Frequently Asked Questions c Your SWIS Facilitator s contact information a A link to how to get support if you are unable to reach your facilitator Help acilitator Information ee I requently Asked Questions Facilitator Information non elease Notes WIS Credits WIS Homepage Mary Smith Phone 888 555 1212 Email mary_smith O demo org 92 NO
60. tanding DATA INTEGRITY REPORT The Data Integrity Report provides a brief snapshot of common errors such as duplicate staff and student names or referrals that may need to be revised due to data entry errors To access the Data Integrity Report 1 On the main menu click Data Integrity Report 2 Select the reports to run by checking the box next to each report name 3 Click Generate Report 4 The report generated will list any potential errors All potential errors are listed with a link to the appropriate screen where the error can be corrected For example referrals out of date range are listed with their referral id as a link Clicking this link will open the referral in the Add Revise Referral data entry screen where the error can be corrected immediately DATA DOWNLOAD The Data Download folder provides a way to download your SWIS data into Excel spreadsheets to manually sort and graph the data Comma delimited tables for importing SWIS data into other student information systems e XML format for systems integration purposes 45 L To download your SWIS data 1 On the main menu click Data Download 2 Select the format in which you will download your data for the following categories by clicking the button marked Download a Documentation defines data entry fields for student staff and referral layouts b Human Readable Data downloads all student staff and referral data entered into the SWIS account
61. the Main Menu click School Preferences 2 Scroll Down to the section labeled Extra Info Category Setup 3 Click the Modify button next to the extra information category you wish to discontinue displaying 4 Click the Discontinue button at the top right of the screen 5 All data will be retained The extra infomation category you discontinue will simply no longer appear as a pull down list in the Add Revise Referral screen or in Custom Report Graph Advanced Reporting Options 6 To reactivate the Category Click the Setup button next to the Extra Info you wish to reactivate Click Save 35 FIND REFERRAL Referral Id Date MM DD WYYY Problem Behavior FIND AND REVISE REFERRAL The Find Referral function within SWIS provides an easy way to locate a specific referral or group of referrals to open for revisions 1 At main menu click Find Referral This will open the find referral screen 2 Without entering any information in the given fields click Find 3 All referrals in the SWIS account will appear as a report sorted by date 4 Click on the blue date of a referral to revise This will open the chosen referral in the Add Revise Referral data entry screen 5 Revise referral information as necessary 6 Click Save To find a group of referrals based of specific information 1 Inthe Find Referral screen select search criteria from the available fields Advanced Options will refine your search further 2 Click Find
62. up list b Click Show Referrals to generate a list of the referral information c Click Generate Report 8 Click Triangle Report a Select a start year from the drop down list b Select an end year from the drop down list Be sure the end year is different from the start year Select a referral type from the drop down list Click to display undisplay the table of information Click to display undisplay the graph Click Generate Report 220 42 9 Click Year End Report a Select school year b Click Generate Report 10 Click Student and Staff Lists a Select list type Student or Staff from drop down list b Select a category from the sort by drop down list e Last name e SWIS ID this number is automatically generated when the student staff name is entered into the application e District ID this number is generated at the district level and entered by SWIS Users c Click Generate Report pl STUDENT amp STAFF LISTS cr INC CET Anderson eal CTO une E 6689 28551 Andersom vones Davia Male HsplLainoTUninown es 660 1078 aries Anctew Wale Asante 6529 osas woes en ET Basan ves 6682 2992 Amack tov Fenae Panpa L e6104 asera Bands Mare Wale um EC 6657 08818 Bear Jesse Female spam os 78262 Bender Bian Wale mite es 6652 2998 Bick oms vee we E e6610 74204 Bren Ta Fenae lactam e6 71680 Candy Jot vae me oo 50412 Chiles
63. urrent school year 2 What report s do you use to begin a meeting discussing the status of an individual student Generate this graph for Mark Banks 3 What report s do you use to begin a discussion about problem behavior events in specific locations Generate the report 4 The administrator asks you the time of day when the highest frequency of problem behaviors occurs What report s information do you give Generate the report 5 Generate a multi year graph for Average Referrals per Day per Month 6 The administrator asks you for the two students with the most referrals a Who are those students b How many referrals does the student with the most referrals have c What is the student most likely to do d Where is the student most likely to have difficulty e When is the student most likely to have difficulty 7 Afamily with 3 kids moves in after the census enrollment was entered Do you change enrollment 8 You have entered referrals and generated the average referrals per day per month graph It shows there is no data to report You find the referrals in the other basic reports What could be happening What are your next steps 9 The Student Services Team is meeting in 5 minutes and needs some information for an individual student What reports s do you provide 49 11 Find the number of students with 3 or more minors during the past 2 months 12 The school district office calls and asks for the number
64. usp Exp Student Ethnicity Location Problem Behavior Motivation Others Involved SISSIES 3 38 Bic 5 Basic REPORTS The first 5 reports on the main menu are used for making decisions about problem behaviors at a school wide level At the main menu click on each reporting option as needed 1 Click Quick Big 5 a Select a school year on which to report b Select a referral type from the drop down list c Click Generate Report 2 Click Average Referrals Per Day Per Month a Select school year from the drop down list b Select referral type from the drop down list c Select other report features d Click Generate Report 3 Click Referrals by Problem Behavior a Enter report begin date b Enter report end date if different from current day c Select other report features d Click Generate Report 4 Click Referrals by Location a Enter report begin date b Enter report end date if different from current day c Select other report features d Click Generate Report 5 Click Referrals by Time Enter report begin date Enter report end date if different from current day Select referral type from the drop down list select other report features Click Generate Report 6 Click Referrals by Student a Enter report begin date b Enter report end date if different from current day c Enter the number of referrals per student you wish to see d Select referral type from the drop down me

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