User`s Manual - PBIS Applications
Contents
1. 7 SE to select it Click sano one re e e the Delete button Em 2 B remm u eg located in the upper right hand corner of the result set Click Delete to confirm Breit Bregen The Find Referral workspace View Reports PBISApps org SWIS A swissuit Reports SWIS Demo School Open Report SWIS Core Reports SWIS Additional Reports CICO Reports Saved Reports A SWIS Reports Core Reports NI School Summary amp ak Average Referrals 1 Student Se Grade Additional Reports Average Referrals Location Multi Year Multi Year A The View Reports dashboard Click on the View Reports button within the SWIS navigation bar to access the reports dashboard To open a new report click on the appropriate report icon The report opens with data presented based on default report settings 14 SWIS User s Manual Refine a Report L Open the desired report 2 In the Options section of the report screen modify the options as needed Scan for video tutorial For instructions see page 5 3 Click Generate Print a Report 1 Within a generated report click the Print icon located to the HERE S ATIP right of the Generate button Open multiple reports in tabs for efficient access to 2 From the pop up dialog box select to print the graph only the table only or both the information you need 3 Click Print Re2. eee eR 9 Dashboard TEE 9 School Summer e VS eee cities ove EEN ENNEN wee ENN eee Ee 9 Latest Referrals 0 ccc cc cece cece cece eee 10 Data Integrity Summary 10 Add REMC ME 10 Required 218105 EES ee 11 Copy Referral Information to Next Referral 6 6 0 0606 12 Custom Field iis cies ed ENER EEN 13 Harassment Type and Weapon Type 2eee eee eeeeeeee 13 Find and View Edit or Delete Referral 00 ccc cece eens 13 VIEW Reports aech e 14 Refine a Report crece rrene ee eae S 15 Printa REPO seen eege Ee 15 Report Types Core vs Additional 6 0 666 66 666666666666600 000 15 Core REPOMS EE 15 Additional Reports Ad RENE AE RE tea deen 15 Drill DOW EE 16 Drill Down Options 29 NENNEN REENEN ete ciate Er NEI NEEN e 17 Print a Drill Down Report 17 Tools Account Settings cece cece cece eee 17 Account Profile A9 d Ee d Sars dd EN dE EN E AER ENN nee ENEE d 18 Applications Genera 18 Applications EE 18 Referral Category ert ed Ada de EEN hee eens 19 2 SWIS Users Manual Default Report Sort 19 Show Student Names in Dashboard Referral Lists 19 Default Referral Type 2 das rerasan enari eiar ENN 19 Default Referral Type Selection for Report
3. School Name Grade Range Fax Number Mailing Address 20 SWIS Users Manual School Profile Contact Information Contact information for the following roles can be located and or edited as changes occur SWIS Contact Admin Contact Billing Contact Core Data School Days To enter or modify School Days from School Settings 1 Click School Days under Core Data 2 Click on the school year to expand the menu 3 Type or select the number of schools days for each calendar month Early release days count as one full day 4 Click Save Core Data School Enrollment To enter or modify School Enrollment in School Settings 1 Click on School Enrollment HERE S ATIP 2 Click on the correct school year to Enrollment data should expand the menu be entered at the same ti th l 3 If the school facility collects race ethnicity information Enter the count typically by October number of students within each ethnic group Total School Enroll ment calculates automatically based on the race ethnicity enrollment entered 4 If the school facility does not collect race ethnicity information Enter the total enrollment 5 Click Save 1st Enrollment totals only change during a school year if a large 10 20 change in enrollment occurs mid year Note In order to generate school wide reports such as the Average Referral Per Day Per Month or Ethnicity Reports SWIS requires d
4. See which applications the school accesses the school s grade range and a full list of users along with their last login dates and times School Contact Information View the schools mailing and physical addresses phone number and fax number SWIS Information Access the SWIS contact s name and email SWIS facilitator s name and contact information and see whether the school uses the SWIS Person Import feature SWIS Users Manual 7 A i PBISApps DataLink Information This section provides information about whether the school uploads data using DataLink and what the latest upload file contained Switch Schools Users with access to more than one school can switch schools without logging out of SWIS Note Users with access to a single school s account will not have access to this feature in the Tools menu L Once logged in and inside the SWIS Suite click Tools 2 Click Switch School 3 Select the desired school from the drop down menu 4 Click OK Quick Start Enter a Referral From the SWIS Dashboard 1 Click Add Referral located at the top of the Dashboard screen 2 Enter all required fields 3 Click Save Note SWIS will not save a referral until all required fields are completed Any missing information will be highlighted in red and identified with a red exclamation mark when left blank Enter a Student or Staff L Click the Person Management icon located in the upper right hand corner of
5. A A 5 Click Merge 6 In the Student Staff Non Staff to Delete field type the name of the person record to delete All referrals from this record will be moved to the Student Staff Non Staff record chosen to be retained 7 Click to select the name of the record to delete 8 Click Merge Revise a Record EA SWIS ID 66496 1 Inthe Search field Ges Last Name type name of the SS record to modify 2 Click the notes Search icon 3 Inthe result set double click on the record to Status Actve 2 Ethnicity select ec Student is on a 504 Plan Not Hispanic Latno No wont juno Student is on an TEP Race select all that apply Yes American Indan Alaskan Native Disabiity Category select af that apply Asan Back Pacfic Isander Niatve Hawaian Z whee Developmental Delay Emotional Disturbance Hearing Impairment Intellectual Disabity Mukiple Disabiites Orthopedic Imparment revise 4 Revise the necessary information 5 Click OK Delete a Record 1 Type the name of the record to be deleted in the Search field 2 Click the Search icon 3 Click to select the record to delete 4 Click the Delete button 5 Click Delete to confirm Click Cancel to return to the roster 32 SWIS Users Manual The Edit Student workspace HERE S ATIP The SWIS Suite prevents deleting person records attached to referral data If there are duplicate pers
6. Size First Last vs Last First To modify General settings in Account Settings L Click on General under Applications 2 Select the setting to modify 3 Type or select the preferred option for the setting 4 Click Save Applications SWIS To modify SWIS Application settings in Account Settings 1 Click SWIS under the Applications menu 18 SWIS User s Manual oa Account Settings acount Profile General Settings Profile Referral Category Sort SWIS Order Show Student Names in Yes A Applications Dashboard Referral Lists General Default Referral Type SE Report Settings Default Report Sort Frequency Default Referral Type Selection All Referrals amp Minors Show Only With Data Selected Yes by Default The Account Settings gt Applications gt SWIS settings 2 Select the setting to modify and select the preferred option for the setting 3 Click Save Referral Category Sort Default SWIS Order Alphabetical will sort the labels alphabetically SWIS Order will sort the labels based on national usage trends Default Report Sort Default Frequency Frequency will order items on reports from least to most frequent Alphabetically will order items on reports alphabetically SWIS Order will order items on reports based on national trends Show Student Names in Dashboard Referral Lists Default Enabled When enabled the Latest Referrals section of the SWIS Dashboard displays student names Disablin
7. the screen 2 Click on the correct tab Students Staff Non Staff A Click Add 8 SWIS Users Manual 4 Enter all required information about the person 5 Click Save to save or click Save and New to save and open a new form to continue adding new person records View Reports Click on the View Reports button within the SWIS navigation bar to access the reports dashboard To open a new report click on the appropriate report icon The report opens with data presented based on default report settings Dashboard School Summary The SWIS Dashboard displays a School Summary Report with the following graphs displayed Sear for nda tutors For instructions see page 5 Average Referrals per Referrals By Grade Day per Month Referrals By Student Referrals By Time svas Referrals By FE T 5 Ada View w a SWIS Demo School Location EE Poseen UE 7 W SE SWIS Dashboard Average Referrals Per Day Per Honth io Welcome to SWIS 5 Demo User 5 Referrals By Day Of Week e d e d s FT e Referrals By Problem Behavior Referrals By Time Referrals By Location 8 EEEE Click on any of e IR A de FPF d AE these reports to Referrals Dy Day Of Week Referrals By Problem Behavior ol P open it in a new P R screen displayed JB Lee with the report and Sg D u 9 associated data table KR iall S The SWIS Dashboard SWIS Users Manual 9 A i PBISA
8. 1 Click on PBIS Applications Login located in the black bar app bar at the top of the screen 2 Enter the email address and password associated with the SWIS account 3 Click Login If the password is a temporary password a prompt appears for a permanent password to be created 4 Once logged in slide over to the left side of the app bar and click on SWIS Suite to access SWIS 6 SWIS User s Manual To logout of PBISApps and a SWIS account 1 Click on the user s email address located in the app bar at the top of the screen 2 Click Logout Note Users can also click on the Logout icon located in the blue bar at the top of the screen School Select Menu Users with access to more than one school s account see a menu displaying each school s name The School Select menu provides basic overview information without logging directly into the school s account Select School Menu Feature Overview Search Type the name of a school on your list to jump directly to that account Favorites List Filter Click to display only schools marked as your favor ites DataLink Schools List Filter Click to display only schools participating in DataLink to upload data a Favorite Click the star to mark the school as a favorite Info Click to access additional information about the account Login Click to login to the school s account School Details Information Menu Feature Overview School Information
9. 20 Show Only With Data Selected by Default for reports 20 Tools School Settings EE 20 School Breple d NEEN ENNER sas taa de 20 School Profile Contact Information eee eeeeee 21 Core Data School Days 21 Core Data School Enrollment 0 eee e cece cece eeeeee 21 Applications Genera 22 Start Meggie diese Seen EE ad e ER RE Le EE ER ag se And ebe ged hee 23 WSS IER ege Eder ER Us Person det Ah ENEE ENEE KE SE EEN ees 24 Require Staff and Require Student District Is 24 Applications SWIS 00 cee eee e cece e teen eee eeaeee 24 Maximum Actions Taken Allowed Per Referral 0 055 24 Maximum Problem Behaviors Allowed Per Referral 25 Referral Time Rang aces as N E REENEN A 25 26 000 Track Harassment Types 26 EEN Track Weapon Type Scs CUSHION EE 27 Other Data Integrity 66 666666666666666 66606060000006 ennenen 29 Tools Person Management 29 Add a New Record 30 Merge Duplicate Records 31 Revis a RECOM dE nts seesaw EN ENEE AER 32 Delete a Record e sae dE EN ache see see ERKENNEN ACEN ees 32 Update a Record Status 33 Update Multiple RECO S
10. A SWIS User s Manual Version 5 5 August 2015 WW Al PBISApps How to Find Help This manual is your first step for SWIS support Can t find the information you need Contact your SWIS Facilitator My SWIS Facilitator Information Facilitator Name Phone Number Email Address For More Information Are you still stuck Visit the PBISApps support website online at support pbisapps org There you will find answers to many common questions a search able knowledge base and discussion forum and ways to contact PBISApps to ask your question directly A swis User s Manual Version 55 August 2015 A i PBISApps Table of Contents OVEINIGW EE A Who Should Use This Manual 00 eee eee e cere eeeeee 4 What is PBISAppS s sccc ccc cae A Ne ENEE NEES d A RE A What is the SWIS Suite 00 c cece eee e eee 4 Whatis SWIS ee ENEE REESEN EE 5 About the QR Codes 20 cece eee e cece eee tent 5 Login Logout gege kebeg As eege RER RE ER 6 School Select Menu 3 sce cacesacciiedeudeb sie ENN e EEN EN VR IER 7 Select School Menu Feature Overview cece cece eee 7 School Details Information Menu Feature Overview 7 Switch Schools Sg Ee eg uge Was Age AEN dE Eeer 8 Q ick EE 8 Enter a Beier 8 Entera Student or Staff ug deeg ch cb aere EE EES 8 View Reports veer a ie ote oe
11. SIS SWIS Scan for video tutorial For instructions see page 5 To access the Student Dashboard 1 2 Click Tools then Click Student Dashboard Double click the student record to select a student to view from the Select a Student list The Student Dashboard opens with data from the current school year Select another year from the drop down menu located next to the stu dent s name to display data from previous school year Note CICO SWIS data will not appear in the Student Dashboard when previous years are selected 36 SWIS Users Manual Student Dashboard reports include Summary Referrals By Problem Behavior Latest Referrals the student s Referrals By Location 10 most recent referrals Referrals By Day Of Week Referrals Per Year Average Referrals Per Suspension Expulsion Day Per Month Referrals By Motivation CICO SWIS Individual Student Count if your school Referrals By Time uses CICO SWIS and the student has data Tools Support As questions come up about how to use SWIS it is recommended to refer to the PBISApps Support page for the answers Access the Support page by clicking Support under the Tools menu The page will open in a new tab Search the page for answers to your frequently asked questions Tools Subscriptions The status of any SWIS Suite subscription and associated invoice is available in the section labeled Subscriptions located in Tools From
12. Students start nor statr Ee AI ABCDEFGHIJKLMNOPQRSTUVW 2 inactive C Archived Search xa Filter By yil si Ae Any Student Qa Be lA 0s students with Referrals 9 i sears e CICO Students No Student Selected gt seg Abby Mason 1515 Students DH 658576 Abby Olton D 304565 Alan Hawkings 5 1 955439 Alan Levine DH 264838 Albert Marks 1 938753 Alec Lexington 1 649373 Alex Cardigan Dr 857593 Alexa Miler 1 984765 Alexandra Hilman D 575799 Alfred Neilan z 5 578330 Alfred Prince 1 45321 Alice Sakai 1 376890 Allen Felton D 485726 Allen Piltzer 463746 allen Roberts Pagel eran ke Displaying 1 15 of S91 b Active I Inactive amp Archived The Person Management workspace Within Person Management only records with a status matching the selected filters will be displayed First select from the filters available within the drop down menu Then check or uncheck Active Inactive and Archived to display or hide a name from the list To see all currently active person records check only the Active box from the filters The first 15 active records display in the result set Use the navigation at the bottom of the screen to tab through the list and view additional records Click on a name to display the person s information to the right of the list Add a New Record 1 In the Tools menu click Perso
13. cisions as problems emerge What is the SWIS Suite The SWIS Suite a set of four applications SWIS CICO SWIS ISIS SWIS and SAMI is a reliable confidential web based information system built to collect summarize and use student behavior data for decision making Research demonstrates that educators can make more effective and efficient decisions when they have the right data in the right format at the right SWIS Users Manual HERE S ATIP Some aspects of SWIS may be inaccessible based on your access level Please contact your facilitator to have your access modified For more information about access levels see the support article on PBISApps time The SWIS Suite provides school facility personnel with the information they need to be successful decision makers What is SWIS SWIS allows users to collect information about discipline events The behavior data can be instantly accessed in tables reports and graphs allowing for teams to easily monitor and analyze behavior trends at the school wide small group and individual levels Information entered into SWIS is confidential and secure SWIS protects data through the use of account specific passwords and high quality data protection procedures The SWIS Confidentiality amp Security Statement can be accessed at www pbisapps org About the QR Codes The QR codes in this manual direct you to video tutorials or additional conten
14. etails about School Days and School Enrollment SWIS User s Manual 21 A i PBISApps 2 School Settings 9 School Profile School Enrollment Profile 2013 14 Contact Information nic Latino 2 Core Data American Indian Alaskan Native 5 School Days Asian 21 School Enrollment Black 70 Pacific Islander Native Hawaiian 5 A Applications White 255 General Multi racial 21 SWIS cico Total School Enrollment 500 3S other cave The School Settings gt Core Data gt School Enrollment settings Applications General To enter or modify General Settings in School Settings 1 Click General 2 Click anywhere within the row of the appropriate field to expand the menu 3 Choose Yes to enable the identified feature 4 Choose No to disable the feature 5 Click Save 6 Close School Settings by clicking on the red X icon in the upper right corner of the screen Start Month Default August This setting sets which month is considered the start of the year for reporting and decision making purposes To modify the Start Month 1 Select the appropriate month from the drop down menu 2 Click Save 22 SWIS Users Manual Use 504 Default Enabled Schools Facilities may opt to collect data about individual stu dents 504 status To disable this feature L Select No from the drop down menu 2 Click Save HERE S ATIP The federal government requires schools distr
15. g the setting will hide student names from this section of the dashboard Default Referral Type Default Major When entering referrals the Referral Type drop down menu defaults to Major or Minor based on the preference selected SWIS Users Manual 19 A i PBISApps Default Referral Type Selection for Reports Default All Referrals amp Majors When graphs first display they will display with Minors only Majors only or All Referrals amp Minors based on the preferense selected Show Only With Data Selected by Default for reports Default Yes When enabled graphs will only include items associated with one or more referral in the report When disabled graphs will display all possible items in the report including those not associated with any referral Tools School Settings H To access School Settings AE School Settings are L From the SWIS Dashboard click Tools set for the entire 2 Click School Settings school and will be the same for all the Within the School Settings menu school s SWIS users schools facilities can view and mod ify information related to School Profile General and Application Specific Settings Core Data School Profile The School Profile includes all physical and contact information for the school facility Any of the information provided in this section can be updated with the exception of the District Name District Name Physical Address Phone Number
16. icts and states to collect individual level race and ethnicity data and report aggregated data in the following ways Individual students must report both his her ethnicity as well as race Students may identify more than one race Multi Racial is listed only as a category for aggregate reporting purposes Use Ethnicity Default Enabled When Use Ethnicity is enabled the SWIS Suite will require race ethnicity data to be entered To disable ethnicity as a required field in School Settings L Select No from the drop down menu 2 Click Save For more information about entering individual student ethnicity and race information please refer to the Person Management section on page 29 Use IEP Default Enabled SWIS Users Manual 23 A i PBISApps When enabled users will identify each student s IEP status and disability category To disable this setting 1 Select No from the drop down menu 2 Click Save Use Person Import Default Disabled When enabled users have the ability to import student and staff lists directly into SWIS To enable this setting L Select Yes from the drop down menu 2 Click Save Require Staff and Require Student District IDs Staff District ID Default Enabled Student District ID Default Enabled SWIS allows the school facility to utilize district internal identi fication numbers for staff and or students in addition to the SWIS assigned ID number If disabled
17. ield rather than delete it L Click the name of the field to hide 2 Click Edit 3 Uncheck the Display box to disable the Custom Field 4 Click Save Other Data Integrity The Data Integrity system alerts of any possible data errors within the SWIS Suite Errors identified within your account are based upon the settings established in the Data Integrity School Settings To establish settings for the Data Integrity system in School Settings L Click on Data Integrity under Other 2 Check the box to the left of the record type to enable a check within the system Unchecked record types will be ignored for data integrity errors 3 Select a date from any of the calendar icons to choose a date after which specific record types will be included 4 Click Save Tools Person Management Person Management allows schools facilities to organize students staff and non staff records associated with SWIS Suite data Scan for video tutorial For instructions see page 5 To access Person Management 1 Click Tools SWIS Users Manual 9 A i PBISApps 2 Under the Person Management header select the appropriate list Student Staff Non Staff to review or modify Note Person Management is also located in the top right hand corner of the application next to the Logout icon Person Management
18. ierens sopen EE ER dE 33 TOO EE 34 031511516621137 ere Se Eege 54 whereas 35 Student Dashboard cece e eee ne 36 Tools Support EE 37 Tools Subscriptions e SE teg Ge E 37 View Print or Pay an Invoice 2 2 6 6 cece cece ee eee e ees 37 Appendix A SWIS Data Entry and Reporting Schedule Inside Back Cover SWIS Users Manual 3 A i PBISApps Overview Who Should Use This Manual The purpose of the SWIS User s Manual is to provide SWIS users a quick reference and trouble shooting guide The manual is for use by SWIS facilitators and SWIS users during initial start up training and ongoing use Much of the information found in this manual is also available online at www pbisapps org What is PBISApps PBISApps is a not for profit group developed and operated by Educational and Community Supports ECS a research unit at the University of Oregon The PBISApps team manages a series of educational tools related to the implementation of multi tiered systems of support MTSS These tools include the School Wide Information System SWIS Suite PBIS Assessment and PBIS Evaluation These applications have been implemented in more than 25 000 schools in the US and abroad PBISApps has been making schools safer and more productive places for over 10 years by empowering educators to make data based de
19. ior from the drop down menu Perceived Motivation Select the perceived student motivation for the problem behavior from the drop down menu Others Involved Select whether others were involved in the referral from the drop down menu Action Taken Select the primary Action Taken from the drop down menu Seclusion Restraint Select whether the referral included the use of seclusion and or restraint Notes Type any necessary anecdotal information about the referral incident into the Notes field 500 characters Copy Referral Information to Next Referral Use Save amp Copy when more than one student is involved in the same incident The following referral information will be copied over to the next referral Referral Type Time Staff Location Date HERE S ATIP Problem Behavior a Others Involved When SWIS identifies a referral as a possible duplicate a window pops up on the screen prompting to go back and edit the referral you just entered or continue saving the possible duplicate If you choose to save the possible duplicate without editing it the record will appear in the Data Integrity Summary as a potential error 12 SWIS User s Manual To copy information from one referral to the next 1 Complete the referral entry for the first student 2 Click Save amp Copy at the bottom of the referral data entry screen A Enter the missing information into the second student s refe
20. ll Down Report L Click the Print icon located beside the report s graph 2 Select to print either the graph only the table only or print both the graph and table 3 Click Print Tools Account Settings Account Settings allow an individual user to update personal profile information and update personalized application settings to accommodate data entry or reporting preferences An account s settings are stored individually for each password accessing SWIS allowing each user to customize SWIS for individual usage To access Account Settings 1 Click Tools Scan for video tutorial 2 Click Account Settings 0s SAE REA SWIS Users Manual 17 A i PBISApps Within the Account Settings menu schools facilities can view and modify information related to Account Pro file and SWIS Suite Applications Account Profile Account Profile Settings allow a user to verify and update name contact email username password or avatar To modify Account Profile Settings in Account Settings 1 Click on Profile under Account Profile Click the name of the section to edit 2 3 Type the new information to modify Account Profile information 4 Enter your current password for changes to take effect 5 Click Save Applications General Applications settings allow users to enable specific settings according to personal preference General settings include Locale Name Sort Order Default Graph
21. m port section to the right Once all data integrity errors are corrected the sections will appear green with a checkmark 3 Create the student or staff export from your student information system based on the technical specification 4 Go to https sandbox swis org to import the roster s in your sandbox account The sandbox is for testing purposes It refreshes every night SWIS Users Manual 35 A i PBISApps Student Dashboard The Student Dashboard provides school facility personnel with a comprehensive report for an individual student with data in SWIS with data from your real SWIS account and gives you a se cure place to test your import process Use the sandbox Visit the Data Integration account to test any new file section of PBISApps org for prior to importing data into your real SWIS account HERE S ATIP more information on the pros and cons related to Follow the Person Import Wiz Person Import ard to upload the file to your sandbox account Once your test file uploads successfully log back into your live SWIS account and navigate back to the Person Import section It may take as long as 15 minutes for the live site to register your successful sandbox upload Click the Enable Person Import button in the notification located at the top right corner of the Person Import screen Follow the Person Import Wizard to upload the tested roster to your live account CICO SWIS and or I
22. n Restraint No 3 ES ECHTER Cancel te o H Add Vi brill Dipen Referral TT z BG Down BE Tools SWIS Demo School reg referral Notes Custom Fields Harassment Select Sei Hallway Select e Additional Admin Decision Select v 3 Click Save The Add Referral workspace Note SWIS will not save a referral until all required fields are completed Any missing information will be highlighted in red and identified with a red exclamation mark when left blank Required Fields Referral Type Select major or minor from the drop down menu Student Type or select the student name from the drop down menu Grade Type or select the student s grade level from the drop down menu Staff Type or select the referring staff member s name from the drop down menu HERE S ATIP The star icon identifies the primary problem behavior and primary action taken To remove any problem behavior or action taken click the red X next to the data to delete See School Settings on page 20 for additional information you can collect with each referral SWIS Users Manual 11 A i PBISApps Date Type the referral date in the field or select it from the calendar icon Time Select the nearest time the referral occurred from the drop down menu Location Select where the referral occurred from the drop down menu Problem Behavior Select the primary problem behav
23. n Management 30 SWIS Users Manual HERE S ATIP Search for any record in Person Management by entering any of the following information into the Search field SWIS Id Last Name District Id Email for Staff or Non gt 3 Staff records Click on the correct tab Students Staff Non Staff 2 3 Click Add 4 Enter all required information about the person 5 Click Save to save or click Save amp New to save and open a new form to continue adding new person records HERE S ATIP For students on an IEP a disability category must be selected To Be Obtained should only be selected when a record urgently needs to be recorded but the disability category is not available It is critical to update this information to keep records current for reporting and decision making Student records marked with an IEP disability category To Be Obtained will appear as data to correct within the Data Integrity system Merge Duplicate Records Merging two names will move all referrals from the Student Staff Non Staff to Delete to the Student Staff Non Staff to Retain 1 Check the Active Inactive and Archived filter boxes to display all person records associated with the SWIS account 2 Locate the name of the person to be retained by typing the name in the Search field SWIS Users Manual 1 A i PBISApps Click the Search icon Click to select the name of the record to retain
24. ne click 1 When the Person Management list opens scroll to the page with multi ple records to update 2 Check the box to the left of each record to update 3 Click the Set Status button located at the top of the list 4 Select the appropriate status for the records SWIS Users Manual 5 A i PBISApps Tools Data Data Integrity To access the Data Integrity system 1 From the SWIS Dashboard click Tools 2 Click Data Integrity The Summary at the top of the report identifies the number of possible errors within the account in each record type Below the Summary are two columns Good Data lists the record types without identified errors Problematic Data lists each record type with an itemized list of possible errors The full report checks for the following Any staff non staff or students missing district ids Duplicate staff non staff or student records Staff non staff or students with duplicate district ids Duplicate referrals Referrals out of date range referrals before 1997 or with future dates Referrals out of time range based on the Time Range setting established in School Settings Referrals with Action Pending marked as the Action Taken Missing or incomplete School Days data 34 SWIS Users Manual School Days data out of range months with more days than possible weekdays Missing Incomplete School Enrollment data School Enrollment data
25. nge Default 7 00 AM 5 00 PM This setting allows schools facilities to select the time range within which referrals may occur By selecting 7 00 am 5 00 pm referrals cannot have occurred before 7 00 am or after 5 00 pm Selecting 12 00 am 11 45 pm allows referrals to occur any time SWIS Users Manual 25 A i PBISApps of day Track Harassment Types Default No Schools Facilities may choose to track specific harassment types for fine grained identification With Track Harassment Types enabled SWIS provides a list of federally recognized harassment types from which to select when Harassment is chosen as a problem behavior during data entry These types can be edited per school facility To edit Track Harassment Types in School Settings 1 Click SWIS under Applications 2 Click Track Harassment Types 3 Choose Yes to enable the setting or No to disable the setting 4 To edit an existing type click to select the label from the list and edit the information in the Edit Harassment Type box 5 To add a new type click the Add button and enter the new label s information in the Add Harassment Type box 6 To delete an existing type click to select the label from the list and click the Delete button 7 Click Save Track Weapon Types Default No Schools Facilities may choose to track specific weapon types to allow for fine grained identification With Track Weapon Types enabled SWIS provides a list of
26. on records and each has referral data merging the two records is recommended over deleting Update a Record Status L Check the Active Inactive and Archived filter boxes to Search bran EE FiterBy ae Student Batre Clinactve C Acte i Ga O SetStatus A Merge d PrntRoster Brian Bender display all persons eer u Gene Claes a La CT E associated with the mmm 5 874037 Brianna Dean SWIS account EE 3 Neve U ren S je deve 8 drei reiege D 2 Type the name of bi Person Management Lan zeg re Students AIA 8 EFGH vew n student osrboard aco 5 ms Notes the record to up date in the Search field Click the search icon Pagel Jota i 2 Displaying 1 303 gt Active W Inactwe B Archwed A Right click on the record and select Set Status Select the appropriate status for the record The Person Management workspace with Set Status menu Active the person is currently associated with the school Inactive the person is not currently associated with the school but may return Leg transfer students Archived the person is not currently associated with the school and will not be returning Leg graduated students 4 Click OK Update Multiple Records Multiple person records may be selected within the same page to update to the same status all at once To update multiple records with o
27. out of range greater than 2500 students Students with a Disability Cate gory marked as To be Obtained Students on an IEP with no Disability identified Inactive Archived students enrolled in CICO SWIS Inactive Archived students in ISIS SWIS with open student files To correct any of the records listed in Problematic Data 1 Double click the record to correct 2 Correct the information 3 Click Save Person Import Person Import allows any SWIS Suite school to import a list of students or staff from a Student Information System into the SWIS application Importing these records reduces the amount of time schools spend manually entering data already available in another system Schools data must meet certain requirements to ensure a clean import of person records These requirements ensure the import process is accurate without creating duplicate records All schools utilizing Person Import must have Student and staff district ids required in School Settings All active and inactive students and staff identified with a district id The process ignores archived students and staff All unique district ids No two student records no two staff records have the same district ids The ability to generate an import file matching the required format To use the Person Import feature L From the Tools menu click Person Import 2 Correct the data integrity errors identified in the Issues Preventing I
28. port Types Core vs Additional Reports available in SWIS are organized into two categories Core Reports and Additional Reports Core Reports The Core SWIS reports present data necessary for monitoring school wide problem behavior patterns School Summary Referrals By Day Of Week Average Referrals Per Referrals By Problem Behavior Day Per Month Referrals By Grade Referrals By Time Referrals By Student Referrals By Location Additional Reports Additional reports available within the Reports menu present data related to specific areas of concern Multi year reports for Average Location and Problem Behavior Referrals Per Day Per Month Referrals By Staff SWIS Users Manual 15 A A aPBISApps Suspension Expulsion Triangle Data School Ethnicity Year End Drill Down Teams can expand on the information presented in the Core or Additional Reports by using the Drill Down tool Drilling down data leads to more targeted behavior supports and practices for improved student outcomes gt BISAppS org Demo User te SWI 6060 Isis io L m e woh e E HEN Vie Drin SWIS Demo School Dipen Referral ul Reports 7 BE Tools Drill Down Report Filters tsd faper y Action Taken Include in Dataset Exclude from Dataset Custom Fields 3 School Year 2013 14 Date Time Date Cl Day of Week 4 School Year 2013 14 2012 13 time Generate Save Report Template Mar The D
29. pps Latest Referrals Located to the right of the School Summary Report is a list of Latest Referrals The section lists the ten most recent referrals Double click on any entry to review edit or print the referral Use the navigation at the bottom of the list to scroll to older referral entries Data Integrity Summary Displayed under the Latest Referrals the Data Integrity Summary is a list of all possible problematic data If all data within the SWIS Suite are accurate the summary will not appear on the SWIS dashboard All possible errors listed here appear based on the Data Integrity settings set in School Settings Double click any entry to review and edit any information within the Data Integrity workspace Categories to appear in the summary include Students a Staff Non Staff HERE S ATIP For instructions on how to setup School Days 1 Data Integrity settings see page School Enrollment 34 and to correct problematic Referral data see page 35 CICO ISIS Add Referral From the SWIS Dashboard 1 Click Add Referral 2 Enter all required fields either type directly or click to select in any field 10 SWIS User s Manual 99 vw op ep Referral Entry Referral Type Major k Student Select Ne Grade 3 TEP Status Staff Select 5 Date 4 3 Time 3 Location Problem Behavior 3 Perceived Motivation 3 Others Involved 3 Action Taken ok Seclusio
30. rill Down workspace To use the Drill Down report L Click on Drill Down in the SWIS navigation bar 2 From the Report Filters listed on the left select the data to include or exclude from the dataset By default the current school year is already included Scan for video tutorial in the dataset For instructions see page 5 3 To select a specific report filter click on the report filter to expand it a To include exclude Right click on a filter and choose to Add to Included Filters or Add to Excluded Filters b To remove Click the filter s trashcan icon 16 SWIS User s Manual E 5 c To move a filter between include and exclude Click on the report filter to move Drag and drop it to the include or exclude from dataset section 4 Click Generate Drill Down Options L Change the graph type Use the Graph Type drop down menu to the right of the graph to change the graph type 2 Sort the data table Click the triangle in any column header to sort the data in ascending or descending order 3 Save report template Click Save Report Temple to save the specific data filters Choose to share the template with another SWIS user in the school facility by checking the Share Template Within School option 4 Load a saved template Saved Report Templates can be easily accessed in the future by using the Load Report drop down menu located in the top right hand corner of the Drill Down dashboard space Print a Dri
31. rral 4 Click Save Custom Fields A school or facility may identify additional information about a referral necessary for local decision making district state report ing or other purposes SWIS allows up to ten custom fields to be added Custom Fields can be enabled disabled or modified to fit local needs Management for Custom Fields is located in School Settings Harassment Type and Weapon Type When Track Harassment Types and Track Weapon Types settings are enabled SWIS provides the subcategories to identify the type of harassment or type of weapon associated with the referral Harassment Type and Weapon Type labels can be enabled disabled or modified in School Settings Find and View Edit or Delete Referral To find a specific referral or group of referrals to view edit print or delete L Click the Find Referral button located in the upper right hand corner of the Add Referral data entry Scan for video tutorial screen Note You can also locate Find Referral in For instructions see page 5 the Tools menu 2 Enter search criteria into the chosen fields and click Search a To view the referral data Click a referral to select it A summary report of the referral displays to the right b To edit the referral Double click ona referral Revise referral information as necessary Click Save SWIS Users Manual 13 A i PBISApps c To delete the refer Te Find referral 3 ral Click a referral
32. sers Manual 27 A i PBISApps 2 Give your new Custom Field a name by entering it in the Label field A If integrating SWIS data with another system type the identifier in the Identifier field 4 Check the Display box to display the field on the referral data entry workspace 5 Check the Required box if this custom field must be entered with every referral entered 6 Click Save 7 Create a new item for the drop down menu by entering the item s name in the Label field under Add Label 8 Click Save 9 Keep adding new items until all information is displayed 10 Click Save To modify an existing custom field 1 Double click the E H label to modify er 2 Modify any of the information moat displayed Field Items ox Aves Add Field Item 3 Click Save at See 7 ater West Wing 9 SEN To merge two labels m 2 e g L Select the item to keep Ka e 2 Click Merge Ka The School Settings gt Applications gt SWIS gt 3 Select the item to Custom Fields gt Edit Custom Field settings remove 4 Click Merge Note Merging labels will update all existing referrals to use the item label retained 28 SWIS Users Manual To delete a custom field 1 Click on the field to delete 2 Click the Delete button Deleting a field will remove the data for all existing referrals associated with the field 3 Click Yes to confirm the deletion To disable a specific Custom F
33. t as supplements to the written instructions To use the QR codes you need a smartphone or tablet with internet access and software that can read and interpret the codes There are many free QR code An example of a QR code reader apps found in your device s app store for example the Apple App Store for iOS Google Play for Android or Windows Phone Store for Windows Phone To download an app search QR code reader in the app store on your device and download All videos can be found on our website http www pbisapps org by navigating to Resources gt Video Tutorials in the main navigation SWIS Users Manual 5 A i PBISApps h this site A App Demos Find a Facilitator or Coordinator Pay Invoice D Searc Al yPBISApps i Applications gt Resources gt Support gt About Us gt Dashboard O 5815 Assessment 2 To manage responses to the surve Currently Ope i Learn More Upcoming Trainings PBISApps Login How To A SWISS uite SWIS Facilitator Certification San Jose CA September 8 September 10 PBISAssessment SWIS Facilitator Certification The login is located in the black bar at the top of the screen Login Logout From your preferred internet browser e g Internet Explorer Firefox Safari Chrome type in the website address www pbisapps org to access PBISApps Scan for video tutorial For instructions see page 5 Once at PBISApps
34. the most common weapon types from which to select when Use Posession of Weapons is chosen as a problem behavior during data entry These types can be edited per school facility To edit Track Weapon Types in School Settings 26 SWIS Users Manual gt a WW N 7 Custom Fields A school facility may identify additional information needed for local decision making district state reporting or other purposes For this information SWIS allows up to 10 custom Click SWIS under the Applications menu Click Track Weapon Types Choose Yes to enable the setting or No to disable the setting To edit an existing type click to select the label from the list and edit the information in the Edit Weapon Type box To add a new type click the Add button and enter the new label s information in the Add Weapon Type box To delete an existing type click to select the label from the list and click the Delete button Click Save Scan for video tutorial fields to be established For instructions see page 5 HERE S ATIP Some examples of Custom Fields categories and labels Category Parent Contact Category Hallway Labels Email Mail Phone In Labels East Wing West Wing Person and Unable to Contact North Wing and South Wing To add or modify Custom Fields in School Settings 1 2 Click SWIS the Applications Click Custom Fields To add a new custom field 1 Click Add SWIS U
35. the staff and or student SWIS ids are displayed on reports To disable this feature 1 Select No from the drop down menu 2 Click Save Applications SWIS Maximum Actions Taken Allowed Per Referral Default One A maximum of five actions taken per referral is possible To modify the Maximum Actions Taken Per Referral in School Settings 1 Click SWIS under Applications 24 SWIS Users Manual 2 Click Maximum Actions Taken Allowed Per Referral 3 Type or select the maximum number of actions taken to add to a referral 4 Click Save 2 School Settings School Profile Referral Data Entry Profile Maximum Actions Taken 3 eo Contact Information Pr keia Maximum Problem Behaviors 3 A Allowed Per Referral Aen Core Data Referral Time Range 7 00 AM 5 00 PM School Days School Enrollment Cisna A S 3 6 A Applications Problem Behavior Subtypes See Track Subtypes Harassment Yes e SWIS Track Subtypes Yes Fann Use Possession of Weapons The School Settings gt Applications gt SWIS settings Maximum Problem Behaviors Allowed Per Referral Default One A maximum of five problem behaviors per referral is possible To modify the Maximum Problem Behaviors Per Referral in School Settings L Click SWIS under Applications 2 Click Maximum Problem Behaviors Allowed Per Referral 3 Type or select the maximum number of behaviors to add to a referral 4 Click Save Referral Time Ra
36. this section you can view print and pay the invoice s associated with the school s subscription s View Print or Pay an Invoice L From the Tools menu click Subscriptions 2 A window appears with all possible applications listed along the top with their current subscription status Green Ww Subscription is current and invoice is paid Yellow Subscription is due and invoice is unpaid SWIS Users Manual 37 A Zuse Red Subscription is more than 30 days past due and invoice is unpaid Gray x No subscription 3 Click any of the invoice numbers listed on the left hand side of the window to view a copy Note Only invoices from the current subscription year will display in this section 4 Click Print to print a copy of the invoice 5 Click Pay Invoice and the application opens a new window to the online portal to pay your invoice with a credit card HERE S A TIP A quick view of the subscription status is also available on any application s dashboard The notification s color is an indication of the subscription s status Yellow Due Red More than 30 days past due No Notification Paid 38 SWIS User s Manual Appendix A SWIS Data Entry and Reporting Schedule School Facilitator Data Entry Who What When Office Referrals Accuracy Checks Report Generated Who What When
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