STEMS for HS - StuHasic.com
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1. Ready All reports opened in Excel include base student information including gender date of birth and designated high school It is recommended that you try each of the reports to see what information is included All students will be included in each report unless a Filter has been applied Filtered databases restrict the number of records shown and as a result all reports only use records that match the desired filter More details on filtering in the next section If you wish to save reports opened in Excel it is recommended you change the file type to save as to XLS format from the original CSV format It is also recommended you save the file into a different folder By default Excel will open the report file in the Temporary Files folder Applying a Filter to the Database One of the more powerful features in the STEMS program is the ability to apply filters to the database Every field in the database can be used when filtering It is therefore possible to find all students that match any selected set of criteria For example it may be interesting to know how many students have special talents in Computers and what the breakdown is between males and females This type of query can be performed by applying filters To apply a filter choose the last option in the Reports and Queries menu called Apply a Filter to the Database as shown above You can also hold down the Ctrl key and press the letter F to start the f2. for easy atone Op Country of Birth Team Sport M Sevirnmi Bote ety about this y eN eam Sports wimming Athletics FSSA RegionState Leadership Public Speaking Computers Music Language Spoken at Home student English Religious Instruction Protestent Dance Musical Instrument Bepe Rend Drama Visual Arts Aboriginal or Tores When Strait Islander No peoa a M you ve Primary School finished Primary School Number of Primary Schools Attended just click Teacher s Name from Student Record Card here to Exit STEMS First gt Ma gt Last TH MCU Ct ts Pee i a m T brp eiei save Changes Make sure you SAYE changes Mi lagem ent ovsr e Exit Simple controls move between Or click here each student in to find a the database student by alphabetically surname Once your school s data has been imported into the STEMS from the Regional Office it is ready for use For students that have enrolled in your school from another district or from a non government school it is possible to manually enter their details into the STEMS But before you can enter the information you must collect it first On the next page is a data collection form for the STEMS It is recommended you photocopy this page and supply it to the Primary schools in the other districts or to the non government schools and request the forms be completed for each new student Th
3. Dance Musical Instrument Interpreter Reqd Drama Visual Arts Aboriginal or Tores Sat islanders Attendance at AEE Primary Schook Primary School Number of Primary Schools Attended Teacher s Mame from Student Record Card First Last E Transition Enterprise Ss nae GUNUN ral itl ns mada tty Save New Record HS Data Cannot be Changed Mi agem ent svsten School Transition Enterprise Management System for High Schools Page 9 Note that the command buttons at the bottom right of the screen have changed to Save New Record and Cancel The Cancel button will immediately exit data entry mode and revert to data view mode The Save New Record button will become active immediately upon entry of a student Surname You should not click the Save New Record button until you have completed all necessary data entry for the student on all tabs Each student record consists of five tabs of information covering Student Profile Academic Profile Support Profile Issues Comments and Student Survey If you are entering data by transcribing from the printed data collection form the first thing to do is enter the name details at the top of the screen From there choose the District that the student came from and the Primary school from the list If the student came from a non government primary school then choose N A in the PS District pull down and select Non Government Primary School from the Primary School pull do
4. School Transition Enterprise Management System STEMS 2008 For High Schools 7 10 12 Designed amp Developed by Stuart Hasic NOTE This database system is subject to the guidelines and conditions of the Privacy and Personal Information Protection Act 1998 and the Education Act 1990 It is intended for internal NSW DET use only Individual school Principals authorised users and the District Superintendent are responsible for maintaining the private nature of this data School Transition Enterprise Management System for High Schools Page 1 The School Transition Enterprise Management System User Manual for 7 12 Schools Fifth Edition published July 2008 STEMS Software and Documentation is Copyright 2002 2008 by Stuart Hasic Australian and International Copyright Laws protect this document and accompanying software No part of this document or accompanying software may be reproduced or transmitted in any form by any means without written permission from Stuart Hasic DISCLAIMER Steps have been taken to ensure that the information contained in this document is correct as at the time of publication However it is possible that changes to the software in the future may make this document out dated No responsibility will be taken for damage to or loss of data caused directly or indirectly as a result of the use of the information in this document Licence Agreement This is a legal agreement between you the end u
5. the schools across the district together with the district office would determine and set the questions to be asked in the survey All Primary schools would then ask the same questions of their students For manually entered students the survey can be provided to the students and entered separately The STEMS Student Survey form can be found in the file stemssurvey pdf in you STEMS folder Because the student survey responses are to be entered into the STEMS against each student they cannot be answered anonymously Therefore it is important to ask questions that students will be happy to answer honestly even if they are identifying themselves in the Survey Of course responses can be wholly dependent on their mood on the day of the survey but this tool is very useful to gauge attitude to school during the transition period The same questions could then be asked in a similar survey later in year 7 or in year 8 to provide comparison data and develop necessary strategies Student Profile Academic Profile support Profile IssuesiComments Student Survey Strongly Strongly Agree Agree Disagree Disagree like learning School teaches me things that will be useful enjoy reading feel safe at school plan to complete the HSC know what want to do when leave school Saving the New Student Record When you have completed data entry for a new student you are ready to save the record into the STEMS database This is
6. what you were trying to do and what messages were displayed or symptoms evident The following resources should be used in order in obtaining support for the STEMS software LJ This user documentation If there is still an unresolved problem the District STEMS E http stuhasic com stems Coordinator should take full detail of the problem and O Your Region s STEMS Coordinator report it to the DEVELOPER for prompt attention School Transition Enterprise Management System for High Schools Page 19
7. continue you will overwrite all records and lose any you may have entered manually Do you really wank to import OO data again As you can see subsequent imports will OVERWRITE all records in the database including any manually entered records You should only reimport your database under instruction from the Regional Office Finally to maintain privacy all imported records are READ ONLY and cannot be changed The STEMS database is a record of student profiles as at the transition period and is to be used for management and planning purposes only School Transition Enterprise Management System for High Schools Page 7 The STEMS Database Form The High Fields filled in The district The school Schools menu with gray text this student this student contains some have come came from in came from in useful items from OASIS Year 6 School Transition Enterprise Management System fz Primary Schools High schools District Office Reports And Queries Surname i EC The tabs all Gender EPPP cic m Sc if lad ii contain simple 0 0 6 7 03 92 E 7 aee E elect one E check pick S ENE wee DOXES PUII HOE Yea La l Teton Aas Newer DEEN UDOALEC down pick p 7 z e r 3 B lists option Studept Profile Academic Profile Support Profile IssuesiComments StudentBurey buttons or Each of these text fields tabs contain Background Gifted and or Talented Categories
8. is to run STEMS Created with SFA Maker htto skkmaker cjb net JSTEMS Setup When SETUP EXE is being run if your computer is using Windows 98 NT or 2000 and does not have recent Windows patches applied you may have to install the latest version of the Windows Scripting Host This will be determined automatically and the installation will start automatically If the Scripting Host is updated you will ae be forced to reboot your computer to nooi ira siti terp enable the changes After rebooting VENEL ystem you will need to restart the SETUP EXE c 2003 by Stuart Hasic program by opening My Computer then opening the C drive hard disk or Finished O I server path you specified then opening the STEMS folder and double 5 STEMS Setup complete Three shortcuts hawe been placed on the Desktop clicking the SETUP EXE icon looks like Setting up the School Transition Enterprise Management System Creating Desktop Shortcut to STEMS Installing STEMS Support Libraries Registering STEMS Support Libraries x a spanner The Setup program screen is displayed on the left A successful installation should result with both windows shown above and a new shortcut icon for the STEMS program on your desktop The icon is shown at the right gt Click the OK button to close the SETUP program and you are ready to run the STEMS 37EMS program for the first time School Transition Enterprise Manage
9. simply done by clicking the Save New Record button When you do so the following message will be displayed Important Note l x There is no option to Further edit this new record once saved Have you completely Finished data entry For this new student and want it saved If you have not yet completed data entry for that student click No and continue the entry If you are certain you have completed everything click the Yes button The record will be saved and automatically sorted into the STEMS database into alphabetical order on surname The STEMS will then revert to data view mode and the first student s record will be displayed If you need to add more new students manually to the STEMS simply choose the same option Manually Enter a New Student Record from the High Schools menu School Transition Enterprise Management System for High Schools Page 12 Finding a Student Record in STEMS This button will This button will always take you always take you one student back one student alphabetically forward alphabetically This button will This button will always take you always take you to the first Click anywhere in this to the last student s record area to search for a student s record alphabetically particular student by alphabetically surname An input box will be displayed asking for the desired student s surname Sumame ean FM Micaela Alexis Preferred et Gender Female P S District USE
10. will reflect only those matching records When finished with this filtered database to return to the entire school STEMS database click the Cancel button once Use Ctrl F to apply a new filter Filtered Database Mode The STEMS Photo Studio The STEMS Photo Studio is a utility built into STEMS which allows schools to very quickly take photos of each of their students and attach them automatically to each student s STEMS record displaying the correct photo whenever a student s record is retrieved This aids in the quick identification of student records With the STEMS Photo Studio it is possible to take photos and attach them to STEMS at the rate of two students per minute In order to use the STEMS Photo Studio a computer camera is required Virtually any USB WebCam will work Recommended WebCams include the Logitech Express WebCam approx 90 and the Swann VersaCam Mini approx 75 Both of these colour WebCams offer up to 640x480 VGA resolution making them useful for other applications within the school Less expensive cameras are available offering lesser resolution and these are still suitable as STEMS only takes 160x120 resolution photographs about passport size Newer Firewire IEE1394 web cameras may also work but have not been extensively tested The minimum requirement is that they must be Video for Windows compatible To access the STEMS Photo Studio open the High High Schools District Office Reports and Quer
11. From the serwer a lone insta lation it is This software is protected by a Licence Agreement recommended that you c 2003 by Stuart Hasic All Rights Reserved leave the path to extract the STEMS program to as C STEMS For a fileserver installation specify the server path where you want STEMS installed into The following screen will be displayed When ready click the Extract button Do not remove the tick from the run Extract setup exe prompt Le x School Transition Enterprise Management System Extract To SAT r a te oe eee en piles A folder called STEMS will be created on your C drive local hard disk or in your specified path with several programs and support files and sub folders extracted to it One extracted program SETUP EXE will automatically be run after the extraction process is complete IF you are a network admmistrator you can change the Aout default installation path to a server path to perform a network installation However this setup program should be run from a workstation not from the server khk Help This software i protected by a Licence Agreement D E 6 V After extraction run setup exe SETUP EXE is used to create a desktop Shortcut to the STEMS program transfer Support libraries to the Windows System folder and register the libraries for use by your computer If you have performed a server installation you MUST run SETUP EXE for each workstation that
12. Other Other Agency This tab contains details of Support requirements and provisions for the student For the vast majority of students most of this form will be left blank For other students select all check boxes that apply If it is known that the student has a Guidance file but its number is unknown simply tick the box but leave the number field empty The Issues Comments Tab Student Protile Academic Profile Support Profile Issues Comments Student Survey General Comments optional Hat a severe allergy to peanut butter 350 characters masimum only information that would be relevant to the high school i Interview with ear b Teacher Recommended This tab allows you to type in any additional information about this student relevant to the high school for example details of allergies sporting restrictions student management issues and so on If there is a need to discuss sensitive issues about this student it is best to flag it by ticking the check box at the bottom There is a limitation of 350 characters in the large box so abbreviations may be necessary School Transition Enterprise Management System for High Schools Page 11 The Student Survey Tab removed from STEMS 2005 onwards This tab records the results of a student survey which is normally undertaken in conjunction with data collection for the STEMS The questions can be changed and in your version may be different from those shown here Typically
13. Receipt decompression and import of all year 6 data from all primary schools in the District e Automatic sorting of all students into groups based on their nominated high school e Creation of separate databases of new year 7 students for each high school e Compresses and electronically transfers all new year 7 data to each high school respectively i e each high school only receives details about their new students e Identifies year 6 students enrolling in schools in other districts and transfers their details to the respective district office e Identifies all students enrolling in religious and other non government high schools as well as those students moving interstate or overseas e Provides a range of inquiries filters and reports for management purposes e Export of data and reports to MS Excel High School Mode e Receipt decompression and import of all new year 7 data from various District Offices e Import of student enrolment information for all students 7 12 from OASIS e Manual STEMS data entry of students whose details were not automatically imported from Primary Schools e Archives STEMS data of students that have left the school archives can be reopened easily e Includes a STEMS Photo Studio utility for the quick and easy taking of photographs of students and attaching them to each student s STEMS record e Searching sorting and reporting of data e Export of data and reports to MS Excel e Provides excellent plannin
14. Teacher s Mame from Student Record Cardi L JS DA i jd i ji Ta r itii 4 ki F Th P j m yn Wa tans Seek EG p Save Changes Make sure you SAYE changes M Ige nent WSI ay Exit A Getting Started message box will alert you that there is no student data in STEMS Your new Year 7 data will be provided by the District Office who use the STEMS to collect and sort all year 6 data from each Primary school into each respective high school The District Office e mails each high school their data to the school e mail address This data is then imported into your STEMS to ensure consistency of data and save an enormous amount of re keying time for your staff School Transition Enterprise Management System for High Schools Page 6 The instructions below explain how to import this data into the STEMS Importing Data from Regional Office into STEMS Before you can import data from the Regional Office into the STEMS you must first save the data attachment from the e mail message sent by the district office to the school The attachment will be called nnnn zip where nnnn is the school code of your high school The file is compressed and will be uncompressed automatically by the STEMS program when you import it STEMS folder Save the nnnn zip file that was attached to the e mail message from Regional Office into the Data folder inside STEMS Once saved in the correct location choose Import Student D
15. ame referred Name Gender D O B Primary School High Scho 4 BAI shou Kevin ewin Male 23 060 Hurstville Public School Georges RI 5 BARATHAN Acharya Gopinath a h E nin CEN lt Male 4 07 1990 Hurstville Public School Georges Ri hiala atdale Public School Georges Ri The file exported from the L You can now format fille Public School Georges Ri STEMS is a CSV file If you Jer Jarnes Chris cells as you like delete fle Public School Georges Ri decide you want to keep hin Choy Nelson unnecessary columns fille Public School Georges Ri any spreadsheet you have Cary sort columns produce fille Public School Georges Rigg customised you should Abdallah charts and graphs etc fale Public School Georges R save it as an XLS file Jonathan OTe urstville Public School Georges R re John Male 26 050 Mortdale Public School Georges R 14 EL HASSAN Youssef Youssef Male 24 061 Hurstville Public school Georges K 15 FANG Bernard Bernard Male 20 03 91 Hurstville Public School Georges R 16 GARRETON Andrew Andrew Male 5 5 1990 Hurstville Public school Georges R 17 GOZALIE Bernard ohan Bernard Male 645 1991 Hurstville Public School Georges R HA GRIFFIN Rhys Christopher Rhys Male 3 4 1991 Mortdale Public school Georges R 19 HASIC stuart stu Male 205 91 Penshurst Public school Georges R 20 HUANG Dean Dean Male 18 01 91 Hurstville Public school Georges RE 21 JAWAD All All Male 27090 Hurstville Public School Georges Ri W4 FH studentprofile al
16. ata from Regional Office High Schools District Office Import Student Data From District Office Manually Enter a Wew Student Record Delete the Displayed Student Record Reports and Queries i About HSTMS All you must do is save the attached zip file into the DATA folder inside the a0 stems 5 x File Edit iew Favorites Tools Help E J data library reports schools stems Select an item to view its description See alsa CMsort exe doemail ini pasis exe oasis Ect My Documents My Network Places TH T T My Computer JD setup exe shloga gif shins gif sidebar gif b 23 objects 0 LBIMB SD My Computer The import process is very quick The STEMS will first uncompress the zipped database then open it for display A message will be displayed to show if the import was successful If the zipped database was not copied to the data folder a message like the one shown below will be displayed No Zipped Database x x The HS zipped database called 5813 zip cannot be Found in the data Folder Did you transfer it From your e mail message You will need to find the zipped database and copy it into the Data folder before trying again If you are attempting to import the zipped database after it has already been imported successfully the following message will be displayed Important Note i l x You have already imported data From the District Office IF you
17. chool Principal Once entered correctly the displayed record will be deleted from the STEMS School Transition Enterprise Management System for High Schools Page 13 database If there is a student that originally indicates they will enrol at your school then enrols somewhere else you may want to print their student record to pass onto their new high school The following section describes this process Printing Student Records Reports and Queries Search For a Student by Surname Chrl 5 fi rom S TE M S E Accident Register for THIS Student Ctra Misc Info Register for THIS Student Ctrl M Print Student Report for THIS Student Only Print Student Report For ALL Students Student Profiles Special Talents Academic Profiles Behaviour Attitude Profiles Health Issues The Reports and Queries menu contains several options The first option prints a single page report containing all STEMS information for the currently displayed student The second option prints a single page report the same as the first containing all information for EVERY student in STEMS NOTE It is strongly recommended you only print the reports to a laser printer Diagnosed Disorders Student Support Profiles Student Issues Comments Student Survey Responses Distribution of Year 6 Students Using Microsoft Excel to View STEMS Data All other reports in the Reports and Queries menu shown above will open automatically
18. e gt Excelent scheduled E arly Number Assessment SEMA Fascile Independent Worker Yes School Transition Enterprise Management System for High Schools Page 10 The above tab contains details of Academic Achievement in English and Maths as well as Behaviour and Attitude Primary Schools that offer Languages can list the LOTE studied and the ESL Phase can be selected for students from a Non English Speaking Background The Support Profile Tab Student Profile Academic Profile Support Profile Issuesiloamments Student Survey Guidance Diagnosed Disorders ltinerant Support W Guidance File Hearing Language Last Year of Vision tinerant Support Attention Deficit Guidance File Number Attention Deficit Hyperactivity z Autism l Gr34DE2 67 AutismAspergers Behaviour Mental Health Health Issues Mild Intellectual Disability Moderate Intellectual Disability In School Support Severe Intellectual Disability W Leaming Support Team Integration On Medication fw Asthma Diabetes Epilepsy P Allergy s P Anaphylactic Allergy s Physical Disability Funding Support P ision Disability School Behaviour Modification Hearing Disability W Support Teacher Learning Difficulties Language Disability School Counsellor Special Placements Therapy r l aj a one Reading EO Occupational Therapist Language Physical Speech Therapist Select al that anpi MAQ
19. e 1 1990 Hurstville F Georges RAustralia Cantonese M 10 CHEUNG Cary Cary hale A1991 Hurstville Flearges RAustralia Cantonese K 11 DAKROUE Abdallah Abdallah Male 201990 Rockdale Feorges RLebanon Arabic K T2 DIOLASO Jonathan Jonathan Male 3101 91 Hurstville Foeorges RAustralia English K 13 DOUROU John John Mlale 26 0540 Mortdale F Georges RAustralia English K EL HASSA Youssef Youssef Male 240691 Hurstville F Georges RAustralia Arabic K 15 FANG Bernard Bernard Mlale 2003 91 Hurstville F Georges RAustralia Mandarin hl 16 GARRET Andrew Andrew Male 3 31990 Hurstville F Georges AAustralia English M 17 GOZALIE Bermard cBernard Mlale 645 1991 Hurstville FGeorges Rindonesia Indonesian K 18 GRIFFIN Rhys Chris Rhys Mlale 3241991 Mortdale F Georges RAustralia English hl 19 HASIC otuart stu Male 20 0 91 Penshurst Georges RAustralia English K 20 HUANG Dean Dean Mlale 190191 Hurstville F Georges RAustralia Mandarin hl 27 JAWAD Ali Ali Mlale 27 09 90 Hurstville FGeorges RAustralia Arabic K PIFS studentprofile Jal lina Ready School Transition Enterprise Management System for High Schools Page 14 You can use the Chart E4 Microsoft Excel studentprofile cs Wizard to produce pie File Edit view Insert Format Toob Data Window Hep sd charts bar charts EEIEIEE z A8 i gt lard O column charts and so on from STEMS data i hh eee ee ee ee eee ee ee ee ee A 4 Student Profile for All Students 3 Surname Given N
20. e form is quite self explanatory as you can see on the next page containing a series of tick boxes options and text entry fields When a form is completed the primary school Principal should sign it off before it is sent to the high school All paper copies of the data collection forms should be retained for future referral if required The STEMS is not intended to label students The information included should assist high schools to provide the best education for all students IMPORTANT NOTE This form is an important part of each student s transition to high school and should be treated as such Similarly when transposing the data from the form into the STEMS itself using keyboard and mouse it is vital that all care be taken to ensure the accuracy of data entry Re checking of data entered is also recommended School Transition Enterprise Management System for High Schools Page 8 Manually Entering New Student Records All new Year 7 students from within the district will be imported automatically into the STEMS through the database supplied by Regional Office But students from other schools not in the district and from non government schools will need to be entered manually Once you have received the completed STEMS data collection forms from each school you are ready to enter the students into your STEMS The entry procedure is simple From the High Schools ae High Schools District Ace Reports and Querie menu c
21. en materials on either a temporary or permanent basis You may not reverse engineer decompile or disassemble the SOFTWARE Limited Warranty The DEVELOPER warrants that the SOFTWARE will perform substantially in accordance with the accompanying written materials for a period of 90 days from the date of receipt The DEVELOPER and his Authorised Distributors entire liability and your exclusive remedy shall be at the DEVELOPER s option a return of the price paid for the licence or b repair or replacement of the SOFTWARE that does not meet the DEVELOPER s Limited Warranty and which is returned to the Authorised Distributor with a copy of your invoice This Limited Warranty is void if failure of the SOFTWARE has resulted from accident abuse or misapplication Any replacement SOFTWARE will be warranted for the remainder of the original warranty period or 30 days whichever is longer NO OTHER WARRANTIES The DEVELOPER and the Authorised Distributor disclaim all other warranties either expressed or implied including but not limited to implied warranties of merchantability and fitness for a particular purpose with respect to the SOFTWARE and the accompanying written materials This limited warranty gives you specific legal rights You may have others which vary from state to state and country to country NO LIABILITY FOR CONSEQUENTIAL DAMAGES In no event shall The DEVELOPER nor the Authorised Distributor be liable for any damages whatsoever incl
22. g information for school leaders and teachers School Transition Enterprise Management System for High Schools Page 3 What Data is Collected with STEMS STEMS stores information about all students including Student Profile Cultural background year teacher special talents attendance date of birth etc Academic Profile Achievement in Maths and English all BST Bands ESL Phase Behaviour Attitude etc Support Profile Health issues Diagnosed Disorders Special Placements Itinerant Support Therapy etc Issues Comments General comments that about each student etc Student Survey Six user definable questions to assist schools to gauge students attitude to school K 6 Tracking Repetition Immunisation Class Placements Absences ESL Scales Student photo Student Accident Register Miscellaneous Information Register etc STEMS System Requirements STEMS is only available for Windows computers including all of the following Windows platforms 98 ME NT 2000 XP There are no plans to develop an Apple Macintosh version It is recommended for Primary Schools that the program be installed on the local hard disk of a computer connected to the school network i e with DET Intranet access A Pentium II or better computer with 64MB RAM or better is recommended Adobe Acrobat Reader should be available Complete System Requirements are listed at the STEMS Website If your school has a server available STEMS can be ins
23. hoose Manually Enter a New Student 3 Record Because the STEMS offers no way or editing or modifying existing student records you must be prepared to FULLY enter the details for new Delete the Displayed Student Record students in one go In other words you cannot enter About STEMS part of the record then go back and fill in the rest The whole record must be completed in the one sitting When you choose to enter a student manually the following message will be displayed before you can enter a new record Import Student Data From District Office Manually Enter a Mew Student Record Important Note k x You MUST Fully complete data entry of 4 new student in one go There is no opportunity to Edit or Modify a record later on Do you wank bo continue You must click the Yes button before you can manually enter a new student record The form will be cleared ready for data entry as shown below School Transition Enterprise Management System 7 Primary schools High Schools bistrickOthce Reports and Gueries Primary School Se lect one High School Huns Student Profile Academic Profile Support Profile Issuesi oamments Student Survey Background Gifted and or Talented Categories Country of Birth Team Sports Swimming Language Spoken Athletics PSSA RegionState at Home Leadership Public Speaking Nationality l i 3 Computers Music Religious Instruction l
24. ie Schools menu and choose STEMS Photo Studio Shown at right Your compatible WebCam must be plugged into the USB port of your workstation and the WebCam s driver for Windows must have been previously installed If the workstation you are running STEMS on does not have a camera the STEMS Photo About STEMS Studio utility will not work Import Student Data From District Office Manually Enter a Mew Student Record Delete the Displayed Student Record STEMS Fhoto Studio With a compatible WebCam installed and connected the STEMS Photo Studio should start up and you are ready to take photos of students School Transition Enterprise Management System for High Schools Page 16 The STEMS Photo Studio automatically attaches the taken photo to the CURRENTLY displayed STEMS student record You MUST remember to change to the appropriate student s record in STEMS before taking the photograph The Photo Preview on the right is 3 actually a moving video image Click the Take Photo button to capture a The STEMS Photo Studio ig used to photograph and attach a photo frame of the video as a photograph to the displayed student s STEMS record Using a USB WebLam You can click the Take Photo button position the student in the preview frame then click the Take Photo as many times as you like until you button to capture the frame and attach it to STEMS fou can repeat oe sary for each student and yo are satisfied with the phot
25. iltering process The following message will be displayed School Transition Enterprise Management System for High Schools Page 15 Database Filtering x This option will allow you to Filter the database by selecting one or more Fields on any tab and then applying the Filter Do wou want to continue Click the Yes button or press Enter The form will be cleared and you can choose any combination of check boxes option buttons or text settings to apply the filter Any field that comprises text will match the text from left to right and it is only necessary to type enough text to make the field unique The Date of Birth D O B field and the Issues and Comments field will search for the selected text anywhere within the data field With these fields it is possible to find all students with a birthday in May by entering 05 as the filter in the D O B field or all students with the word disruptive in the Comments field When you have set all filter criteria click the Apply Filter Apply Filter button The STEMS program will search through the database 1 of 14 for all records that match the criteria If there are no matching records you will be notified and allowed to change your filtering and try again If records are found the record navigation tool will change to reflect the number of matches Clicking the arrow buttons will alphabetically scroll through those matching records All of the reports in the Reports and Queries menu
26. in Microsoft Excel which must be installed separately on the PC Excel is a powerful tool for sorting graphing and presenting data The STEMS program produces Excel compatible report files and opens them with Excel for further manipulation prior to printing 4ooly a Filter to the Database Ctrl F This document will not attempt to explain how to use Microsoft Excel however some useful tips when first opening a report are 2 Then click on the vertical line 1 Click here to between any two column select the entire headers This will then automatically resize every column so they are wide enough jp x to fit their contents The result is shown on the next page spreadsheet It will all then be FA Micrasoft Excel E Fe Edt view highlighted e o ie Ba S6Ql ea a ee _f Al x Student Profile for All Studentg les ee ee is a a T T 4 Student Piofile for All Students 3 Sumarme Given Narr Preferred M Gender Kl r D O B Primary ScHigh Scho Country of Home Lani Interpreter ATSI 4 BAI shou Kevir Kevin Mlale 23060 Hurstville F Georges K China Chinese l 5 BARATHA Acharya G Archi Male 4 0 7990 Hurstville Flsearges R Australia Tamil K 6 BRENNAN Howard Howard Male 901990 Mortdale F Georges RAustralia English l 7 BROWN Luke Alen Luke Male 120391 Hurstville FGeorges RAustralia English Ny 8 CAMPBEL Christophe Chris hale 104571990 Mortdale F Georges RAustralia English K 9 CHAN Melson Ch Melson Mlal
27. ividual schools entire school districts and education departments with necessary information about students progressing from Primary school year 6 to High school year 7 This single application is able to run in various modes Primary School Mode e Allows for the easy data entry of details of all students K through 6 e Exports base student details from OASIS and imports into the STEMS e Import from OASIS whenever necessary to generate new STEMS records for new enrolments e Specific K 6 student tracking form with Accident and Miscellaneous Info Registers e Archives STEMS data for students that have left the school archives can be reopened easily e Includes a STEMS Photo Studio utility for the quick and easy taking of photographs of students and attaching them to each student s STEMS record e Prints a data collection form for easy gathering of data e Stores data covering student academic and support profiles as well as comprehensive K 6 tracking information e Prints a single page report for each student after data has been entered e Allows for storage of user definable student survey responses e Dozens of reports and filters interact with MS Excel for customised reporting and evaluation of data the perfect management tool e Easy nomination of High School for year 6 students all DET schools included e Compresses encrypts and electronically transfers completed year 6 data to the District Office District Office Mode e
28. liii Public Schou bi 0 0 6 HS District High School Select one The area at the top of the form will change to display the student details of the selected record number When you have selected the desired student you are ready to enter the STEMS data As shown on the previous page by clicking on the record number area or by pressing Ctrl S on the keyboard you can request a search by student surname input as shown below x Student Surname or just the first part Deleting Student Records from STEMS High schools may find a need to delete students from High Schools District Office STEMS if they do not end up enrolling at the school as Import Student Data From District Office originally intended Because the data is supplied by Manually Enter a New Student Record Primary schools by the end of week 3 of Term 4 there is Delete the Displayed Student Record the possibility that students will change their minds about their chosen high school and your school may end Reports and Queries d up with data about students that do not enrol About HSTMS In the High Schools menu is an option to delete the currently displayed student record Therefore the process is to first find the desired student to be deleted then choose the option Delete the Displayed Student Record This option is password protected to avoid relevant student records from being deleted The password has been supplied to the s
29. ment System for High Schools Page 5 Running STEMS for the First Time After successful installation double click the p my mmmmrmmepma elect User Type STEMS shortcut on the desktop The first time STEMS is run it will ask for the mode to set up Select User Type i Friman School District Office STEMS can be set up separately for Primary schools High schools and the District Office o The screen at right will be displayed As this Your District si Gece documentation refers to High School use of STEMS select the High School option then find and select your school from the pull down list of school names When ready click the OK button to continue Your School Select one NOTE It is not possible to change the District name displayed Each copy of STEMS is personalised to a specific district The following screen will be displayed School Transition Enterprise Management System Primary Schools High Schools Gistrick Office Reports and Queres Blakehurst High School Background Gifted and or Talented Categories Country of Birth Team Sports M Swimming Language Spoken P Athletics FSSA Region State at Home ME payee feos aay Were rr DO ETS eae as bs A Getting Started O TES The School Transition Management System has no Student Data Please import student details supplied by the District Office Use the High Schools menu above Primary School Number of Primary Schools Attended i
30. n will state Create Accident Register for THIS Student If the register has already been created the menu option will state Open Accident Register for THIS Student It is important to note that the Accident Register created opened is related directly to the currently displayed student s STEMS record The STEMS Accident Register is a template opened in MS Word 2000 or later When an Accident Register is first created for a student it is blank and ready for data entry It is important that the student s name be typed into the section on the template as it is not transferred automatically Type the accident entry into the template table including all necessary details When complete click the Save button on the toolbar or select File Save The filename for the Accident Register is automatically specified and MUST NOT be changed This register can also be accessed by pressing Ctrl A on the keyboard The STEMS Miscellaneous Information Register STEMS can also create and attach a Student Miscellaneous Information Register to each student s record by using the option in the Reports and Queries menu If a student s record does not yet have a Miscellaneous Information Register attached the menu option will state Create Misc Info Register for THIS Student If the register has already been created the menu option will state Open Misc Info Register for THIS Student It is important to note that the Miscellane
31. o You can can take new photos Ses eas cial also replace old photos each year if you like Photo Preview Captured Photo Hovering the mouse over the photo in STEMS not in the Photo Studio will show you the date the stored photo was taken It s a good idea to consider setting up an area of your school as a STEMS Photo Studio All that is required is a STEMS workstation with a web camera connected located in a suitable area where students can be brought to in groups to have their photos taken A stool should be setup in front of a plain backdrop positioned such that there will be little movement of the camera required for framing purposes It could be similar to the type of setup used at the motor registry when driver s licences are renewed The stool should be as close as necessary to the camera to enable a head shot only around one metre It may be necessary to consider using a lamp to provide extra light on the student Avoid any light from behind the student Consider photographing students of similar age groups together This way there shouldn t be major adjustments of camera position between shots due to vast differences in height Remember to call up each student s STEMS record in the database BEFORE taking their photograph If the video preview is too dark or too bright x there are options you can take to ensure a Standard Advanced Zoom better quality photo First consider the lighting of the student as well a
32. ous Information Register created opened is related directly to the currently displayed student s STEMS record The STEMS Miscellaneous Info Register is a template opened in MS Word 2000 or later When a Miscellaneous Info Register is first created for a student it is blank and ready for data entry It is important that the student s name be typed into the section on the template as it is not transferred automatically Type the miscellaneous entry into the template table including all necessary details When complete click the Save button on the toolbar or select File Save The filename for the Miscellaneous Info Register is automatically specified and MUST NOT be changed This register can also be accessed by pressing Ctrl M on the keyboard Backing Up STEMS Like any database system backing up STEMS and its data is very important The simplest way to do this Is to copy the entire STEMS folder from its installed path to a local hard disk regularly If available Zip disks CD R W or other external media can also be used Backups must be kept in a secure location to maintain privacy Basically you need to ensure that you are not forced to duplicate data entry because a computer has been stolen or the hard disk has become faulty School Transition Enterprise Management System for High Schools Page 18 How to Get User Support for the STEMS Software If you have encountered a problem with using STEMS you should first take note of exactly
33. s the room lighting There should be a solid usually Brightness dark coloured backdrop immediately behind the student If this does not improve the video preview quality sufficiently you can Colour click the Image Properties button to call up the properties window as shown at right Banding Filter f i C 50Hz f 60Hz Never flicker You should move the properties window so that you can see the Preview video frame that is has covered Once you can see both the properties window and the Preview video frame on the screen at the same time adjust the brightness contrast and colour sliders 7 Defaults until the preview video is acceptable It is not necessary to make adjustments to neither the Banding Filter section nor any settings on the Advanced or Zoom tabs Settings Contrazt School Transition Enterprise Management System for High Schools Page 17 When you have finished taking photos click the Close button on the STEMS Photo Studio Photos taken with the STEMS Photo Studio will automatically be displayed whenever a student record that has a photo attached is called up Photos will be displayed on all STEMS workstations not just those with a WebCam The STEMS Student Accident Register STEMS can create and attach a Student Accident Register to each student s record by using the option in the Reports and Queries menu If a student s record does not yet have an Accident Register attached the menu optio
34. ser and Stuart Hasic hereafter referred to as the DEVELOPER By installing the School Transition Enterprise Management System STEMS you are agreeing to be bound by the terms of this agreement as set out below DEVELOPER s Software Licence 1 GRANT OF LICENCE Upon payment of the specified licence fee the DEVELOPER grants an entire School District the right to use a specially personalised copy of the STEMS software program the SOFTWARE on as many computers as is required in district schools covering years Kindergarten through to year 12 as well as the District Office This licence does NOT cover State Office use of the SOFTWARE Both the licenced District s schools and the District Office are granted the right to use a networked installation of the SOFTWARE on any number of networked workstations at a single site concurrently A personalised copy of STEMS will not work for an unlicenced school district 2 COPYRIGHT The SOFTWARE is owned by the DEVELOPER and is protected by Australian Copyright laws and international treaty provisions Therefore you must treat the SOFTWARE like any other copyrighted material e g a book or musical recording except that you may make one copy of the SOFTWARE solely for backup or archival purposes You may not copy the written materials accompanying the software for use of any type outside the school campus 3 OTHER RESTRICTIONS You may not rent lease or transfer the SOFTWARE and or accompanying writt
35. talled to the server and shared across the network with multiple simultaneous users Instructions for installing STEMS to a Windows or Netware server are available on request It is strongly recommended that the screen resolution on STEMS workstations be set to 800x600 but 1024x768 is preferred How to get STEMS The STEMS is available as a single file download via the Internet from the STEMS website http stuhasic com stems STEMS is personalised to each District In other words all schools in St George district including the District Office can only use the St George district version of STEMS Schools in other districts must obtain their own district s version before it can be used The single file download STEMSSETUP EXE is a self contained program that extracts and installs itself onto your computer or server Installing STEMS Download the STEMSSETUP EXE file to your Desktop and then run it The following screen will be displayed School Transition Enterprise Management System for High Schools Page 4 xi Read the screen then G School Transition Enterprise Management System cl iC k t h e O K b u tto n to By default this will selF extract and install the program onto C 5TEMS screen W i then be IF You are a network admistrator you can change the default installation path to a server path to perform a network d isplayed For a sta nd installation However this setup program should be run From a workstation not
36. uding without limitation damages for loss of business profits business interruption loss of business information or other pecuniary loss arising from the use of or inability to use this product even if the DEVELOPER or the Authorised Distributor have been advised of the possibility of such damages Because some states do not allow the exclusion or limitation of liability for consequential or incidental damages the above limitation may not apply to you This Agreement is governed by the laws of the State of New South Wales Australia Should you have any questions concerning this Agreement or if you wish to contact the DEVELOPER for any reason please write to Stuart Hasic via eMail at stu_hasic yahoo com How to Get User Support for the STEMS Software If you have encountered a problem with using STEMS you should first take note of exactly what you were trying to do and what messages displayed or symptoms evident The following resources should be used in order in obtaining Support for the STEMS software LJ This user documentation If there is still an unresolved problem the District STEMS E http stuhasic com stems Coordinator should take full detail of the problem and Ci vour Reaion STEMS Coordinator report it to the DEVELOPER for prompt attention School Transition Enterprise Management System for High Schools Page 2 Introduction The School Transition Enterprise Management System STEMS has been designed to provide ind
37. wn If desired you can type in the actual non government Primary school s name Once the header details have been filled in you are ready to complete the various tabs of information The Student Profile Tab Student Profile Academic Profile Support Profile IssuesiComments Student Survey Background Gifted and or Talented Categories Country of Birth Team Sports M Swimming Language Spoken Athletics PSSA Region State at Home Leadership Public Speaking Nationality Computers Music Religious Instructors Dance Musical Instrument Interpreter Req d Drama Visual Arts Aboriginal or Torres Strait lslander Attendance at Primary School Primary School Number of Primary Schools Attended Teacher s Name from Student Record Card The Academic Profile Tab Student Profile Academic Profile Support Profile IssuesiComments Student Survey Enghsh Literacy 4 ntingsComputer ESL Phase if applicable Academic Achievement Progressing Toward Stage 3 ESL Phase Year 3 BST Year oBstT Date of Arval Literacy Band Literacy Band In Australia fear 3 BST fear S BST writing Band Writing Band LOTE Studied in Reading Recovery Computer Skills Primary School Indonesian Level Assessment rk Behaviour Attitude Mathematics Classroom Behaviour Academic Achievement Achieved St age 3 Good Year 3 BST oer BS Playground Behaviour Numeracy Band 5 Numeracy Band
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