STIOffice Summer Schl Grade Setup and Entry Exprting Students int Summer Schl Each student wh will be attending summer schl at a site ther than his/her hme schl must be exprted t the summer schl database. T d this, g t Students Add/Edit Student Infrmatin and perfrm the fllwing steps: Highlight a student wh is ging t summer schl and click n Change. Enter a Ge Cde. Suggested cdes include the receiving schl s initials r schl cde. Users are advised t limit the cde t 3 characters r less. Click OK t save. G t Utilities Student Exprt Outging. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 1
Select the All Students filter. Select a Ge Cde fr the students t be exprted. Only students wh have matching Ge Cdes will be exprted, regardless f the filter selected. If exprting t mre than ne schl, check Custm File Extensin and enter the Ge Cde in the text field. Nte the Path. The transfer file will be created and stred in this lcatin. T change the Path, type in a new ne r click n the buttn and brwse t select it. Select Student and Guardian+ in the Student Data t Exprt area. Click Apply t create the transfer file. The prgram will create a Transfer.zip file in the lcatin specified in the Path field. If Custm File Extensin was selected, the name f the file will be Transfer (Custm File Extensin). This file may be e-mailed, cpied t a disk r placed n a cmmn netwrk drive fr retrieval by the receiving schl. Creating a Database fr Summer Schl Tracking At the summer schl lcatin, the user must create a separate database fr summer schl grades, attendance, etc recrding. T create a summer schl database, the user must first create a summer schl directry. This may be created n the lcal drive fr individual use nly, r it may be created n the netwrk fr multiple user access. Examples f summer schl datapaths are listed belw. Lcal user nly: C:\sum07 Netwrk users: F:\sum07 Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 2
Cpy all.tps files frm the current year installatin f STIOffice int the newly created summer schl directry. In this example, the current year installatin is lcated n the K: drive and the summer schl directry is lcated n the C: drive. T access this data, lg in t current STIOffice installatin and g t Utilities System Utilities Manage Multiple Datapaths. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 3
Click Insert and enter the schl name and data path. In ur example, we will call use the name Summer Schl 07 and the datapath C:\sum07. Make sure t check the Shw this Windw at Startup bx and click OK t save. The next time any user n the current wrkstatin clicks n the STIOffice icn, a windw similar t the ne shwn belw will appear. Highlight the apprpriate datapath and click Select. Once lgged in, the user must t enter the summer schl setup infrmatin. T d this, g t Utilities System Utilities System File/Infrmatin. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 4
The fllwing fields are n the Schl Infrmatin tab: Name (example: Summer Schl 07) System Passwrd (make this passwrd different frm the regular year passwrd) Terms: If in the regular year the schl is 4 terms, a term 5 wuld be added fr summer schl attendance and grade reprting. If the schl is a 2-term schl, add a term 3, etc. D nt be cncerned with the number f perids. On the System Infrmatin 2 tab, make sure t remve any checkmarks in the SETSWin Installed, SETSWeb r STIHealth Installed checkbxes. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 5
Creating New Teacher Inf and Lgins If yu will have teachers in yur summer schl database wh are nt included in the current year database, yu will need t add them t the system. T d this: G t Teachers Add/Edit Teacher Infrmatin. Click n Insert t create a new teacher. The fllwing fields are required: Number First Name Last Name User Inf (including Cde, Passwrd and Grup) Imprting Student Inf T imprt incming students, g t Utilities Students Imprt Incming and d the fllwing: Check any student data t imprt. Nte: If the sending schl did nt exprt the infrmatin, the data is nt available fr imprt. If an errr ccurs during the imprting, click n Cancel t mve n. Select the path at which the Transfer.zip file was saved. Leave Imprt File Cmpressed checked. Check the Custm File Extensin nly if the transfer file has an extensin ther then.zip. New students may als be entered directly int STIOffice under Students Add/Edit Student Infrmatin. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 6
STIOffice Summer Schl Attendance Reprting T recrd summer schl attendance, g t Utilities Attendance System File and enter the beginning and ending dates f the summer schl term. Then g t Utilities Attendance Calendar and mark the summer schl term dates as schl attendance days. Attendance wuld be recrded the same way during summer schl as the regular schl year. STIOffice Summer Schl Grading If yu will be using the summer schl database t generate reprt cards either by hand-entering grades in STIOffice r by entering grades thrugh STIClassrm yu will need t create a grading perid fr the summer schl grades and then schedule students int curses. T d this: G t Utilities Grading System File. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 7
Click Insert and create a new grading perid fr summer schl. Make sure yu use a grading perid number that was nt used fr regular year grade reprting at the hme schl. In ur example, we used grading perids 1-4 during the regular year at the hme schl, s we will use grading perid 5 fr summer schl. All grades fr summer schl may be entered int the ne grading perid. Once the grading perid has been created and students have been scheduled, grades may be entered and psted thrugh STIClassrm mdule r entered directly in the student Grade file in STIOffice. Reprt cards are generated the same way as during the regular schl year. STIOffice Summer Schl Scheduling T recrd attendance and grades in the summer schl database, students must be scheduled int classes. Under Curses Master Schedule, access each curse that will be ffered in summer schl and mark the terms ffered t include the summer schl term and als the summer schl grading perid fr credit. Make sure t adjust the teacher name if applicable, and adjust the beginning perid if perid attendance will be reprted. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 8
STIOffice Summer Schl Transcripts A term fr summer schl grades shuld be created t huse the grades. Because the grading perid has already been created, the term setup is quite simple. G t Utilities Transcripts Terms and d the fllwing: Click Insert. The year 2007 shuld autmatically appear. Press the Tab key and enter 5 fr the grading perid. Then press the Tab key again. A bx shuld appear n the screen. Click OK. This will crrectly create the transcript term exactly the way the grading perid was entered. By creating this term, the summer schl grades will autmatically appear n the transcript after they are entered int the summer schl grading perid. Exprting Summer Schl Transcript Infrmatin T exprt transcript infrmatin electrnically fr summer schl students back t their hme schls, g t Students Add/Edit Student Infrmatin and perfrm the fllwing steps: Highlight a student wh attended summer schl and click n Change. Enter a Ge Cde. Suggested cdes culd be the receiving schl s initials r schl cde. Users are advised t limit the cde t 3 characters r less. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 9
Click OK t save. G t Utilities Student Exprt Outging. Select the All Students filter. Select a Ge Cde fr the students t be exprted. Only students wh have matching Ge Cdes will be exprted, regardless f the filter selected. If exprting t mre than ne schl, check Custm File Extensin and enter the Ge Cde in the text field. Nte the Path. The transfer file will be created and stred in this lcatin. T change the path, the user may either type in a new ne r click n the buttn and brwse t the path. Select Transcript in the Student Data t Exprt area. Student and Guardian checkbx will autmatically be marked t exprt and may remain marked. Click Apply t create the transfer file. The prgram will create a Transfer.zip file in the lcatin specified in the Path field. If Custm File Extensin was selected, the name f the file will be Transfer (Custm File Extensin). This file may be e-mailed, cpied t a disk r placed n a cmmn netwrk drive fr retrieval by the receiving schl. Electrnically Imprting Summer Schl Transcript Infrmatin Any schl that will imprt student summer schl transcripts shuld create a summer schl term befre imprting. This term setup shuld match the summer schl term setup exactly. T imprt student s summer grades, g t Utilities Students Imprt Incming. Check Transcript in the Student Data t Imprt area. Select the Path at which the Transfer.zip file was saved. Check Use Custm File Extensin nly if the transfer file has an extensin ther than.zip. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 10
Click Apply. Manually Entering Student Summer Schl Grades t Transcripts If yu did nt receive yur summer schl grades electrnically, yu will need t hand-enter the grades received nt yur student transcripts. Summer schl grades may manually be entered int student transcripts via Student Desktp Transcript r Add/Edit Student Infrmatin Transcript after the Summer Schl transcript term has been created. T set up the transcript term fr which yu will be entering the grades frm summer schl, g t Utilities Transcripts Terms. Terms may be identified similarly t the setup shwn abve. Be sure t d the fllwing here: Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 11
The year will be 2007 and yu must select a Grading Perid number that was nt used in yur regular year grade system file. Fr example, if the grading perids fr yur regular academic year are 1-4, yu might select grading perid 5 fr the summer schl term. Enter term Descriptin (example: Summer Schl 2007, as shwn abve) and enter starting and ending dates. Check Summer Schl bx. Enter grade Descriptin. Designate whether Grade Type entered will be Alpha r Numeric. Chse the apprpriate line in Grade fr Credit if this is applicable t yur schl. Click n Scales and attach the default scale t each grade level. Yu are nw ready t begin manually entering grades nt the transcript. G t Student Desktp Transcript r Add/Edit Student Infrmatin Transcript, select the student and then click the Transcript buttn. On the student transcript screen, place yur pinter ver a blank term bx and right-click with yur muse. The Add a Term buttn will appear in the bx. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 12
Click the Add a Term buttn. Yu will be prmpted t select a Term, Schl, and the apprpriate Grade level fr the student yu are wrking with, as shwn belw. Enter this infrmatin and click OK t save Yu may nw select curses and enter grades fr summer schl classes. T d this, enter data as fllws: Curse: Click the dwn arrw t view a drp-list frm t select a curse frm the valid curse file. If the curse taken in summer schl is nt listed in the valid curse file, the user shuld manually enter the name f the curse in this field. Type: Click the dwn arrw t view a drp-list f curse types frm the cde file. Select the apprpriate cde. Grade: Enter the grade earned fr the curse, then press the Tab key. All Wt. Additive, Wt. Mult., Standard, Numeric, Credit and Attempted inf shuld ppulate fr yu if the curse was selected frm yur valid curse file. If yu manually entered the curse name, the abve listed fields wuld need t be manually ppulated. Click OK t save. Repeat as necessary fr all summer schl curses. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 13
The Repeating Curse checkbx may als be marked t have the system ntate n the transcript that this curse was previusly taken by this student. Example Belw. Quick Reference Guide STI_0529071550 STIOffice Summer Schl Grade Setup and Entry 14