03/27/08

New User Training for SIS

The Metropolitan Dayton Education Cooperative Association (MDECA) provides computer services to all of its member districts in the following service areas: Fiscal Services, Instructional Services, and Student Information Services, as well as some additional software services.

Student Information Services (SIS) is used to record and store student activity such as admissions and withdrawals, attendance, scheduling, and grade reporting. SIS software is also used to run reports and batch jobs, and to generate customized reports from the data stored in SIS.

Basic Structure of SIS

SIS consists of many screens that display on the video terminal. Each screen has a four character name. Screens can be divided into four categories, data screens, parameter screens, batch requesting screens, and report requesting screens.

Data screens are used to input and maintain various types of information about students, courses, teachers, etc. Each has a name that may have some relation to it's purpose. For example, STUD stores student demographic data, TEAC stores teacher information, CRSE stores data about courses, etc.

Parameter screens define some basic setups for your school. These screens begin with a P followed by three numbers. An example is P126, which defines the valid daily absence codes that can be used.

Batch requesting screens are used to request that a "batch" job be run. Batch jobs usually manipulate data. These screen names begin with a B followed by three characters. An example is B104 which assigns students to homerooms.

Report requesting screens are used to ask that a report be built for printing. These screens begin with an R followed by three characters. An example is R303 which builds the honor roll report.

SIS- Student Information Package from Campus America

Student Registration Package - Provides demographic information for every pupil. Multiple screens are available to customize this information for each building.

Student Scheduling - The scheduler can utilize a scanner for student requests. Arena scheduling, and/or on-line scheduling is available.

Attendance – Attendance is tracked by period, day, reporting period, course, and/or homeroom. Scanners can be used to update data.

Grade Reporting & Interim Reporting - Programs generate grade cards using scanners and PC based grade books to read grades posted by teachers. Interim Reporting - SIS offers the ability to report interims. The process is similar to reporting grades, except an interim is printed in the format the building needs.

Transcript Package - Used to generate transcripts for colleges and universities. Provides a permanent record for the school to retain in each student’s files.

Graduation Package - The standard package offers the ability to track a student’s course history and current courses for classes required to graduate or to advance to the next grade level. In addition the system can track most of the information necessary for honor diplomas. Counselors who verify if students have taken courses required by the district to graduate use the Graduation Package.

Fee Package - Used to track fees owed and fees paid by students. Allows schools to keep an accurate account of fees on all students. The fee accounting package can be used at any grade level and can be used to track course fees and/or general fees. Reporting capabilities allow users to get lists of students who paid on certain dates (for accounting purposes), students who still owe fees, plus the ability to not print a grade card for students who still owe fees.

Locker Assignment - Ability to enter lockers and combinations, and storage of the locker combo series from year to year.

Miscellaneous Screens - Allow the ability to store data not already in the current screens.

Discipline Package - Used to track student discipline records. Many reports can be generated from the information entered for each student.

How to Access SIS Software

	Double –click the MDECA5, FISCAL, or INFOHIO icon to launch Reflections software.
	At the “USERNAME” prompt, type your username (assigned to you by MDECA). Usernames begin with your school code: your two-initial school district name, followed by the two-initial building name (Examples: ANEL = Ansonia Elementary, BVJR = Brookville Junior High, FBHS = Fairborn High School).
	Enter your password, which must be at least 8 characters in length. Passwords do not appear on the screen for security reasons.
	Your username and password determine your access privileges. Only one password is required for the system.
	After you log-on read the system messages for important announcements and meeting information.
	Press the <ENTER> key to access the MDECA Main Menu.
	Select the SIS option (usually #3) from the Main Menu, or type “SIS” at the cursor prompt.

How to Log-Off

	To exit SIS type "BYE" or "B" whenever the cursor is flashing at the command prompt, and then press the <ENTER> key . The cursor will then be positioned at the Menu> prompt of the MDECA Main Menu.
	Type “LO” at the Menu> cursor prompt and press the <ENTER> key to log off.

Common Keys Used in SIS

PF1 (Next)	Scrolls forward, will display the next sequential record or set of records in DISPLAY, CHANGE or DELETE mode. For a PC this is the num lock key on your numeric key pad
PF2 (Previous)	Scrolls backward, will display the previously displayed record or set of records in DISPLAY, CHANGE or DELETE mode. For a PC this is the "/" key beside the num lock key on the numeric key pad.
PF3 (Help)	Will provide a brief help text relating to the current entry field on certain screens. For a PC this is the "*" key on your numeric keypad. Example: CRSE screen, field: Department
PF4 (Escape)	This key is normally used to return to the preceding menu or to the main menu. For a PC this is the "-" key on your numeric key pad. On some screens the Escape key may be used to skip over the remaining optional fields in ADD mode to save data entry time. In CHANGE mode the ESCAPE key may be used to skip over the remaining fields that are not to be changed. The ESCAPE key may be used to abandon the current process when adding, changing or deleting a record
F12	Deletes one character at a time
Backspace	This will bring up the first record of a screen. This key will cause the cursor to backspace and blank out the entire line when used to correct a mistake before pressing the <Enter> key.

SIS Menus

SIS menus are screen types that list selections of data and other menus from which to choose.

SIS Commands Modes

Each screen displayed in SIS must be accessed in one of four command modes:

D Display Command

A Add Command

C Change Command

DE Delete Command

Always type one of the four modes above before the screen name at the command prompt to go to the screen you are requesting in SIS. You may use either command mode abbreviations (D, C, A, DE) or type the full word.

SIS Screen Names

SIS screens are identified by a four-character screen identifier that displays in the top left-hand corner of screens, after the "SIS-" logo.

	EXAMPLES OF SIS SCREEN NAMES
ABSE	Absence Screen	MEDI	Student Medical Information
ATFE	Attend Fast Entry/Load	MEMB	Control Group Membership
CGRP	Course Group Master	MEMS	Control Group Members
CMST	Class Master Schedule	MISC	Student Miscellaneous
CONT	Student Contacts	PADR	Student Parent Address
CREQ	Requests by Course ID	REQU	Student Course Requests
CRSE	Course Master Screen	ROOM	Rooms in Building
HRMS	List of homerooms	SCHE	On-line Scheduler
INQU	Inquiry Screen	STUD	Student Master Screen
		TEAC	Teacher Information

Using Commands with SIS Screen Names

When arriving at a screen through menu selections, you will automatically be put in Display mode. Bypass SIS Menu screens to go directly to SIS Data screens with Command Prompts.
When the cursor is placed on the "Command" line:

Enter a Command Mode,
Enter a <Space>,
Enter a Screen Name,
Press the <ENTER> key.

Example:
(D) <Space Bar> (STUD) <ENTER>
(Command Mode) <Space Bar> ( Screen Name) <ENTER>

Entering "D STUD" or "Display STUD" at the Command line moves the program directly to the Student Master Record (STUD screen) in Display mode.

Tips And Tricks For Using SIS/ POISE Screens

Tips for commands/screens in SIS

	When in doubt use the PF4-Escape Key. This will return you to the command line, and main screens.
	When adding a new record to a screen, ALWAYS press ENTER at the prompt “Enter Field Number To Change.” This SAVES the information entered on the screen.
	When a screen is first displayed, press the backspace key to bring up the first record.

Glossary Of Terms Used Within SIS

Terms =	Semesters
Marks =	Grades, i.e. A, B, C, etc.
Grades =	Student grade as in 1st, 2nd, 3rd, etc.
Division (DIVI) =	Homeroom
Class Groups =	Blocked Courses
.PRT =	Reports
.TAR =	Repo Files
.LBL =	Label Files
.FRM =	Letters created or other files (forms)
Slaved Printer	A slaved printer is normally a character printer and is attached directly to the back of the PC/terminal. Only the person using that terminal can access the printer.
Queued Printer	A queued printer can either be a line printer (high speed), laser printer, or character printer. Output is directed to a queued printer by any terminal that is in the system
Prompt	Any text that appears on the screen indicating that it is waiting for you to enter something
Cursor	A blinking line or a blinking box on your screen pointing to your position on the screen
Field	A segment of data such as student phone number, room number, first name, etc.
Defaults	Data that is already entered in a field is called a “default.” You either accept the data already entered by pressing the ENTER key, or you replace it by entering the correct data. A default field simply makes it unnecessary to type the data.
Field Number to Change :	This text appears in CHANGE mode, or when you have ADDED a record. There are usually no field numbers on the screen, but you can estimate what the field number might be and use the arrow keys to navigate on the screen

How To Display All Records On A Screen

When in DISPLAY mode, sometimes the data fields on the screen do not display. It appears that there are no records to display for that student, course, etc. Pressing the “ENTER key” will display all of the records on the screen. If there is a message that says “MORE” at the bottom of the screen, pressing the PF1 key displays the next screen, or the rest of the data.

How To Use A Single-Record Screen, Such As TEAC or STUD

A single record screen is a screen such as TEAC or STUD, where information is stored about one teacher or one student or one course (CRSE). In the example below we will use the STUD and TEAC screens for demonstration purposes.

Adding a Record:

At the command line enter “A TEAC”. This takes you to the Teacher Screen in ADD mode. The cursor will be on the Teacher ID line. Enter the teacher ID. The cursor will then move from field to field as you enter data. Some fields have required information that won’t allow you to go on until valid data is entered. After the last field is entered, the cursor will be at bottom of the screen and the prompt: “Enter field number to change” displays. Make changes to the new record at this point. After all changes are made, press <ENTER> to add the record.

Data for the teacher displays and the cursor prompt is “Enter Field Number to Change.” Enter a field number and move the cursor, using the arrow keys, up or down to the fields you want to change. Enter the new data and press <ENTER> to save the change. When finished with changes for that teacher, press the PF4 key to return to the bottom of the screen. Press PF4 again to return to the command line.

Deleting a Record:

At the command line enter DE TEAC. This takes you to the Teacher screen in DELETE mode. The cursor will be on the teacher ID line. Enter an ID that identifies the teacher. Data for that teacher will display and the cursor will be at the “Delete Record?” prompt. Enter Y and press ENTER. The prompt “Do You Really Want to Delete?” displays. Enter Y again to delete the record.

How To Use A Multiple-Record Screen, Such As ABSE or ROOM

Multiple record screens are used to display a group of records. They allow you to add records line by line. The screen display has line numbers down the left-hand side of the screen and allows changing and deleting to individual line numbers.

Changing a Record:

Go to the screen in change mode (ex. C ROOM). Identify the record and when the prompt displays for Line Number to Change, enter the line number to be changed. Once you are on that line you will be able to change almost everything except what is called a “key field.” A key field is usually on the far left side of the screen and is not allowed to be changed. You would have to delete that record and add it back to change a key field. As an example, the room number is the key field on the ROOM screen. Press PF4 to get back to the command line.

Adding a Record:

Go to the screen in Add Mode (ex. A ROOM). The cursor will be on the first available line. Enter all data items on that line. The cursor prompt is Enter Field Number To Change. Press ENTER to save the record, then continue adding records or press the PF4 key to exit the screen.

Deleting a Record:

To delete a record, go to the screen in Delete Mode (ex. DE ROOM). Identify the record to be deleted. The prompt “Enter Line Number To Delete” displays. Enter the line number to delete. The prompt “Delete This Record (Y/N):” displays, and if that is the record you want deleted, enter “Y”.

Search Feature

When you are in any student information screen like STUD, COHI, ABSE, etc. you can select students by using their ID number or their name. The name prompt will work on any screen that prompts you for a student ID.

How it works:

When the cursor is placed at the student ID# prompt, press the Backspace/Delete key and you will be prompted for the “Enter Last Name.” This will appear at the bottom of the screen. At the “Enter Last Name” prompt enter the student's name in any of the following ways:

S searches for the first record whose last name begins with an S

SMITH searches for the first SMITH

SMITH, M searches for the first SMITH whose first name begins with M

If it can’t find a SMITH, it will search for the next last name alphabetically that is after SMITH. You can also press the PF1 key to scroll forward and the PF2 key to scroll backward through the names to find the correct student on your screen, but remember that you can only go back as far as where you first began. When the student record that your are searching for displays on the screen, press the <ENTER> key to accept it as your current screen. From there you can make changes or updates as needed.

Using Pop-up Windows in SIS

If you make an invalid entry in any one of the pre-defined fields on the SIS screens (such as entering a Z for the ethnic code on the STUD screen when there is no definition for a Z code), a pop-up window displays in the lower, right-hand corner of the screen. This window lists the valid codes that for that field. The cursor will sit on the first entry in the window. You can do one of two things at this point.

Look at the codes to determine what the valid entry should be, and press the PF4 key to return to the main screen. Manually enter the correct code in the field.
Use the down arrow key to move the cursor over the correct code, and press the <ENTER> key. This will automatically enter the code into the field.

Some fields have more valid codes than will fit onto one pop-up window. Press PF1 key to go to the next window to see additional codes , or PF2 key to go to the previous window.