Centre SIS is now available as an On-Demand Edition
 
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Administrator Handbook

General Information

As an administrator, you can setup the schools in this system, modify students and users, and access essential student reports.

If you have access to multiple schools in Centre, you can choose school to work on, by selecting the school from the pull−down menu on the left frame. The program will automatically refresh with the new school in the workspace. You can also change the school year and current marking period in a similar fashion.

As you use Centre, you will notice other items appear in your side menu. When you select a student to work on, the student’s name will appear under the marking period pull−down menu preceded by two dots. As you move between programs, you will continue to work on this student. If you want to change the working student, click on the by the student's name. You can also quickly access the student's General Information screen by clicking on the student's name.

If you select a user to work on, the user's name will also appear in the side menu. This will behave identically to the student's name.

Also, when you click on any of the program icons in the top menu, you will see a list of programs available to you in that program category. Clicking on any program title will launch the program in the main frame, and it will update the help frame to display help for that program. In many places in Centre, you will see lists of data that are modifiable. Oftentimes, you will have to first click the value you want to change to have access to an input field. Then, when you change the value and save, the value will return to its previous state. You can logout of Centre at any time by clicking the “Logout” link at the bottom of your side menu.

Various Tips

*Do not use your browsers back and forward buttons while using Centre. Most of the time these will just take you back to the home screen, or possibly log you out.

*Do not use your browsers print button. When you want to print, click the printer icon at the bottom of the page. On the next screen, click the printer at the top of the main window frame.

*By clicking this icon, you can export the data below it to Microsoft Excel.

*If at anytime while searching for a student you would like to see the entire class, just leave everything blank and click search.

Working with Students/Users

As you work in Centre, you may notice a students name in the left menu in blue, or a users name in green. This allows you to switch between programs and still see the same student’s/user’s data. So when you are finished working with one student/user, you can click the X shown next to that students/users name to stop working with that student/user.

Never use your browsers print button. When you want to print something, use the print button on the bottom of your screen. If a PDF document generates, use the print button under the address bar.

Introduction

After you login you will see a screen similar to this.

LoginScreen School Selection: As an administrator you may have access to multiple schools, you can change schools by using this drop-down menu.

Year Selection: Depending on your schools setup, you may have access to future or past school years. You can use this drop-down menu to choose the appropriate year. By default, it is set to the current school year.

Marking Period Selection: If you would like to work in a different marking period, you can choose one using this drop-down menu.

Programs: On the left, you will see different program titles that you can choose from depending on the type information that you want. More specific information on each of the programs is below. Portal Notes: These notes setup using the Portal Notes application under School Setup. Only notes that are assigned to the logged in user’s profile will be displayed.

School Setup

This contains different general school related information. What you can edit depends on your permissions. After you have made the necessary changes, click “Save”. Portal Notes You can use this program to put notes in Centre for different types of users to see. You can add a note and use the checkboxes to decide e which types of users should see that particular portal note. Remember to click the save button when you are finished.

School Information

This contains general information about the school that you have selected. Depending on your permissions, you may be able to change this information. The school number field is used when displaying a list of students from multiple schools.

Add a School

This will add a school to your database. Some of this information is used on certain reports throughout Centre.

Copy a school

You can copy a school into a new school. This will copy marking periods, periods, grade levels, etc. This is great to use if you want to create another school of the same type, like two high schools, and you already have one setup.

Marking Periods

Marking Periods allows you to setup your school's marking periods. There are three tiers of marking periods: Something like Semesters, Quarters, and Progress Periods is suggested. Despite their names, there can be more or fewer than 2 semesters and more or fewer than 4 quarters. Similarly, there can be any number of progress periods in a given quarter.

To add a marking period, click on the Add icon (+) in the column corresponding to the type of marking period you want to add. Then, complete the marking period's information in the fields above the list of marking periods and click the “Save” button. To change a marking period, click on the marking period you want to change, and click on whatever value you want to change in the grey area above the marking period list. Then, change the value and click the “Save” button.

To delete a marking period, select it by clicking on its title on the list and click the “Delete” button at the top of the screen. You will be asked to confirm the deletion.

Notice that neither two marking periods nor two posting periods in the same tier can overlap.

Calendars

Calendar allows you to setup your school's calendar for the year. The calendar displays the current month by default. The month and year displayed can be changed by changing the month and year pull−down menus at the top of the screen and clicking the “Update” button.

On full school days, the checkbox in the upper right hand corner of the day's square should be checked. For partial days, the checkbox should be unchecked and the number of minutes school will be in attendance should be entered into the text box next to the checkbox. For days on which there will be no school, the checkbox should be unchecked and the text field should be blank. To uncheck the checkbox or change the number of minutes in the school day, you must first click on the value you want to change. After making any changes to the calendar, click the “Update” button at the top of the screen.

To setup your calendar at the beginning of the year, you should use the “Create this year's calendar” feature. By clicking on this link in the upper right hand corner of the screen, you can setup all days in a specified timeframe as meeting all day. You can also select which days of the week that your school is in session. After selecting the beginning and ending dates of your school's school year and the day's of the week that your school meets, click the “OK” button. You can now go through the calendar and mark holidays and partial days.

The calendar is also a display of school events. This can include everything from teacher in−service days to sporting events. These events are visible by other administrators as well as parents, students, and teachers at your school.

To add a school event, click on the add icon (+) in the lower left−hand corner of the event's date. In the popup window that appears, enter the event's information and click the “Save” button. The popup window will close, and the calendar will be automatically refreshed to display the added event.

To modify an event, click on the event you want to modify, and change the event's information in the popup window that appears after clicking on the values you want to change. Click the “Save” button. The window will close and the calendar will automatically refresh to display the change.

Periods

Periods allows you to setup your school's periods. Middle and high schools will likely have many periods, whereas elementary schools will probably have only one period (called All Day) or perhaps 3 (All Day, Morning, and Afternoon).

To add a period, fill in the period's title, short name, sort order, and length in minutes in the empty fields at the bottom of the periods list and click the “Save” button. To modify a period, click on any of the period's information, change the value, and click the “Save” button. To delete a period, click the delete icon (−) next to the period you want to delete. You will be asked to confirm the deletion.

Grade Levels

Grade Levels allows you to setup your school's grade levels. To add a grade level, fill in the grade level's title, short name, sort order, and next grade in the empty fields at the bottom of the grade levels list and click the “Save” button. The “Next Grade” field indicates the grade students in the current grade will proceed to in the next school year. To modify a grade level, click on any of the grade level's information, change the value, and click the “Save” button. To delete a grade level, click the delete icon (−) next to the grade level you want to delete. You will be asked to confirm the deletion.

Rollover

Rollover copies the current year's data to the next school year. Students are enrolled in the next grade, and each school's information is duplicated for the next school year. The data copied include periods, marking periods, users, courses, student enrollment, report card grade codes, enrollment codes, attendance codes, and eligibility activities.

Students

This program will give your students demographic and medical information, as well as reports to print about students.

Student Info

From this screen, you will use tabs to access student information. Please note: Depending on the settings of your school, you may not have access to all of this information. You also may be able to change some of this information. You may also be able to change enrollment, if you have the permissions to do so.

Addresses & Contacts

Here you can view and possibly edit student addresses. You can add a new address by clicking “Add a new address”. You may also add an existing address to this student, add a new contact without an address, or add an existing contact without an address. A residence address is the student’s home address. Each address marked as a Mailing Address will print on mailing labels.

Medical

These are all of the medical records of a student. You may also be able to add information here, but be sure to click save when you finish.

Comments

This is a large text box that is shared between all of the teachers in the school. You can use this to leave any comments about that student.

Enrollment

Enrollment can be used to enroll or drop a student from any school. A student can have only one active enrollment record at any time.

To drop a student, change the “Dropped” date and reason to the effective date of the student's drop as well as the reason for his drop. Click the “Save” button at the top of the screen.

Now you can re-enroll the student. To do this, select the effective date of the student's enrollment and the reason for his enrollment from the blank line at the bottom of the list. Also, select the school at which the student should be enrolled and click the “Save” button at the top of the screen.

The enrollment and drop dates and reasons can be modified by clicking on the values, changing them to the desired value, and clicking the “Save” button at the top of the screen.

Add a Student

You can enroll new students here.

Group assign Student Info

If you need to assign a piece of information to more than one student, you can use this to make your job faster.

Associate Parents with Students

For parents to be able to access student’s data, you need to use this to allow them to have access to that student’s records. You will first have to go to Users> Add User and add a parent username before continuing. On the first screen, you will be searching for the student. Then on the next search screen, you will find the parent to assign to the student. Check the box next to the user, and click on the button on the bottom of the screen. Note: this is also available under users.

Reports

Please note that all of these reports will only be of your students, and not the entire school.

Advanced Report

Using this report, you can build your own custom report about your students.

Add Drop Report

This will give you a complete list of adds and drops between a window of dates set by the user at the top of the screen.

Print Letters

If you need to send out a mass amount of letters, you can use this report. There are set variables so that you can make one letter and Centre will create 120 if you need it, all with different information. The variables are on the screen below the text box.

Print Mailing Labels

You can print labels using students addresses for letters and other mailings. Print Student Labels

You can use this report to print simple labels that contains the students name, and if you select, the room number and the teacher.

Setup

Student Fields

You can add custom fields that you would like to add to the stored students information.

Address Fields

You can customize the address fields.

Contact Fields

You can customize the Contact Fields Enrollment Codes

You can change the enrollment and Drop codes here. When setting up the codes, you can choose whether that code is a Drop or Enrollment code.

Users

Here you can view information about the users in the district, which is Parents, Teachers, and Administrators.

User Info

You can view users information and teachers schedules.

General Info

This is the general information about a user. You can delete a user by clicking the “Delete” button at the top of the screen and confirming your action. Notice, you should never delete teachers after they have taught even one class, since the user record must remain for the teacher's name to appear correctly on student transcripts.

Schedule

This is only accessible for teachers. This will show a teacher’s entire day’s schedule.

Add a User

You can add a user using this. You can use this to add new Teachers, Parents, or Administrators.

Associate Students with Parents

For parents to be able to access student’s data, you need to use this to allow them to have access to that student’s records. You will first have to go to Users> Add User and add a parent username before continuing. On the first screen, you will be searching for the student. Then on the next search screen, you will find the parent to assign to the student. Check the box next to the user, and click on the button on the bottom of the screen. Note: this is also available under Students.

Preferences

Here you can set all of your preferences. Tab Description of Setting Display Options: Changes the look and feel of Centre for you when you login. Student Listing: These settings change how the student listing looks Password: You can change your password here. Student Fields: You can change what you see at the search box. Widgets These: boxes can be checked for more advanced student searching

Setup

Here you can change all of the settings for the Users program

User Profiles

You can add/delete custom profiles here. You can also change the permission of user profiles here.

User Permissions

You can set a user to have custom permissions, and instead you will use this to set their permissions rather than Profiles.

User Fields

You can add custom fields to user’s profiles here. See the Custom Fields Quick Guide for more information.

Teacher Programs

You may need to access a certain teachers programs for a certain reason. You can access them here without logging in through their username. An alternative way to do this is to specify an administrators ID in the configuration file under the setting “$CentreAdmins” . When a user ID is specified under this setting, you can use this users password to access any user account. Just type their username and an administrators password.

Scheduling

This program will display all the information about your students scheduling. Here you can not only view an individual students schedule, you can also print your class lists.

Student Schedule

This will display and individual student’s current schedule. If you would like to see the courses that your student has dropped, you can check the check-box next to “Include Inactive Courses”. You can also see unfilled requests below.

You must first select a student by using the “Find a Student” search screen. You can search for students who have requested a specific course or request by clicking on the “Choose” link next to the search options “Course” and “Request” respectively and choosing a course from the popup window that appears.

To add a course to the student's schedule, click on the “Add a Course” link next to the add icon (+) and select a course from the popup window that appears. The screen will automatically refresh to show the course addition.

To drop an existing course, click on the delete icon (−) next to the course you want to drop from the student's schedule.

To change the course period of a course for the student, click on the “Period − Teacher” of the course you want to change and select the new course period. You can also change the term in the same fashion. Student Requests

Student Requests allows you to specify which courses a student intends to take in the next school year. These requests are used by the Scheduler when filling a student's schedule.

You can add a request by selecting the course you want to add from under the corresponding subject heading. Next, choose the desired course weight. You can add requests from each subject in the same way, or you can add another request in the same subject by clicking on the add icon (+) next to the subject name. Doing this will cause another set of request pull−down menus to appear under the subject heading. Once you have added all the desired requests, click the “Save” button at the top of the screen. When you save the student's requests, the Requests program will run the Scheduler without saving the schedule for the current student to notify you of any conflicts. The Scheduler output will also tell you if any course requested has zero available seats. If a request could not be met, you can change the requests accordingly to ensure complete scheduling. You will also be given the option to schedule the student with the requests you entered.

Furthermore, when you have saved the student's requests, you will have the option to specify a teacher or period and to exclude a teacher or period. To do this, select the teacher or period from the “With” and “Without” pull−down menus respectively. You can also delete a request that you entered by changing the course and weight to “Not Specified.” Once you have made all the desired modifications, click the “Save” button again. Print Schedule Here you can print a mass amount of schedules for a selection of students. Group Schedule You can schedule more than one student at a time into a certain course by using this. This is helpful when scheduling an elementary school. Group Requests If you need to add a certain course request to a group of students, you can easily perform that task here.

First, select a course to be added as a request by clicking the “Choose a Course” link at the top of the screen and choosing the course from the popup screen that appears. You can also perform this action from the next screen. Next, search for students. Notice that you can search for students who already have a certain request or are in a certain activity. From the search result, you can select any number of students. To select all the students in the list, check the checkbox in the blue column headings above the list. After you have selected each desired student from this list, click the “Add Course to Selected Students” button at the top of the screen. If you have not yet chosen a course to add as a request, you must do that before you click this button.

Group Drops

You can drop a group of students from a course all at the same time here.

Reports

Under this list, there are many reports that you can run for scheduling.

Print Schedules

You can print a student’s, or a group of student’s schedule(s).

Print Class Lists

Here you can print an entire list of students in any course. You can specify what information is produced on this report.Print Class Pictures

You can view the pictures of everyone in a certain class.

Print Requests

Student’s requests can be printed here.

Schedule Report

You can view enrollment numbers of different classes and weights. You can also view the students enrolled in a certain class

Requests Report

You can view how many students requested each course, as well as who requested what course.

Unfilled Requests

This will display any requests not granted.

Incomplete Schedules

This will show all of the students that are not enrolled in a course every period. A red will display where a course is not assigned on the date set on the top of the screen.

Add/Drop Report

This is a long list of every add/drop in the current school. You can specify the date range at the top of the screen.

Grades

This program handles all of the grading for you school. It includes grading scales, final grades, report card comments, and much more.

Report Cards

Report Cards is a utility that allows you to print report cards for any number of students.

You can search for students who are enrolled in a specific course by clicking the “Choose” link next to the “Course” search option and choosing a course from the popup window that appears. You can also limit your search based on weighted/unweighted GPA, class rank, and letter grade by filling in the upper and lower bounds of the GPA and class rank range and checking the desired letter grade checkboxes. For example, this allows you to search for all students in the top ten of their class, all students who are failing, or all students who have failed at least one course in the marking periods selected.

Also, you can choose to print the report cards with mailing labels. The report cards will have mailing labels positioned in such a way as to be visible in a windowed envelope when the sheet is folded in thirds. More than one report card may be printed per student if the student has guardians residing at more than one address.

Before printing the report cards, you must select which marking periods to display on the report card by checking desired marking period checkboxes.

The report cards will be automatically downloaded to your computer in the printable PDF format when you click the “Submit” button.

Honor Roll

You can print certificates for students that are on Honor Roll. When you search for students, your search will only apply to students that are eligible for honor roll. You can specify the Honor Roll options in the Report Card Grades under Setup; once in the Report Card Grades setup application, click the “+” on one of the tabs. Here you can setup the minimum GPA for the Honor Roll and the High Honor Roll. In a typical 4.0 scale, you might set the Honor Roll GPA minimum to 3.0 to produce an Honor Roll list for all students that have all A’s and B’s. Then they would set the High Honor Roll GPA Minimum to 4.0 to produce the High GPA Honor Roll list of all students that have all A’s.

Calculate GPA

Here you can calculate GPA’s. If you want to recalculate GPA’s using the same settings, just use the recalculate GPA program under utilities.

You must confirm your intention to calculate GPA. Here, you can also specify what number your weighted scale is based upon and whether to base class rank upon weighted or unweighted GPA.

The Calculate GPA program calculates the weighted GPA earned per course by multiplying the GPA value of the grade earned by the GPA multiplier of the course weight. Then, it divides that value by the number you specified as the base for your weighted scale. For unweighted GPA, the Calculate GPA program simply takes the GPA value of the grade the student earned. After finding the GPA points earned for each course, the program averages these values to determine the student's to−date GPA. It then sorts these values to determine the class rank. If more than one student has the same GPA, they will share a position in class rank.

Transcripts

Transcripts is a utility that allows you to print transcripts for any number of students.

You can search for students who are enrolled in a specific course by clicking the “Choose” link next to the “Course” search option and choosing a course from the popup window that appears. You can also limit your search based on weighted/unweighted GPA, class rank, and letter grade by filling in the upper and lower bounds of the GPA and class rank range and checking the desired letter grade checkboxes. For example, this allows you to search for all students in the top ten of their class, all students who are failing, or all students who have failed at least one course in the marking periods selected.

Before printing the transcripts, you must select which marking periods to display on the transcript by checking desired marking period checkboxes.

The transcripts will be automatically downloaded to your computer in the printable PDF format when you click the “Submit” button.

Reports

Student Grades

Here you can view a student’s grades for the year. These grades are current gradebook grades, and are controlled by the marking period selection drop down box on the side menu.

Teacher Completion

You can check if a teacher has completed entering their final grades. An incomplete will be indicated by a . You can put your mouse over the , to see more information about the class. A will accompany a completed class. You may also put your mouse over that to see more information about that class.

Grade Breakdown

This will show how many of each grade mark a certain teacher issued.

Student Final Grades

You can view multiple students’ final grades here. GPA/Class Rank List

You can search to view a students GPA and class rank.

Setup

This is the area where you would specify all of the settings related to grades, such as grading scales, and report card comments.

Report Card Grades

These are your grading scale(s) that teachers use for their gradebook grades and final grades. You can setup multiple scales and specify in each course which grading scale to use.

Report Card Comments

You can view all of the comments that the school has entered that you can use on report cards.

Utilities

Recalculate GPA Numbers Here you can recalculate all of the students GPA.

Attendance

The Attendance program will help you track the attendance of your students.

Administration

Administration allows you to view and change the student attendance records for any given day.

To change the student's attendance status for any period, click on the current value and select the short name of the attendance code you would like to assign that student. After making all the desired modifications, click the “Update” button at the top of the screen. You can also limit the list of students based upon what attendance codes the students have been assigned on the current day. For instance, by default, all students with any attendance codes with a state value of “Absent” are listed. This is shown by the pull−down menu on the upper right−hand corner of the screen that displays “NP.” This menu can be changed to the short name of any attendance code, and only students who received that code during the current day will be displayed. This menu can even be changed to “All” which will list all students for whom attendance has been taken. You can add an attendance code by clicking the add icon (+) next to the attendance code pull−down menu. If you select a second attendance code, the program will list students who received either code during the day.

You can alter the date displayed by clicking on the date on the upper left−hand side of the screen and changing it to the desired date.

After making changes to the attendance codes displayed or the current date, click the “Update” button to refresh the screen with the new parameters.

You can also view the attendance code assigned to the student by the teacher as well as view and enter a comment for each period by clicking on the student's name.

Clicking on “Current Student” on the top of the screen will display the day's attendance records for the current student displayed in the left frame. Add Absences Here you can add any code to a student’s attendance. First search for the student, then select the period(s) to add the code to, then select a code, a date, and hit Add Absence to selected student.

Reports

Teacher Completion

This will show who has completed their daily attendance for a certain day. A will mean complete. A symbolizes that the teacher has not submitted their attendance yet. You can get more details on a class by rolling the mouse over the symbol or the symbol.

Average Daily Attendance

This will give you the daily numbers ordered by grade of attendance by state codes (present or absent). Attendance Chart

This is a student’s attendance history in chart form. You can change the date on the top of the page after searching for students. You may see more than one student in this view.

Absence Summary

Here is a detailed view of all of a specific student’s attendance other than present.

Utilities

Recalculate Daily Attendance

This will recalculate all of the daily numbers for your school.

Delete Duplicate Attendance

You can delete duplicate attendance records that may have been created on accident. Setup

Setup

Attendance Codes

You can specify all of the attendance codes here. When adding an attendance code you will specify the code, the state code (Present, half, or absent), which code is default, and who can use the code (Teacher & Office or Office Only).

Eligibility

Student Screen

Here you can add and review student activities and view the student’s eligibility grades.

Add Activity

You can add activities to the student’s profile.

Reports

Student List

This allows you to generate a list of student’s eligibility grades.

Teacher Completion

This will show who has completed their eligibility grades. A will mean complete. An X symbolizes that the teacher has not submitted their eligibility grades. You can get more details on a class by rolling the mouse over check mark or the X.

Setup

Activities

When adding an activity you will add the name and the date range to receive grades for that activity. Entry Times

Entry Times

It is very important to set this correctly. The date/time range you enter is when the teachers will be allowed to enter eligibility grades.

 
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admin/start.txt · Last modified: 2009/10/06 17:42 by 027.426
 
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