Counselor Training 24-25

August Kick Off

Madison City Support Center

mcaccesshelp@madisoncity.k12.al.us

SUPPORT CENTERS

Madison City Support Center

Carolyn Harvey - Director

University of Alabama Support Center

Nellie Christian - Director

Troy University Support Center

Casey Mack - Director

APPENDIX

Administrator and Counselor Information

• Requirements for Participating Schools
• 2024-2025 Calendar
• 2024-2025 Course List 9th-12th Grades
• 2024-2025 Course List 6th-8th Grades
• Downloading ACCESS Franchise Content
• Transfer Grade Policies
• Sending IEP, 504, EL Plans to ACCESS
• ACCESS Test and Term Exam Proctoring
• Enrolling and Dropping a Student in PowerSchool
• SPED Information
• SPED Accommodations
• Credit Recovery Form
• Assurance Form

Facilitator Information

• Add an Existing Staff Member as ACCESS Facilitator
• Advisor Dashboard for Facilitators
• Giving Facilitators access to Grades in PowerSchool
• Student Acknowledgement Form

*If you need to change a facilitator, reach out to your Support Center*

COMMUNICATION

• Review Emails
• Alert Reports
• Drop Reports
• Monthly Support Center Newsletters
• Quarterly ALSDE Newsletters
• Website

CLICK HERE FOR AUGUST NEWSLETTER IN CASE YOU MISSED IT!

COUNSELORS

• Enroll and/or drop students
• Serve as the main contact person
• Serve as liaison between stakeholders
• Monitor student progress in PowerSchool Cross LEA Current Grades
• Provide a list of IEP, 504, EL students for plan uploads in PowerSchool Special Programs
• Provide ACCESS information to student and parents
• Make sure your facilitators have access to Grades in PowerSchool for student averages�
• Remind facilitators to Monitor academic progress by regularly checking daily grades in Schoology dashboard

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STEPS TO ENSURE FACILITATORS

ARE LINKED TO STUDENTS IN SCHOOLOGY

1. Add an Existing Staff Member as ACCESS Facilitator in PowerSchool.**Staff Type does NOT count in State Reporting.**�
2. Submit the names, email addresses, and ALSDE ID numbers of SY24-25 Facilitators on your Facilitator Link.�
3. Facilitators must complete ALSDE Facilitator Training annually

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Small Section Courses: Sharing Across The Support Centers

Starting this year we will be sharing AP courses across the State to increase student enrollment and engagement. Please click here to see which Support Center will support which class.

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CR, H1, and H2 classes will also be created on an as needs basis by sharing across the Support Centers.

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If you have a class of more than 10 students, we can build a section with Madison City Support Center for local support, please email mcaccesshelp@madisoncity.k12.al.us if the need arises.

PLEASE HAVE YOUR PRINCIPAL SIGN OFF FOR OUR NEW SCHOOL DASHBOARD SO THAT YOU MAY UTILIZE UP TO DATE DATA AND STATISTICS FOR YOUR ENROLLMENTS!!

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Dashboard Authorization Form

ACCESS Sample Dashboard

Step by Step Instructions

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POLICIES

STUDENT ORIENTATION

• Student Orientation takes place at the beginning of EACH ACCESS Course.

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• Before a student can access materials and course content, students must complete and submit:
• ACCESS Student Orientation Acknowledgement sheet
• Student Information sheet

ACCESS SPECIAL PROGRAMS

ALL IEPs, 504 Plans and EL Plans MUST be submitted to ALSDE through PowerSchool Special Programs.

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• Counselors MUST provide a list of ALL students in these programs enrolled in ACCESS to your school/district person responsible for sending envelopes to Special Programs within one week of enrollment.
• ACCESS teachers will communicate with Facilitators about student progress.
• Consider having a Case Manager as a certified Facilitator to help monitor progress and accommodations.
• ACCESS does NOT offer Essentials Courses and courses CANNOT be modified. (consider using the Franchise Model)

ACCESS SPECIAL PROGRAMS - PROCESS

1. Counselor notifies the local school/district representative with the names of enrolled ACCESS students in Special Programs.
2. Local school/district representative sends envelope to ALSDE. �Sending IEP, 504, EL Plans to ACCESS
3. Support Center notifies the teacher of the students with Special Programs documents in PowerSchool Special Programs.
4. Teacher accesses document of their students through PowerSchool Special Programs and provides required accommodations.

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�TESTS AND EXAMS

• ACCESS tests and exams will be password protected.
• Student Testing must be proctored by staff at the LEA. Test Proctoring
• Every student MUST take all Term Exams.
• Passwords should NOT be given to Students.

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• *Students with specialized plans indicating that exams are exempt take precedence over this policy*��

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CREDIT RECOVERY (CR) STEPS

1. Your school MUST send in a signed copy of the Credit Recovery Assurance Form to your Support Center.�Credit Recovery Assurance Form

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2. Ensure your students have finished the full course and received at least a grade of 40 or higher for the portion they are requesting.�

3. Enroll students into the correct Credit Recovery (CR) course (high school core classes only)

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4. Students can only earn a max score of 70 in CR courses

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GRADES

• Current Averages can only be seen in PowerSchool Cross LEA Current Grades
• Facilitators and students can see individual grades in Schoology
• School districts can choose to enable parents and students to see grade averages in PowerSchool via a parent/student portal�
• Viewing Cross LEA Current Grades

GRADE APPEAL PROCESS

• Contact your Support Center’s Director within 30 days of the end of the term, if there is a final grade appeal:
• Madison City Support Center: Carolyn Harvey cdharvey@madisoncity.k12.al.us
• Troy University Support Center: Casey Mack cbmack@troy.edu
• University of Alabama Support Center: Nellie Christian jgchristian@ua.edu
• Final grade appeals will be handled by the Support Center on an individual basis for students with extenuating circumstances.

TRANSFER STUDENTS

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STUDENT WITHDRAWING FROM YOUR SCHOOL

• DROP students from CrossLEA enrollments (ACCESS) before they leave your school.
• The new school can enroll the student in the same section. The student’s work will repopulate in the previous section upon re-enrollment.

TRANSFER STUDENT ENROLLING IN YOUR SCHOOL

1. Contact your Support Center:
1. TU Support Center contact: Savannah Mathews samathews@troy.edu
2. UA Support Center contact: Mary Jo Cummings mjcummings@ua.edu
3. MC Support Center contact: Melissa Lee mwlee@madisoncity.k12.al.us

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2. Enroll student in section provided by the Support Center after you have completed the Google Form Provided and contacted the SC. �

3. Support Center will communicate with the teacher to determine where the student should begin. They will also send the transfer grades to the teacher. This grade will be put in place for each item the student does NOT need to submit.

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GOOGLE FORM: COURSE NEEDS

REMINDERS

1. Courses will open for enrollment in PowerSchool SIS in�August for Fall enrollments.�
2. Counselors may go directly to PowerSchool SIS and enroll students, if courses are available. �
3. If a course is not available in PowerSchool SIS, the counselor can use their school’s Google Form: Course Needs to request needed courses or email your support center. Sections should be available in PowerSchool SIS within 24-48 hrs after a request has been made once enrollment has opened.

COURSE NEEDS GOOGLE REQUEST PAGE

If your school needs additional courses, add a course at any time using the “Add Course Needs Here” link.

CCourseCourse C

�COURSE NEEDS REQUEST FORM

ENROLLMENT PROCESS

ENROLLMENT PROCESS IN POWERSCHOOL

1. Make sure you are in the correct academic year: 24-25 Year

2. Select the Student you want to enroll.

3. Go to School Enrollment>Cross LEA and select Enroll in Another LEA

4. Select the following:

LEA: ACCESS

School Where Class Is Held: (Choose your Support Center)

Select Facilitator: (Choose the Correct Facilitator)

Enrollment Date: (Must be at least the first day of the term)

5. Search for the Course needed.

6. Double check the Section Number for correct Term and Portion.

7. Click Enroll. �*If you selected the incorrect facilitator, contact your Support Center. DO NOT DROP THE STUDENT*

8. After start date, the class will populate into Schoology within 24 hours

ENROLLMENT

USING MASS ENROLLMENT:�ENROLLING MULTIPLE STUDENTS AT ONE TIME

TERMS EXPLAINED

TRADITIONAL TERMS

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BLOCK TERMS

CREDIT RECOVERY TERMS

24-25 Calendar

Click

Here

For

Calendar

ALSDE-CROSS LEA STATUS REPORT

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• An Enterprise Report is designed to give status updates and information surrounding students involved in a cross LEA enrollment.
• Contact your district administrators:
• for permissions to view Enterprise Reports
• for training

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ALSDE-CROSS LEA STATUS REPORT

Franchise Model

What is the Franchise Model?

• Free content for schools.
• School provides teacher and runs the course from own Schoology instance.
• School is responsible for course and posts the grade.

Why use the Franchise Model?

• Transfer students
• Students who cannot complete course because of extreme circumstances
• Example: medical emergency
• Novice Teachers who are new to the field/content area.
• Supplemental Content for ALL teachers, experienced or new.
• Provide Credit Advancement opportunities for students.

Directions for downloading content from ALSDE. Fill out this Link.

Facilitators

Facilitator Process

1. Email us at mcaccesshelp@madisoncity.k12.al.us indicating your interest in becoming an ACCESS facilitator. Include the following:
1. School system and name
2. Your first and last name
3. Your ALSDE ID number (can be found here)
4. Your school email address
2. Login to ALSDE PowerSchool Professional Development 
• Register for Course #319580 Section #50386
3. You will receive an email from the state department with facilitator training information.
4. Complete both modules in the training course. (Successfully pass student orientation with 90% and facilitator certification with 100%)

Facilitator Dashboard

1. Log in to accessvl.schoology.com 
2. Go to TOOLS>>ADVISOR DASHBOARD

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�3. Search the name of the student (type first or last name)

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4. A Summary of the student’s courses will show.

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5. Click the Grades tab. You can Download the Student Report. It will display a list of the student grades.

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�6. Click each course for grade details.

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**For a student average in a course, log in to PowerSchool Cross LEA grades to see averages. Click here for Cross LEA Grade instructions.

If you have less than 10 students, you will NOT have the icon at the right.

Facilitators Group

Join the MC Facilitators Group in accessvl.schoology.com!

ACCESS CODE:

6KH6-Z2FS-7DWK9

Monitoring Students

• Collect Student Acknowledgement Form from each student. 
• Acceptable Use Policy & Student Photographs
• Students not allowed in pictures, please let us know when we visit.
• Student Orientation is located in each course.
• Complete the five question Student Orientation Acknowledgement.
• Complete the Student Information Sheet and upload to course. 
• Supervise students in the online classroom making sure they stay on task.
• Assist students logging in and navigating their courses.
• Monitor academic progress by regularly checking grades.
• Attend monthly Facilitator Meetings.

Student Schoology Login

Log In Directions:

For the 2024-2025 school year, the username for the student will be their SSID number. This is the 10-digit number on their student record for all RETURNING ACCESS Students.

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New Students will follow the same pattern with 2024 at the end.

(Student: Mickey Mouse)

The password will be the following combination:  

(all lowercase) 

First two characters of first name 

First two characters of last name 

Last two characters of first name 

Last two characters of last name 

�                 Select Log in Button

1234567890

mimoeyse

All classes are on ACCESS Schoology.

The web address is accessvl.schoology.com.

“Private ACCESS” Error Message

1. Students will get this error, if they try to access Materials but have not completed the Student Orientation activities in each course.
2. Students must complete BOTH of the following activities:
1. ACCESS Student Orientation Acknowledgment
2. Student Information Sheet (must upload to course)
3. Students will download, complete the Student Information sheet, save, and submit the completed assignment before Materials will be available.
4. Students must do this for each ACCESS course they take.

Upcoming Meetings

Click Here

Password: MC2024

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MEET OUR TEAM

Coordinator

Carolyn Harvey

Instructional Specialists

Shannon Bentley - CTE

Melissa Lee – Social Sciences

Jennifer McCain – ELA, ELA Electives

Ashley Strode – Science, Health, PE

Andrea Wilkinson – World Languages, Math, EAL Electives

Success Coaches

Charlene Deakyne - Math

Kim Holmes - ELA

Macie Couey- IEP, 504, EL Students

Bookkeeper

Lindsey Barrett

EAL – Elements of Art Literacy

ELA – English Language Arts

Data Support Manager

Sheri Smith

Teacher Evaluator

Gerald Franks

256-774-4609

Mcaccesshelp@madisoncity.k12.al.us

QUESTIONS AND REVIEW

mcaccesshelp@madisoncity.k12.al.us