User Guide
Contents
1. Supporting Student Achievement BCeSIS Basics Back to School Fundamentals Reference Guide Version 1 2 7 August 2009 Back to School Fundamentals v 1 2 Version History Version Date Description S O 14 Aug 2008 Document complete pending updated information on Mass Registration Mass Registration information updated 19 Aug 2008 Added Grades and Catchments section 1 1 21 Aug 2008 Addition of new Office Staff Tips for a successful school year chart p 4 This document was reorganized to include only the required tasks schools must complete post YET to prepare to begin the new school year The previous version contained the following sections which have been deleted Material on deleted topics is still available under the corresponding topics on the ISW Office Staff Tips for a successful school year this 1 page doc is now posted separately on the ISW 1 3 Assigning Standardized Tests to Students No longer required i e Toggling Diploma Type 1 7 Reporting Periods Due to the importance of this topic there is a separate LE this year and new resources have been created to address this topic separately 2 1 2 7 Information on Admit amp Registering Individual Students 2 9 No Shows 2 10 Creating Program Assignments 2 11 Mass Entry of Program Assignments 7 Aug 2009 The following new section has been added e 1 2 Setting up Attendance Tumbles i rs F a Eas i 4 l J 5 q Back to Sch2. Default Registration Date will be the date used renser BL Delete registrations and re register When this subset of students current registration date is less than or equal to the default registration date it will un register students and then re register them with the default registration date After entering a Default Registration Date use the tab key or select any of the radio buttons to activate the Register button Revised 7 Aug 2009 Page 16 of 16
3. School Days or ATT060 FMX Daily Period Attendance School Closings Entry You are no longer required to rebuild the calendar in order to remove the date that was a regular school day and then changed to a non school day Remember this does not change the rest of the Tumble and or Days on the other dates These must still be changed manually as each School will determine whether they wish to change the Tumbles and or Days Revised 7 Aug 2009 Page 5 of 16 Back to School Fundamentals v1 2 soem eae a 1 2 Setting up Attendance Tumbles Path BCeSIS Start Screen gt School gt School Information gt School Details gt Current Year 3rd screen This first section covers Course based schools see below for Curriculum schools Course Based Attendance Tumbles are a way of rotating periods during a date and are used to ensure attendance is recorded accurately F cm oyn B TUGBELLGILLE SSSESS8e5 Seueeseees SSSSSees5 SSSE5Se88 SEUeoeosse Seuecsesss eeleeeeees ed Jokes afer La E E s r iK s i _ P F _ a B 4 E E m GPA Module GPA Module Grade g ot EL a School 7 course start date Area 1 This information was moved from next year to current year during the YET process NOTE Changes can be made to these values but one should have a thorough understanding of School Setup Pre Scheduling Scheduling and Attendance prior to making the changes It is a
4. Staff Roles Timetabling Medical Info Transfer a teacher with no classes or teaching assignments to another school by clicking this button them the specific subject areas they are responsible for marking Revised 7 Aug 2009 Page 11 of 16 BCeSIS Back to School Fundamentals v1 2 Supping Stadens Achieveeche 1 5 Grades and Catchments Review Path BCeSIS Start Screen gt School gt School Information gt School Details gt More Info gt Grades and Catchments At this time of year there are two items that should be checked for accuracy For complete information see School Setup documentation on the ISW 1 Review the FTE column on this page There are 3 ways to calculate Student FTE s 2 Ensure all potential grades students maybe in are defined e g GA GR SU HS etc If for example a student is admitted with a grade not defined on this screen the student will NOT be Registered Ta Grades And Catchments oes Ensure you are working in the Current year All grades students may be in must be defined For example Secondary Schools this includes GA GR SU and HS APPLESAUCE SECONDARY Next Year Ce boy ee EE Set the Last Grade for this school by checking the tick box This becomes particularly important when doing Pre Transition FTE Schools have the ability to choose how to calculate FTE for each Add grade in the sch
5. afternoon classes D7 will be used for Rotation 2 dates in which there is both morning and afternoon classes NOTE Period 7 is not defined in D2 D7 as attendance will not be taken for sections of courses scheduled into period 7 Be aware that on some attendance screens for example Period Att Teams Group screen period 7 will be an option to record attendance against Revised 7 Aug 2009 Page 8 of 16 Back to School Fundamentals v1 2 Curriculum Based ver Elementary H Current Year Craigflow TU ATT TTT RRE OO OLE A AL SERBS SERRE SERRE ES SERRE REE SEGRE e8 TE GPA Module Grade The above screen shot is a typical Curriculum based school setup See the Course Based section previous for descriptions of fields Page 9 of 16 Revised 7 Aug 2009 Back to School Fundamentals v1 2 1 3 Rebuilding the School Calendar Path BCeSIS Start Screen gt Attendance Module gt Daily or Period Attendance gt Attendance Tumbles gt Tumble Calendar Maintenance This screen is used to define the period rotation and day that will be used for each instructional date in the school year Two processes are performed on this screen one is to populate all the dates schools will be in session Rebuild Calendar and the second is to assign specific Tumble Patterns and Days to specific dates The Date column shows all eat Edit Block Field Record Query Lock Helo Window The Tumble column instruc
6. chool Information gt Staff Maintenance gt Staff Details This time of year is an excellent opportunity to add and or delete Teachers who are no longer at your school you cannot deleted teachers if they have a section or homeroom assigned to them See School Setup documentation for a complete list of information on setting up staff 6d Staff Details i poor ror roe re PEPE eT ES EEEE DAWSON MOUNTAIN SEC SCHOOL B ni ER 17 il j JHA Plo on Filter your staff view with these 3 radio buttons Required fields for A adding a Teacher Peame Steve e Last Name e First Name e Initials no two staff can have the same initials e Gender Assigned Room pulls from the Room Maintenance screen The system does not consider the Assigned Room to be connected to the Homeroom however it is used with the Master Timetable Builder This field is optional SAdiem Steve PPaod44ey 95198 George Town Square Prince George BC VEY TIS A Indicate here with a ee ee check mark if this staff member is a teacher Filling in values for Grades Taught does not restrict this teacher from teaching other arades optional Make det vear Colour Plate SS es CS eS eS es SE Curr Subject Access is a valuable tool for curriculum based schools allowing optimization of the Mark Entry screens for teachers by assigning
7. dvisable to contact the BCeSIS service desk prior to making changes e Year Current school year based on the date of the beginning of the school year e Semestered should be checked for all schools Homerooms and many reports require this to be checked e Number of Semesters the number of semesters This example shows a school with 2 semesters e Terms are always within a semester and are for defining when courses start and end This example school has 2 semesters 18 weeks in length and also offers 9 week courses therefore 2 terms would be defined as indicated in the above screen shot This will create 4 terms in total for scheduling purposes NOTE These DO NOT define how often report cards are handed out e Days defines how often sections of courses meet Everyday 1 day defined every other day 2 days defined every 5 day 5 days defined etc etc e Periods the number of periods used for scheduling sections of courses This should include all regular school periods as well as periods for sections of courses offered before and after school Revised 7 Aug 2009 Page 6 of 16 BCeSIS Back to School Fundamentals v1 2 Gappcnning ndear Adhdevetiems e Use Lunch not used e Number of tumble patterns the number of unique period rotations at a school these will be entered into Area 2 Area 2 e Tumble Patterns the various rotations of periods that will be used at the school These define what
8. ep for each grade level Revised 7 Aug 2009 Page 14 of 16 Back to School Fundamentals v1 2 Steps Key Points Action Edit Block Field Record Quer Lock Help Window Select the grade and homeroom for which the teacher should be able to enter marks If the teacher is not assigned to a homeroom CHP CHILKAT PRAIRIE diem Bernie lust select the grade Ci eo _ Grade 1 24097 Adlem Hernie z Pg Statt Details a C T tri min mi 5 T bje ct 4 Fine Arts Eto 7 19981 Physical Education Kto 7 1995 Adlem Bernie Fine Arts Grade 1 Physical Education Grade 1 Dance Grade 1 Added All Drama Grade 1 167893150 Music Grade 1 _ 476 Tundra Ct Visual Arts Grade 1 Mathematics K to 7 1998 hlathematics Grade 1 Personal Planning Kto 7 19 Remove All Personal Planning Grade _ Science K to 7 1995 Highlight a subject or skill in the left eee eee hand box and click the Add button Only marks and comments entered on a level with a and a capital letter print on the Report Card E PFF Pr errs Photo StaffRoles Qual Timetabling Medica assign specific Curr Subject Access DEL Curriciculum Access to a teacher click on the Curr Subject Access button 4 Once you have completely finished and saved exit twice to return to the Staff Maintenance screen Revised 7 Aug 2009 Page 15 of 16 Back to School Fundamentals v1 2 1 8 Mas
9. incym Regular sfear SoH identify individual aoo aE of 22 crump Fred ol cidsgroom Regular Funt POAN homerooms 1005 1 30 20 Dickson Bet ickson Bert classe Regular Regular Full Ti gt 1006 1 30 28 Edwards Phil dwards Phil Jaf Music Room Regular Regular E E 1007 1 3 Chin Tracy art Room 210 Hepecial F Futi gt To begin assigning students oos 1 22 chats Chaffee Patricial 2 eiten fiat tet E m to homerooms click on this 0 30 _ofFazarena Alasta f snop Regul Full ti mE button a O S S G zA j A 7A OO 32 EC Sc A a KCN ULL Click here to associate Additional Teachers with this homeroom i e Team Teachers eee ome Room ome Room Change Log Log fl fl Number of seats in this homeroom This number indicates the of students assigned to this homeroom The Used can exceed the of Seats When students are mass assigned they are evenly distributed Choose Full time or Half Time A selection must be made for attendance to be taken Classes such as Kindergarten that are designated as Half Time should indicate so and whether it is AM or PM Home Room List knot Homeroom Maint Choose the best fit for Class Type Optional Foo oa Click on the to choose the teacher This list is populated from the Staff Maintenance screen Monitor changes made to Choose the r
10. ng Resource Centre Revised 7 Aug 2009 Page 4 of 16 Back to School Fundamentals v1 2 BCeSISmm Supporting Student Achievement 1 1 Non School Days Current Year Path BCeSIS Start Screen gt School gt School Information gt Non School Days This screen is used to identify calendar dates when attendance will not be taken This data is required for attendance reporting and other areas of the system where dates must be used in calculations Non School dates display in green on the attendance calendar and attendance cannot be taken on these days Click the ADD button lower right Enter the calendar date of the non school day Ta Non School Days Select Current Select a non school day reason from the dropdown list of values DAWSON MOUNTAIN SEC SCHOOL Mon School Date DOARME Thanksgiving Day Will allow the non school days from this school to be copied to one or multiple schools of the same Type as defined on Phool ets e a a found at the destination school which do not exist at the copied school will not be affected Important Dates can be added to Non School Days for unexpected reasons such as School Closings Entry or other non school day occurrences while in the Current School Year The date will automatically be removed from ATT205 FMX Attendance Tumbles when using either SCH215 FMX Non
11. ool There are 3 options by Grade by re m 6 2 Grade 12 itirttes A Homeroom or by Minutes ff ee lt a 7 Graduated Adult ooo oa E er Serman i Homme a Hs home SchoolRegistration Home gt F SU v Secondary Ungraded Homer mi NOTES Use GA for newly admitted students to your school who are now adults and have graduated GR is used for students transitioning from grade 12 to a graduated status Only use GR on the Pre Transition List Never give a student an admit code of GR during the admission process Returning grade 12 students must have a grade of 12 or GA Revised 7 Aug 2009 Page 12 of 16 Back to School Fundamentals v1 2 1 6 Homeroom Maintenance Mandatory for Schools taking Daily Attendance Optional for all others Path BCeSIS Start Screen gt School gt School Information gt Homeroom Maintenance The Homeroom Maintenance screen lists all information relating to each homeroom setup at the school Schools should review this setup for accuracy a Home Room Maintenance For the typical elementary school no semesters will be set up so enter a 1 here to CHP CHILKAT PRAIRIE ELEMENTARY represent a full year setup Ti SAS 30 23 Haraga Brenda ol clessroorr tRegular_ HalfT Be 1002 1 A o 18 Bruxeie Lee Porta Regular Full T Re Enter up to 6 characters to aoa aE aof 22 adler Bernie 2iyqa
12. ool Fundamentals v1 2 Sappig Bachan Adice Contents OVEN ae ecto cet E E E E EE A 4 1 1 Non School Days Current YOaP ccccccccccececseceeeeeceeeeeeeseeeeseceseeeesgeesaeessueesanes 5 1 2 Setting up Attendance TUMDIES ccccccccccccsseeeececeeeseeeesaneeseeeseecsueeseessueenaaes 6 1 3 Rebuilding the School Calendar visstedecsoetanen codeinnadscbscensiduan tateveeneettetwntdsencesecaseventdess 10 1 4 Add and Delete Teaching Staff to Reflect the New School Year 0004 11 1 5 Grades and Catchments ReVICW ccccccccceecceseeceeeseeeeseeeseeeesaeeseeesseeseeeeees 12 1 6 Homeroom Maintenance Mandatory for Schools taking Daily Attendance Optional for all others 0 0 0 0 ccc cece ccc eecceeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeaeeees 13 1 7 Assign Curriculum Subjects For K 7 schools using the BCeSIS Curriculum Model for Mark Entry cccccccceeccseceeeeeeeseeeeeeseueeseeeseeeseueeseesaeees 14 1a Mass Regis 52 6 ee en ae ee ie ee 16 z Oa z P 1 3p L J n E A pik b Back to School Fundamentals v1 2 Sopporting Sosdent Achievesneni Overview The intention of this reference guide is to review the fundamental setup and processes that need to be completed by schools before and at the beginning of the school year Further material on other topics relating to tasks occurring at the beginning of the school year such as Admit Register No Show etc are available on the ISW Learni
13. oom from the drop down list populated from the Room screen this screen by clicking this button Note The Staff Maintenance and Rooms setup must be complete prior to setting up Homerooms Revised 7 Aug 2009 Page 13 of 16 Back to School Fundamentals v1 2 1 7 Assign Curriculum Subjects For K 7 schools using the BCeSIS Curriculum Model for Mark Entry Follow these steps to allow team teachers or teachers without a homeroom to enter marks for specific curriculum subjects i e PE Math Art Teachers For information on how to set up Team Teachers see Team Teachers QRG Steps Key Points From the BCeSIS Start screen select School gt School Information gt Staff Maintenance Select a teacher from the list or add a new teacher by clicking the Add button and completing the mandatory 1 Click on the Staff Details button followed by the Curr Subject Access button 2 At the top of the Curriculum Subject Access window select the appropriate Grade and Homeroom for which the teacher should be able to enter marks If the teacher does not have a homeroom just select a grade 3 Select the curriculum subject areas that the teacher should be able to enter marks and comments for by highlighting and clicking the Add button Once all the subject areas have been selected for the particular grade and homeroom click the Save button If a teacher teaches a subject for all grade levels in a school i e a Music teacher repeat this st
14. order periods show up on a given date for the purpose of taking attendance e All periods must be defined in D1 Note Although the Tumble Patterns are referred to as D1 D2 etc it is maybe helpful to think of them as Tumble 1 Tumble 2 etc Area 3 e Period and Length each period must have a period length defined These settings are used to determine full or part time status Note this does not effect 1701 calculations Area 4 e This will be visible if enabled in Company File settings Example In order to assist with the understanding of Attendance Tumbles the following scenario is provided Keep in mind this is a SAMPLE school setup there is no one way to set up period rotations In this sample school there were 7 periods used for scheduling sections of courses e Periods 1 4 are regular periods during the school day e Period 5 is used for sections of courses that start before the regular school day e Period 6 is used for sections of courses that start after the regular school day e Period 7 is used for sections of courses where attendance is not recorded e g Grad Transition and Daily Physical activity Additionally e Periods 1 amp 2 flip 1 On one date period 1 is first period of the day and 2 On another date period 2 is the first period of the day e Periods 3 amp 4 flip 1 On one date period 3 is the third period of the day and 2 On another date period 4 is the third period of the day The first step wa
15. s Registration Path Attendance Module gt Period or Daily Attendance gt Verify Registration gt Verify All Students Supporting Student Achievement gt Mass Registration Verification In order for attendance to be recorded students must be registered This process will register every student in your school Mass Registration can only be run once a year It can be run before on or after the first day of school If run after the first day of school be sure to use the actual first day of school as the Default Registration Date Any students who should not have been registered during the mass registration process can be easily reverse registered at a later date as a follow up step The Default Registration Date will be the date used for all registrations unless otherwise indicated by the radio button options selected below a Use admission date as the registration date J Do not register these students Future admission options When this subset of students current admission date is a oe aa greater than the default se the existing registration registration date entered the students future admission Delete registrations and re register Delete the registrations and re register Use the existing registration Note As illustrated the bottom radio buttons of each set of two are the default options Choose other options based on the information provided
16. s to draw a table and enter all The second step was to plot the rotations of the periods regular day periods rere Used Periods 1 Rotation 2 Rotation _ a Revised 7 Aug 2009 Page 7 of 16 Back to School Fundamentals v1 2 The third task is to create period rotations in Area 2 to accommodate the before and after school sections These periods show up on some dates and not others Therefore there is a need to have all possible combinations defined pa Curent Year Dawson Mountain Sec Schooli ra 5 EEaSAcnrcMsS SEBEEBREESS5 SERRE eS858 SEBEEeRESS SERRE e8S BEBRBSe2ee085 SEBS 885 Seeeeueees LOOO g u u h i ee m inh on on h on in in g p pri TTT iim GPA Module GPA Module Grade The following is a description of how each of these Tumble Patterns will be used during the school year ry a fi a a D1 All periods used at the school must be included D2 Will be used for dates in which there is a morning class using Rotation 1 and no after school class D3 Will be used for Rotation 1 dates in which there is no morning class and there is an after school class D4 Will be used for Rotation 2 on dates in which there is a morning class and no after school class D5 Will be used for Rotation 2 dates in which there is no morning class and there is an after school class D6 Will be used for Rotation 1 dates in which there is both morning and
17. tional days in the school 7a Period Att Tumble Calendar Maintenance indicates the Tumble Pattern year DMS Dawson Mountain Sec Schoot s that will be used on that Date 01 SEP 2009 The Rebuild Calendar button populates the three columns with 1 All instructi dat instructions dates 2 All Tumbles set to 1 3 All Days set to 1 41 SEP 2009 65 SEP 2009 6 SEP 2009 7 BEP 2009 p SEP 2009 on The Day column indicates the Day that will be used on the corresponding date Sections where the day D attribute of the STDP contains a e 1 will appear on Day 1s e 2will appear on Day 2s e 0 will appear on All Days i e both Day 1 and 2 E E SL LLL s FU Rebuild Calendar G hl NOTE Rebuild Calendar uses the following information to determine instructional days School Details Days the school has classes School Schedule First and last day of the school year and Non School Days Steps to Rebuild Calendar Steps to assign Tumble Patterns and Days to all Dates 1 Click Rebuild Calendar 1 Under the Tumble column enter the Tumble pattern for that date 2 Click Save 2 Under the Day column enter the Day number for that date 3 Repeat steps 1 amp 2 for all Dates listed 4 Click Save upon completion Revised 7 Aug 2009 Page 10 of 16 Back to School Fundamentals v1 2 1 4 Add and Delete Teaching Staff to Reflect the New School Year Path BCeSIS Start Screen gt School gt S
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