Feb 1701+ Session
Feb 6 & 7, 2019
Insignia--adding new students
Work Order submitted to Library Tech to add students newly registered in the school to Insignia for the Librarians to access
Fields included in 1701 Reporting
School View>Student top tab>select student>Details side tab>Demographics sub top tab
-Pupil #/PEN
-Legal Last Name/Legal First Name/Legal Middle Name
-Gender/date of birth
-Grade Level/Grade sub Level/Status= Active or Active No Primary
Fields included in 1701 Reporting
2) Postal Code/Citizenship Code/Home Language/Aboriginal Ancestry/Band of Residence/Active Programs
-School View>Student top tab>select student>Details side tab>Addresses sub top tab (Postal Code)
-School View>Student top tab>select student>Details side tab>Citizenship sub top tab(Citizenship Code)
-School View>Student top tab>select student>Details side tab>Language and Culture sub top tab (Home Language/Aboriginal Ancestry/Band of Residence)
-School View>Student top tab>select student>Details side tab>Programs sub top tab (Programs)
Fields included in 1701 Reporting
3) Basic Demographic Data
School View>Student top tab>select student>Contacts side tab
-confirm that the following columns are filled in properly for Assess, Portal, Email, etc: -Priority
-Type
-Relationship
-LivesWith
-Parent or Guardian?
-PickUp?
Fields included in 1701 Reporting
ASSW students:
Please check your ASSW list from your support work against the extract from MyEd….contact Marie to confirm these numbers prior to completing the 1701 upload to the Ministry!
Fields included in 1701 Reporting
4) Course Information
-School View>Student top tab>select student>Schedule side tab (Courses)
-School View>Student top tab>select student>Transcript>Details (Active Dates)
Fields included in 1701 Reporting
5) Student Services/Ministry Designation
-School View>Student top tab>Filter: Active w/ Designation
Resources for Preparing the Data
Enrollment Management and Student Demographics:
-Entering relevant student demographic data, including student program assignments
Student Scheduling:
-scheduling students into classes
Grade Management:
-preparing grade input for course dates and posting course dates for DL schools
1701 Reports for Verifying the Data
There are many reports available to support your verification of the 1701 Data. To find these reports:
-School View>Student top tab>Reports>Ministry Reporting
BC 1701 Report - By ELL - Not done for February 1701
BC 1701 Report - By First Nations
BC 1701 Report - By International
BC 1701 Report - By Program
BC 1701 Report - By Student Services
BC 1701 Report - Nominal Roll
BC 1701 Verification
Running the 1701 Extracts
There are three 1701 extracts currently available:
-BC 1701 DL Reconciliation Extract
-BC 1701 FTE Extract
-BC 1701 STD Extract
To run the 1701 Extracts:
-School View>Student Top Tab>Options>Export>choose one of the above mentioned extracts
Ministry Website Upload
Please see the attached website link for the steps to Upload your extract from MyEd to the Ministry site
http://www.bced.gov.bc.ca/datacollections/help/sld1701public.pdf
Inclusions--
Bernice has her slides - will switch over to her computer.
Inclusions
Inclusions are documents (or copies of documents) that are used to help plan or support the individual student’s education program. Not all students will have inclusions. Documents listed as inclusions are kept in the student file and will be transferred if the student moves to another school. For all inclusions list the document date, title, and expiry date or date rescinded (if applicable). If a student is pending for service (for example Reading Recovery), please do not create the Inclusion until the service has been approved.
Inclusions Document available as a Handout and through Inclusions on PSR - SD60 .
Please see the list of MUST include and MAY include.
-School View>Student Top Tab>Transactions Side Tab>Inclusions Sub Side Tab>Options>Add
Inclusions - Legal and Medical Alerts
-the Legal Alert is used for Court documents ONLY and once filled in, will auto-fill the box on the PSR
-the Medical Alert is used for Life Threatening issues ONLY and once filled in, will auto-fill the box on the PSR
Inclusions-Legal Alerts
Legal Alert (Court Document on File)
School View>Student Top Tab>Details Side Tab>Alerts Sub Top Tab>Legal section>Add>Sequence number: 1>Description: list the court order and the expiry date (ex. custodial rights, restraining orders, instructions re. access to student and/or student records)>OK>Save
Once the Legal Alert has been filled in, the PSR will have an X in the top right corner. This also creates the first inclusion for the student which states “legal document on file that impacts student”.
Inclusions-Legal Alerts
Remember that have set the custody; living with; court access appropriately.
School View>Student Top Tab>Details Side Tab>Who has custody: use drop down to select appropriate information based on Court Order>Save
Use vague but informative language about the court order. An example would be "Mom has sole custody of this child. Father to have no access". Remember to NOT put names or details in this memo area. If a Memo has been entered but is no longer relevant, please remove the information from the Memo.
School View>Student Top Tab>Details Side Tab>Memo: enter vague information>Save
Be sure to then add an Inclusion for the Legal Alert.
Inclusions-Medical Alerts
Medical Alert (Life Threatening) information from the Ministry of Education:
Any other condition which may require emergency care may be added after consultation with the senior public Health Nurse, supervisor, or Medical Health Officer.
Situations that may interfere with student performance, health or behaviour should be included; i.e., hearing aids, medication prescribed by the doctor (asthma, hyperactivity), cerebral palsy, cystic fibrosis.
Students in Kindergarten to Grade 3 with severe allergies to substances found in the school environment that require preventive and/or treatment action by school staff should be included.
Inclusions-Medical Alerts
Medical Alert (Life Threatening)
School View>Student Top Tab>Details Side Tab>Alerts Sub Top Tab>Medical section>Add>Sequence number: 1>Description: list the life threatening illness>OK>Save
Once the Medical Alert has been filled in, the PSR will have an X in the top right corner. This also creates the first inclusion for the student which states “medical condition exists - please see student file”.
Be sure to then add an Inclusion for the Medical Alert.
Inclusions Quick Report information
To run a Report that shows all of your Students and their Inclusions, please use the following steps:
School View>Global Top Tab>All Side Tab>query for Student Event Tracking>List Leaf>Field Set: Default Field Set with Expiry Date--JC>sort by Type>sort by student name>select the lines that have Inclusion in the Type column>you can then run a Quick Report to see this or a CSV
-Quick Report Steps: Reports>Quick Report>Saved report>Inclusions with Expiration Date--JC>Finish
-CSV Steps: Printer Icon>CSV
The report will show you all of the Inclusions at your school with an Expiration Date as well as the Comment that will show up on the PSR
Other Alerts
Other Alerts (Family/Information/Health)
School View>Student Top Tab>Details Side Tab>Alerts Sub Top Tab>Other section>Add>Sequence number: 1>Description: list brief information about alert>Icon: Family (ie. grandma picks up on Fri)/Information (ie. leaves early on Wed for appointment)/Health (ie. seasonal hay fever)OK>Save
Other Alerts
Other Alerts (Family/Information/Health)
School View>Student Top Tab>Details Side Tab>Alerts Sub Top Tab>Other section>Add>Sequence number: 1>Description: list brief information about alert>Icon: Family (ie. grandma picks up on Fri)/Information (ie. leaves early on Wed for appointment)/Health (ie. seasonal hay fever)OK>Save
Other Alerts
Other Alerts (Family/Information/Health)
School View>Student Top Tab>Details Side Tab>Alerts Sub Top Tab>Other section>Add>Sequence number: 1>Description: list brief information about alert>Icon: Family (ie. grandma picks up on Fri)/Information (ie. leaves early on Wed for appointment)/Health (ie. seasonal hay fever)OK>Save
TRAX Checklist--for Grade 10-12 schools
Reminder:
•Post Course Dates after Final Marks are Posted
School View>Grades Top Tab>Grade Input Side Tab>Options>Post Grades>Post course dates: check box>OK
https://drive.google.com/file/d/0B-dayjyPoWcpd2FKWEh0QTU1TV9veXdxUGZCNmRLcktmWHZB/view?usp=sharing
Incoming Ks in Strong Start
While you are registering your incoming Ks, if a student is already in the system registered in one of our Strong Starts please check to see what their Status is:
Incoming Ks in Strong Start
New Note>add student’s Legal Name/Gender/Date of Birth from Birth Certificate>Save
Incoming Ks in Strong Start
Catchment Area Locator
http://www.prn.bc.ca/?page_id=2247
Please check locator to confirm that student is to attend your school.