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New WVEIS Kickoff

Tips for Administrators, Summer 2022

Jump To:

View this presentation at bit.ly/3QMS8PF

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Setting the Scene

This is a new system.

  • Same data, students and purpose
  • New platform (not green screen)
  • New programs & processes

Our commitment as WVEIS contacts and C&I team:

Help you transition as smoothly as possible, making the best use of new capabilities along the way!

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New WVEIS Timeline

  • Promotion to FY23: Complete at MCS, ongoing in WV
  • Backups of MCS schedules, etc: ongoing at county office
  • State development, error checking: ongoing
    • alert us if you see errors in the Sandbox
  • Final full-system backup
  • Transition to new WVEIS: Approximately (likely shortly after) July 14

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New WVEIS Training

  • MCS WVEIS Help Center: https://sites.google.com/boe.mono.k12.wv.us/mcs-wveis2-help
  • WVDE WVEIS Support (also linked from MCS Help Center): https://wveis.k12.wv.us/wveis/support
  • Administrator TEAMS trainings:
    • July 7, 9am: Introduction to the New WVEIS
    • July 13, 1pm: Enrollment & Scheduling Changes
    • July 21, 9am: Discipline & Reports
    • July 28, 9am: Attendance & Special Education
  • 261 School Secretaries: WVEIS Helpdesk training on Enrollment June 13, 9am
  • 220 School Secretaries: Led by Scott and Courtney on staff development day
  • High School Counselors: August 11 TEAMS training with WVEIS helpdesk
  • Training materials for Teachers, Special Educators, etc. in progress
  • Additional Trainings throughout the year as new tasks are needed (example: Scheduling)

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Signing in to the New WVEIS

Practice with the WVEIS 2.0 Sandbox: mon-demo.sis.k12.wv.us

First, click "Sign in with SSO"

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Then, use your k12 email & password (or WebTop credentials) to sign in

Request a password reset here if needed (will also change your O365 login password)

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Navigating the New WVEIS

3 Ways to Find Your Way:

  1. Click menu buttons, similar to green screen menu selection
  2. Set Favorites
  3. Type “call letters” in the launcher

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Today, select…

  1. Student Information

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  • SIS Administration
  • School Navigation
    1. Most school tasks start here
  • Students
  • Student School Info (SSTU.103)

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Use the Right Sidebar

  • Application launcher: type call letters to directly open an application (e.g. SSTU.103 opens Student School Info, like old STU.301)
  • Home tab: opens WVDE page
  • Favorites tab: personalized bookmark page for favorite menus and applications
  • Open applications tabs: click to switch between current applications - no limit to open applications!
  • Expand/hide window buttons: click the arrows pointing the direction you want to move the barrier

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Anatomy of an Application Window

(on the left in Student School Info)

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Explore School Student Info

Search by anything

Check your school, year, and term

Filter by anything

Export to Excel (but protect privacy)

Grades look different…

Enrolled/not enrolled

Full WVDE Guidance document:

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Find more at https://wveis.k12.wv.us/wveis/support

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Enrollment Changes: Enrolling a Student

Enrolling a student from elsewhere in WVEIS:

  1. Press F6 or click "Add" in School Student Info (STU.103)
  2. Search for existing students (pop-up on Student ID)
  3. Click student to import

Enrolling a NEW student:

  1. Press F6 or click "Add" in School Student Info (STU.103)
  2. Enter name and birthdate. WVEIS will double check for possible duplicates.
  3. Finish entering enrollment information

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Enrollment Changes: Updating Enrollment Record

Updating the Enrollment Record

  1. Enrollment codes will change - use the pop-up to see all options & descriptions
  2. Grades are now entered without a leading zero. Kindergarten is grade 0, Pre-K is grade -1
  3. Track will be "01" for all MCS students at this time
  4. FTE is based on enrollment status. Only "part-time" EC students can have less than 1.0 FTE
  5. Leave Auto Enrollment checked
  6. Blank Next District/School assumes the default progression
  7. Effective date is TODAY by default. Only enter date for retroactive changes.

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Adding Family Information

The best way: Add to existing family

  1. Family tab
  2. Search by parent, sibling, address, phone, etc
  3. Select permissions at top
  4. Click family to add
  5. Check and click SAVE!

If NO existing family record:

  1. Click “Create a New Family”
    1. Last, First (can include more than one parent)
  2. Add parent
  3. Create new person ID�to type new name
  4. Fill in the rest of the information and click SAVE
  5. Add other parents

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Enrollment Changes: Dropping a Student

  • Press F2 or click "Change" in School Student Info (STU.103)
  • Change Enrollment Status to correct drop code (use pop-up menu for options & descriptions)
  • Check other Enrollment record information (FTE = 0, effective date is entered if not today)
  • Hit Enter or Click Submit. Your change appears listed to the right.
  • Student record will move to "Not Enrolled" list next time the student list updates.

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Schedule Changes

For Fall 2022

Note: New WVEIS uses “classes” instead of “sections” when referring to instances of a “course”.

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Schedule Changes from Student Record (SSTU.103)

  1. Open student’s record and click Schedule tab.
  2. Drop/change a class:
    1. Select class from records list
    2. F2/Change
    3. Change Status
    4. Enter to save

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  • Add a new class:
    • F6/Add
    • Type or select class ID
    • List can be filtered by term/period
    • Enter to save

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Schedule Changes from Student Grid – Permanent Schedule (SSCD.112)

  1. Drop a class
    1. Change “On Click” to Dropped
    2. Click class twice

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  • Add a class
    • Change “On Click” to Add
    • Click period
    • (Filter view)
    • Click class to add

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Schedule Changes from Term Scheduled Classes (SSCD.100)

This program is like the current Master Schedule, with more power!

  1. Find and select class
  2. Open Students Tab
  3. Select a student
  4. F2/Change
    1. Status to DROP (type or pick)
    2. Enter/Submit to save
  5. F6/Add a student
    • by ID
    • or from list
    • all other fields can be blank
    • Enter/Submit to save

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Discipline in WVEIS 2.0

School Navigation -> Discipline -> Discipline Incidents

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Getting Started with Reports

To view, save, and even print

  • Student Legal Sheet (SLGL.001A)
    • Student Data sheets
    • Many uses!
  • Tag Summary (STAG.112)
    • Filter many lists by tag
  • Permanent Schedule Reports
    • Under Courses & Scheduling
    • Class Rosters (SGBR.190)
    • Many others to explore!

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Special Education in the new WVEIS

Highlights:

  • IEP
    • No more double entry!
    • IEP Builder replaces IEP Writer
    • All INSIDE WVEIS
  • 504
    • Information will be entered in WVEIS
    • Automatic generation of 504 tag
  • All this coming soon to a WVEIS near you!

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Attendance in the new WVEIS

  • Student Record (SSTU.103) Attendance tab
    • Directly add codes to one student
  • Student Record (SSTU.103) Attendance Grid tab
    • One student over multiple days
    • Period or daily attendance codes
  • Daily Attendance (SGBT.400)
    • View & filter by period attendance
    • Auto Fill to add daily attendance code
    • Or work with specific students
  • Daily Attendance Grid (SGBT.117)
    • One day at a time
    • Shows all students (filters are coming)
    • Period or daily attendance
  • Teacher Attendance (SGBT.100)
    • Select teacher, day, mark attendance on “seating chart”
    • Period only
    • Requires seating chart (SGBS.100)
  • Teacher Daily Attendance Grid (Select teacher in SIS Teachers menu)
    • Filtered student list