NCVPS Checklist for Schools

Schools agree to take on the following responsibilities when they enroll students into NCVPS courses.  Please follow these established guidelines closely to ensure student success.  

Prior to the First Day of Class

______ Find our calendars here: http://www.ncvps.org/index.php/calendars-2/  

______ Browse our Frequently Asked Questions (FAQs) pages.

              FAQs for Schools and Districts can be found here: http://goo.gl/mMdDj 

              FAQs for Students and Parents can be found here:  http://goo.gl/X8Amo 

______ Update your contact information in the registration system. This link shows how to do that:  http://goo.gl/HKkam 

______ Sign up for the NCVPS e-lert: NCVPS sends out a weekly (or as needed) update on NCVPS processes and procedures. We send the e-lert directly to our district contacts, and we urge e-learning advisors and other school and district stakeholders to sign up for this resourceful email.  Sign up here: https://goo.gl/2mhDr1 

SUMMER SCHOOL

______ Students must have a school or district contact for summer.  It is imperative that students know who to contact at the school or district level during summer school.  If there is a new ELA for summer, be sure that all enrolled students have that person’s contact information.

 

______ Inform students of the time commitment

Summer School:  3-5 hours of work each day (depending on the course), Monday through Friday. You must have daily access to the Internet for the duration of summer school.  There are no exceptions made for students who attend camps or go on vacations where they do not have access to the Internet.  

Fall and spring block courses:  90 minutes of work each day (depending on the course), Monday through Friday.

Yearlong courses: 50-60 minutes of work each day (depending on the course), Monday through Friday.

Weekends: That’s right! Just like in traditional school, students may have homework over the weekend. We don’t have any due dates on weekends, but students may need to study for a test, read your novel, or work on a project.  

 

______ Ensure that students have their own email accounts.  You will need a student email address to register a student.  Please do not use the ELA’s email to register students.  It is imperative that teachers have an accurate email and telephone contact for their students.  A student can use an email account provided by your district, or a student can set up an email account through Hotmail, Yahoo, Google, Gaggle, etc. 

If you do not use the student’s correct email address, the following issues will occur:

1. NCVPS teachers will not have the correct email address to contact students. It is imperative that our teachers have this. It helps ensure the success of your students.

2. It enrolls the staff member's email address into the class forums. Students will not get their forum updates, and the staff member's inbox will be flooded with updates.

3. If a student forgets his or her password, the student can’t use the password reset function on the Canvas login page.

_____ Give your students their usernames and passwords when you register them.  NCVPS does NOT send passwords to students.  ELAs have access to this information in the registration system.    Follow this link to see how to access student login information:  https://docs.google.com/View?id=dfwwcvfq_1771f4f883gj 

Ask your students not to change their passwords without letting you know.  This has caused problems for ELAs when they want to access students’ gradebooks only to discover the students’ logins do not work because the password has been changed.   

_____ Sends students to our Getting Started for Student webpage. The link is here: http://www.ncvps.org/getting-started-as-an-ncvps-student-newformat/  

_____ Make sure that student computers meets our tech requirements.  Students will not be successful in their online course with their computer meeting these technical requirements, using the right internet browsers, and having the proper plugins.  There’s not usually a cost with any of the basic internet plugin and updates (like Firefox, Adobe PDF, Java, etc.).  If students are taking their online course from home, be sure that their home computers meet these requirements, too.

_____ Advise your students to go through either the Canvas orientation before classes begin.  Find directions for our orientations here.

https://ncvps.instructure.com/courses/1032 

These are “early bird” orientations that will help students become familiar with the Canvas environment.  Students will also have a more in-depth orientation within their courses.

______  Confirm that your students are enrolled in the course and not waitlisted.  If students are waitlisted, they may get into the course if new sections are opened OR if other students enrolled in the course withdraw from the course.  No students will move off the waitlist after the10th day of a course.   

______ Visit the NCVPS Website  

Follow this link to our website: http://www.ncvps.org/

At our website, you can find all of our Quick Reference Guides here:

https://ncvps.org/quick-reference-guides 

______ Contact the Virtual Support Center for help when you need it. 

1. Navigate to the site: http://www.help.ncvps.org/ 
2. Click on "Open a New Ticket."
3. Fill in the required fields.
4. Be sure to describe your question or problem with detail.
5. If you are opening a ticket for a student, be sure to include the following:

       student name
      userID (NCWise #)
      course the student is in
      instructor's name

Your ticket will be resolved by a Support Center technician or escalated to the appropriate staff member.  An NCVPS representative will respond with a resolution.


_____ Be aware of course prerequisites.  
Click here or go to this link to see the course prerequisites:    https://docs.google.com/document/d/1Rz8weICbMJg_p_6wBT8Sit8BEL2XID_c7A-5ucQOLcw/edit 

_____  Order the necessary textbooks and materials for your students.  Look for the “Textbooks and Materials” in the ELA Portal.  Districts and schools are responsible for all textbooks and materials.  Typically only our AP courses require textbooks, but some courses may need software or materials.   

Click here to see the textbooks and tech requirements. 

Be sure to look for courses that need a textbook and see if any of your students are enrolled in those courses.  You might call other schools in your district who have enrolled students with NCVPS to see if they have any textbooks that they will not be using.  This could save your district money. Create an inventory to keep track of the books previously ordered to reissue to current and future students. For science labs, you may need to solicit the assistance of a science teacher who can inventory the lab materials and equipment needed and facilitate students for designated labs.  Much of the lab material can be found in an ordinary kitchen.  

_____ School and district technology must check URL list.  Click here to see our URL list for courses.

_____ Use NCVPS Course Codes.  Be sure that your data managers use the NCVPS course codes.  Middle school students must use the Z-course codes.  For instance, 2023Q is Algebra 1 for high school students.  2023QZ is for middle school students.  Middle school students will get high school credit with this course code still, but they can only enroll in Z courses. Course codes can be found in our catalogs here: http://www.ncvps.org/index.php/courses/catalogue/ 

_____ SAR Data School data managers will find the NCVPS SAR data in the NCVPS enrollment reports and grade reports.  E-learning advisors at the school will be able to help the data managers access the enrollment reports.

Data managers will need to manually enter the NCVPS teacher SAR data into PowerSchool.  

 

Schools will use the PowerSchool UID for NCVPS teachers instead of their social security numbers.  

 

Enrollment reports and grade reports will open into an Excel spreadsheet. Scroll to the right of the spreadsheet to access the SAR data (see below).

 

Please note that most HQ errors are due to a data input error or a spreadsheet sorting error on the school's end.  Please confirm that the correct UID has been used.  In addition, sometimes a school will misread the spreadsheet and enter the wrong teacher for a course.  If you accidentally enter the Latin teacher's data for an English course, it will naturally come back as non-HQ.

  Click here or follow this link to see how to run your enrollment report:  http://bit.ly/eG9PVl 

_____ Create a group or individual email contact list for studentsThis is important for quick contact of your students who are taking online courses.  This is especially useful during summer school.

Test their email addresses before the semester begins.  Be prepared to make contact once a week to check on progress, concerns, or questions the students have.  

_____ Double check your roster.  If you are unsure how to run your enrollment report,  click here or follow this link to see how to run your enrollment report:  

https://docs.google.com/document/d/1CB-byCEXu_Ap1TJQQ8vKhB53t7iD3vgmD2t_u0TNEGE/preview

Check the "Status" column on the far right of the spreadsheet to see if students are "enrolled" or "waitlisted."  Students may move off the waitlist through the Day 5 of the semester.  If you see any students who are enrolled who you know will not be taking the course, then please drop those students right away.  This will help other students move off the waitlist
 
  

First Day of Class

_____ Create group emails for teachers and establish contact with them. Teacher contact information will be in the enrollment report.  As soon as a teacher is identified for a section, you will see that in the system. 


_____ Ensure students can log in and access course.

If students are having login difficulty, contact the Virtual Support Center: http://www.help.ncvps.org/  Fill out the online ticket for a quick response.  

If there are issues with OSU, contact their respective personnel at 1-800-423-6493 german.online@okstate.edu
    

4th Day of Class   

_____ Check the Day 3 Student Status (No-Show) Report.  NCVPS will post the Day 3 Student Status in the Reports section of the registration system.  This report is an early warning notice that identifies students who have not logged into their courses by Day 3.  Make contact with the parents and students who have not logged in.  Determine the next steps for them.  If you confirm that the student is not going to take the course, please drop them from the course in the registration system.  This will help other students move off the waitlist.

5th Day of Class for Summer School

 _____ Last day to add students into summer courses.  During the fall and spring semesters, schools can enroll until the tenth day of class, but during the summer session, the last day to enroll is the fifth day of class due to fast-pace of summer. Please be aware that students who enroll late are expected to make up all of the work that they missed.  Late additions will typically need extra support from the school to catch up. 

8th Day of Class:

_____ Day 7 Student Status  This report will be posted in the registration system. It is the last warning notice that identifies students who have not logged into their courses by Day 7.  Make contact with the parents and students who have not logged in.  Determine the next steps for them.  If you confirm that the student is not going to take the course, please drop them from the course in the registration system.  This will help other students move off the waitlist.

 10th Day of Class 

 _____ Last day to add students into courses.  Please be aware that students who enroll late are expected to make up all of the work that they missed.  Late additions will typically need extra support from the school to catch up.

_____ The last day for a student to drop a course(s) without penalty.  Remember that the teacher cannot drop the student.  The ELA must drop the student in the registration system.   

_____ Make contact with your testing coordinator to see when you need to order EOC/CTE tests for your students enrolled in courses with state mandated EOC/CTEs. 

If your school offers after school or weekend reviews for EOC/CTE tested subjects, please invite your online students to participate in these reviews.

Last Day of Class

_____ Last day of courses.  Students will not have access to their courses after this date.  The grade submitted to you for students in EOC and CTE courses will be 75% of the student’s final grade.  You will need to factor in the remaining 25% from the students EOC/CTE score.

_____ Administer EOC and CTE exams.  Your school will administer all EOC and CET exams.  Be sure to use the NCVPS course codes for those exams.  

Final Grades Posted  

See the calendar for exact date: http://www.ncvps.org/courses/calendars/

_____   Check the Reports section in the registration system for grades

Graduating Seniors 

ELAs may contact teachers early for grades for graduating seniors.  Teachers can only accommodate this request for graduating seniors.

Throughout the Semester

_____ Check for marking period grades, report cards, and mastery charts. 

See the calendar for exact dates: http://www.ncvps.org/courses/calendars/  

Interventions for Low-Performing or At-Risk Students

If you have students who are low-performing, under-performing, or at-risk for any reason, NCVPS has a number of intervention strategies for districts and school to follow.

Teacher Expectations

We want districts and schools to be aware of our expectations for teachers. They will contact the school often about student performance and participation. This is one of the expectations that we have for them, so please be prepared for that.  Here’s a partial list of our teacher expectations:

 

NCVPS Teacher Communication Checklist

Checklist for Daily Tasks

 

Checklist for Weekly and/or Biweekly Tasks