Secondary Records Monthly Meeting 10/23/2015. Troubleshooting Scenarios The more information you include with your help request, the faster we can try.

Secondary Records Monthly Meeting

10/23/2015

Troubleshooting Scenarios

The more information you include with your help request, the faster we can try to solve your

problem.

Troubleshooting Scenarios The more information you include with your

help request, the faster we can try to solve your problem.

Every email back and forth creates an opportunity for the ball to get dropped – on both sides. Everyone is busy and emails can get lost.

Troubleshooting Scenarios The more information you include with your

help request, the faster we can try to solve your problem.

Every email back and forth creates an opportunity for the ball to get dropped – on both sides. Everyone is busy and emails can get lost. We may be waiting for a response from you while

you are wondering why we haven’t fixed it yet.

Troubleshooting Scenarios The more information you include with your

help request, the faster we can try to solve your problem.

Every email back and forth creates an opportunity for the ball to get dropped – on both sides. Everyone is busy and emails can get lost. We may be waiting for a response from you while

you are wondering why we haven’t fixed it yet. OR We emailed for clarification or more information,

and then started working on another project or issue. Your issue has to wait for that task to be finished before we can return to it.

Sample Issue – Report Problem

What else could you add:

• Teacher Name

• Screen shot

• What Program

• Name of Report

• Student ID…

• What are the filters/prompts

• What System – Insight, Cognos, Gradebook

Sample Issue – Report Problem

Questions we might ask:

• What is wrong when you run the report?

• What report are you running (the exact path and name to the report)?

• What precise prompts are you using?

• Has anything changed with this report recently?

• How are you trying to view the output (HTML, Excel, PDF)?

• When was the report last modified?

Sample Issue – eSchoolPLUS is SLOOOW…Information that will help us troubleshoot: Are your reports cleaned out Is it happening on another computer? Is it happening for other people? Where in the process is it happening? Include all the details you have. Include errors. What you’ve already tried.

Sample Issue – eSchoolPLUS is SLOOOW…Information that will help us troubleshoot: What are you doing and how are you doing it? (e.g.

searching for a student, changing a schedule, entering program information, etc.)

Is there anything different in how you are doing it (are there different parameters, has your computer being reimaged, has anything new been installed)?

Is it slow just doing that, or is it slow performing other tasks in eSchoolPlus?

Is it slow only in eSchoolPlus, or is it slow accessing anything over the network (e.g. Business Plus)?

Is it slow for you alone, or are others in your location experiencing issues?

When did you first notice the problem? Is it slow for you on another computer?

New Blackboard Connect Phone number selections.

Going live with New Blackboard Connect process in December

Quick update and Reminders We will be sending you a diagram of which

phone numbers are included by November 20th.

Setting guardians to one of the NC relationship codes will exclude them from the Blackboard connect export. The Registration labels flag will only indicate who

should be receiving physical mail You won’t need to clear out address information

anymore A new Certify rule will be started the first week of

December to check that all guardians have address information.

Guardians with an NC contact type should not be G1.

Address Change Notifications

There’s been a change in the eSchoolPLUS processing behind the scenes.

A new certify rule will look for students whose address does not match one or more of the addresses of their living with contacts.

Duplicate Students

The domino effect – how many things depend on matching to the existing student ID.

Internal and External Effects on Students Internal

Any balances the student had previously are no longer linked

Prior Special education records are no longer attached

School Enrollment History is lost.

Assignment grades have to be re-entered in the gradebook.

External SSID numbers can’t be

assigned or Duplicate SSIDs are also generated State Progress toward

graduation is not accessible

Student is not available in the State Assessment system No Booklet or login for

the test No way to indicate the

accommodations needed.

What can you do to prevent Duplicate Records? Remember to always use the “Sounds Like” checkbox

when searching for new students “Sounds like” will pull similar names that start with the same

letter. Make your search as wide as possible

Search with “Sounds like”, and Last name only It is very easy to typo a birthdate!

Remember that Last names with a generation (Jr. , II, III) appear at the end the list.

Search more than once for names that may have spaces or be hyphenated. Use “Sounds Like” Search for each half Search with a space Search with a hyphen

But I’m really busy. Saves you time in the long run We may need you to pull physical records to

verify that they are the same or different students.

When the ID is changed, you have to communicate the change to everyone affected. Student, parents, teachers,

library, lunchroom, coaches,counselors and HRA/nurse

Teachers who have to re-enter scores get grumpy!

What happens in the gradebook? Deleted ID#/student becomes inactive Deleted/inactive student shown at bottom of

gradebook

What do Teachers see in TAC

Teacher Access Center Rosters

Special Ed/Medical alerts Confirm grades during IPR/Semester

Student information Student drawer includes data/test scores

Tools Cognos reports

NEW! – 504s in TAC/eSchoolPLUS Now that 504s are in IEPPLUS the plans are

available to teachers through TAC. To get to it, Users should click on the Medical Alert

icon.

Then click on the link in the pop-up window.

The Web Access flag in eSchoolPlus

Web Access – What does that mean in HAC?

For students and guardians, only those with the web access flag “checked” can log in to Home Access Center.

What can GUARDIANS see or do? Change email address Change phone number See (some options depend on what you have turned on)

Student schedule Attendance Discipline District/State Test scores

Web Access – What does that mean in the Gradebook?

For all contacts – those with the Web Access flag “checked” can log into the LMS gradebook. (This is not limited to guardians, so you want to be vary

careful about the web access flag and other contacts. Utilized for caseworkers, grandparents, etc.)

What do you see when you login to gradebook? Schedule/attendance/grades/teacher emails Grade Summary Assignments/grades Sign up for email alerts

Option to have assignments/grades sent to contact daily Option to have an email alert if a grade drops below a

certain point

What happens when you check the box? You checked “web access” – what now?

On a daily basis, logins and temporary passwords are created for all new contacts to web access

At 1 a.m., contacts with the newly created usernames and passwords receive an email from LMS with their login information and instructions on how to update their password.*

* Parents who request a password change, receive a temporary password and are required to change the password before they can log-in to the gradebook.

Parents wo have never had a login/password are encouraged to change their password, but not required to immediately.

Waiving Credit in High School

Fact finding and discussion of current practices.

District policy 2410P

Q/A