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Chancery SMS Overview Guide

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Table of Contents

Chancery SMS Login Page ................................................................................3 Navigating ...........................................................................................................4 Understanding the Interface ..............................................................................5 Working with Student Data ................................................................................6 Student Search ...................................................................................................6 Performing a Quick Search................................................................................7 Performing a Basic Search ................................................................................8 Performing a Detail Search ................................................................................8 Inactive Past Years .............................................................................................9 Registering and Enrolling Students ................................................................11 Working with Student Demographic Data ......................................................12 Student Schedules............................................................................................14 Assigning Attendance ......................................................................................16 Entering Grades ................................................................................................19 Student Behavior ..............................................................................................22 Creating a Student Behavior Incident .............................................................23 Student Health ..................................................................................................25 Reports ..............................................................................................................30 Contact Listing...................................................................................32

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Chancery SMS Login Page

You start working on Chancery by double-clicking on the Internet Explorer icon. The default page should be Chancery but if not the address would be sis.sweetwaterschools.org. To work with Chancery SMS pages, you log on using a user name and password. Each user will be assigned their own account, with their own user ID and Password. It is important that you do not share your user ID and password with anyone.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Navigating

Each Chancery SMS web page consists of four parts: · Bread crumbs ­ Use Bread Crumbs to keep track of where you are in the interface. They are links to pages you accessed to reach the current page. Bread Crumbs allow you to return to previously viewed pages. · A control bar ­ The Control Bar is the vertical pane on the left side of the page. Click the links to access different areas of Chancery. · A task bar - The links across the top of the page make up the task bar. You have access to the Actions, Edit, Reports, and Help menus, along with Home and Log Off options. · A content bar ­ This area is the main part of the page. It is divided into panels that group information in various ways.

Bread crumbs

Task bar

Control bar

Content area

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Understanding the Interface

The diagram below details each part of Chancery SMS.

Breadcrumbs indicate where you are and how you got there.

To access online help and get further information about Chancery SMS, click here.

To return to your home page, click here.

To expand or collapse panels, click here.

Internet Explorer Browser toolbar.

Highlighted text indicates which module you are in.

To select all records, click the Select All checkbox.

To work with an item, click the checkbox next to it. For multiple items, click multiple checkboxes.

To choose a previous search from the dropdown, click here.

To print the current page, click the Print icon.

To move to the next or previous page, click Prev or Next.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Working with Student Data

Depending on your security permissions, you can view, update, or delete school-specific or district wide information. The user role you have been assigned determines how you can access student records. For example, school administrators can open a student record from any type of roster, as well as any page that contains a list of students.

Student Search

The Student Search features a Basic search tab and a Detail search tab (these are different that the Basic and Detail searches in the Control Panel).

Using the Student Search Basic Tab Use the Basic tab to search for common demographic data. You can enter up to three constraints in a search. Enter a field, and operator, and a value for each.

Using the Student Search Detail Tab Use the Detail tab to search by fields within categories. This search allows you to search on any demographics field in the system. You can add additional search criteria and to broaden or narrow your search results.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Performing a Quick Search

In the Quick search, click a link to view all students, students in a particular grade level, or you can search using a students name or ID. You can enter the student's ID number, last name, first name, or partial values of any of these.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Performing a Basic Search

When doing a Basic search, you do not have to use all of the search fields. Records are found that meet all of the criteria you enter, while other fields you leave blank are ignored. If you are not sure the correct spelling of a student name, enter the first few letters. The results will include names beginning with those letters.

Performing a Detail Search

In a Detail search, there is wide range of categories and criteria to search by. In a Detail search, each criterion has 3 parts: · Field Name ­ The field in Chancery you are searching for (e.g. Age). · Operator ­ The criteria for the Field Name (e.g. is). · Value ­ The value of the Field Name (e.g. 18). · Click Add Criteria. · Click Search.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

Y:\website\district\SMSwebsite\uploads\ChancerySMSOverview.doc

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Inactive Past Years

The Inactive Past Years search features a Basic search tab and a Detail search tab (these are different that the Basic and Detail searches in the Control Panel). Using the Inactive Past Years Basic Tab Use the Basic tab to search for common demographic data. You can enter up to three constraints in a search. Enter a field, and operator, and a value for each.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Using the Inactive Past Years Detail Tab Use the Detail tab to search by fields within categories. This search allows you to search on any demographics field in the system. You can add additional search criteria and to broaden or narrow your search results.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

Y:\website\district\SMSwebsite\uploads\ChancerySMSOverview.doc

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Registering and Enrolling Students

Use Chancery SMS to register and enroll new students into the district, or update existing student records. You can also copy demographic information from a sibling to a new student. The Registration/Enrollment Steps page displays links required to complete the registration and enrollment process for a student. Depending on your permissions, and the student's registration and enrollment status you might not see all the links on the page.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Working with Student Demographic Data

Use Chancery SMS to work with student demographic data. Depending on your security permissions, you can view, edit or delete data. Examples are updating phone numbers or adding new personal information. Student Personal Page

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Student Contact Page Contacts are adults that take care of the student or who can be called in case of an emergency. The student's parents are usually included here. You can add multiple contacts, their relationship to the student, emergency contacts, phone numbers, home language, and employment.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Student Schedules

A Student's Schedule is based on their course requests. Course requests indicate what classes a student would like to take. The scheduling processes in Chancery will attempt to schedule students into classes based these requests. The Student Schedule page allows you to view and edit individual student schedules. From this page you can view or assign course requests, classes, or generate a new schedule for a student. Typically, student schedules are created before any attendance or grades have been entered. If students enroll part way into the school year or existing students want to change their schedules, use the Walk-In scheduler to automatically create schedules one student at a time, or manually schedule students into specific classes.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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You can view the change history for each class a student has enrolled in. · Click Actions ! View Change History

For each change, you can specify the effective date, select a change reason, and include a comment.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Assigning Attendance

In Chancery SMS, attendance is taken by assigning an attendance code to each student attendance record. Chancery comes with three default attendance codes: Present, Absent Unexcused, and Tardy Unexcused. Attendance codes can be added as needed. There are different methods for assigning attendance. Which method depends on how often attendance is taken, who takes attendance, and whether you are taking attendance for one or many students at a time. Attendance is usually taken by teachers. When a teacher logs into Chancery, the My Classes page appears. The classes that appear are the ones that the teacher is assigned to. Attendance clerks can see attendance for all students and can override any teacher's attendance. Attendance is also generated from suspensions created in the Student Behavior module. This attendance can only be changed by a system administrator. Classes Page

Assigning Attendance to Students in a class Every night the Daily Attendance Calculation process runs and calculates all students' period attendance and assigns them a daily attendance code. Every morning, the initialize day calculation runs and creates a Present code (P) for all students in all periods.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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This means that students in Chancery are automatically marked Present by default. If a student is absent or tardy, an A or T must be marked next to the student's name. No student in the class roster should be left unmarked. Class Attendance Page

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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To assign or view attendance for a specific student You can enter or view attendance details for individual students. The Student Attendance Page displays attendance data for the selected student based on a date range that you specify. Chancery displays 2 weeks back/next by default - 2 weeks total; 1 week back and 1 week forward. You can also search by report card and attendance reporting period. Student Attendance Page

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

Y:\website\district\SMSwebsite\uploads\ChancerySMSOverview.doc

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Entering Grades

Grades can be entered into Chancery SMS two ways: 1. By class roster ­ You can enter grades for all students on the class roster. 2. By student ­ You can enter grades for all classes a student is taking. Entering Grades by Class Roster This is performed by teachers. Teachers can only view their own classes, and can only enter grades for the current grading period. They are able view all the grading periods, but can only edit current and future grades.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Entering Grades by Student When entering grades by student, you can enter, modify, or view grades and comments for multiple grading periods for all the classes a student is taking.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

Y:\website\district\SMSwebsite\uploads\ChancerySMSOverview.doc

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Historical Grades The Historical module is one Chancery is in the process of changing. The following is an overview of the functionality as it is currently. Grade history for a student is located in the Historical section of their Demographics page. You can view summary information for multiple school years such as a student's cumulative GPA, total absences, total credits, or total points. You can also view information about courses taken in a specific year such as class names, or grades received. Student historical information can be entered into Chancery three ways: · Imported as historical data ­ Typically used to populate historical grade records for many students at a time. · Populated during Year End Processing ­ Current year information becomes historical information during the Chancery Year End Processing. · Manually entered into the student's historical page ­ Used when entering historical grade information one student at a time.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Student Behavior

Chancery's Student Behavior module covers all behavior related events, issues, and concerns. This includes behavioral, attendance, academic, and other non-disciplinary concerns. For each student behavior incident, you create an incident record. These records can be associated with specific students or other involved persons. You can also create an incident record without knowing who was involved, for example, school vandalism. Below are key components used in the Student Behavior module: · Incident Record ­ A record of a specific occurrence or concern. · Event / Concern ­ Identifies the individual events or concerns that arise from an incident. · Persons Involved ­ Specific people that can be associated with an incident record. · Action ­ An action is a response to the incident and is assigned to one or more people involved in the incident. · Action Steps ­ Action Steps are individual action items related to the overall action.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Creating a Student Behavior Incident

You can add a student behavior incident in one of three ways: · From the home page, when you want to specify a student. · For selected students, when there are multiple students involved. · From the student demographics page, when there is only one student involved in the incident. When you create an incident, you enter basic information about the incident.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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For more complex issues, you may want to add more information. You can edit student behavior incident records to add or change details about the incident, persons involved, events/concerns, or actions taken. When you add an action, you can add related action items called Action Steps. These Action Steps can affect student attendance. For suspensions, the action is associated with an attendance code, and class rosters are automatically updated to show the suspension attendance for that student. Edit Behavior Incident Page

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

Y:\website\district\SMSwebsite\uploads\ChancerySMSOverview.doc

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Student Health

Student Health allows you to monitor, manage, and report on data about a student's physical and emotional health. You can track a student's health profile, medications, health office, immunizations, examinations, and pregnancies.

Student's Health Profile The student's health file is an overview of the student's health status. It displays student personal information and allows you to add or edit information about medical releases, immunizations, and insurance information.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

Y:\website\district\SMSwebsite\uploads\ChancerySMSOverview.doc

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Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Immunizations You can track if a student is compliant for an immunization if the student is exempt, has received all of the applicable doses, has received an override, or is on schedule with their immunization doses. Student immunization records are used to determine if students have complied with district-defined immunization rules.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Examinations The Health Examinations section allows you to enter information about a student's physical examinations. You can track health exams including 3-year Nurse Assessment, Annual Health Assessment, General Health Assessment, and Health and Development Assessment.

Conditions This screen tracks a student's health condition and allergy information, including whether the student is receiving treatment for the condition and whether the student is taking any medication.

Medications The Medication page allows you to view, edit, enter information about the student's medication, such as dosage, how a medication is taken and how often.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Health Office You can keep track of a student's visits to the school's health office. This includes the type of visit, and any symptoms or treatments for the student.

Pregnancy The Pregnancy page allows you to enter pregnancy information, if applicable, to track a student's pregnancy and the outcome.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Reports

There are a number of pre-defined and customizes reports in Chancery SMS. The reports you see on a page depend on your role and security permissions. School staff can use the School Reports page to view and print reports such as attendance reports, student list reports, and summary reports. If a report link is grayed out, your role does not have permission to run the report.

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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Chancery

Contact Listing

Stephen McCauley Information Technology Director

Email: [email protected] Phone Number: 619-585-7900

Doris Easterly Information Systems Supervisor

Email: [email protected] Phone Number: 619-585-7920

Chancery Technical Support

Phone Number: 619-585-7995 Email: [email protected]

IT Technical Support Line

619-585-7995

Prepared by Information Technology Dept. Revised 02/06/2007 Ver. 3.0

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