SWIS User`s Manual
Contents
1. Post questions for support Email the PBIS Applications Support Team Chat with PBIS Applications Support Team members Call the PBIS Applications Support Team SWIS User s Manual page 34 NOTES SWIS User s Manual page 35 SWIS Data Entry and Reporting Schedule Data Entry Who What When Office Referrals Accuracy Checks Report Generated Who What When SWIS User s Manual page 362. Drill Down leader school counselor Customization Options SWIS allows schools facilities to personalize data collection settings to accommodate reporting needs Actions Taken Per Referral School Facilities may choose to allow up to four secondary actions taken to be recorded in addition to the primary action taken associated with a referral Problem Behaviors Per Referral Schools Facilities may choose to allow up to four secondary problem behaviors to be recorded in addition to the primary problem behavior associated with a referral Harassment Types The problem behavior of harassment may take many forms Schools Facilities may choose to track specific types of harassment in order to allow fine grained identification and problem solving to address this behavior When this feature is turned on SWIS will provide the federally recognized harassment types These types can be modified or adapted to fit local needs SWIS User s Manual page 6 Weapons Types The problem behavior of weapons is typically collected for both local decision making and district or state reporting Schools Facilities may choose to track specific types of weapons in order to report the information for the year When this feature is turned on SWIS will provide the most common weapon types used in SWIS reporting These types can be modified or adapted to fit local needs Custom Fields A school facility may identify additional information about
3. Ethnicity Drill Down Reports and the Student Dashboard When targeted problem areas arise other reports and graphs contain information for more detailed problem solving Teams can expand on the information presented in the Core or Additional Reports by using the Drill Down tool in order to isolate problem areas with precision A Drill Down report allows teams to make decisions more efficiently and with higher quality As individual student questions arise teams can use the Student Dashboard to analyze a student s behavior trends with precision Getting Organized Roles Responsibilities and Access e Facilitators SWIS Facilitators help schools become SWIS compatible complete the licensing process and provide ongoing technical support as schools learn to use SWIS data for decision making Facilitators are individuals employed by the district state or region and have completed a 3 day training offered through the University of Oregon To obtain SWIS a school must collaborate with a certified SWIS Facilitator e School Wide Team a school facility wide team is responsible to meet regularly to use the SWIS reports as part of progress monitoring and decision making e SWIS Users a small number of personnel within the school facility are identified to be trained as SWIS users User responsibilities vary but may include entering referral data generating reports and or summarizing data for decision making SWIS Users attend three hours of
4. JEP amp 504 SWIS User s Manual page 29 e Location e Notes e Others Involved e Perceived Motivation e Problem Behavior e Race Ethnicity e Referral Type e Seclusion Restraint e Staff e Student e Student Disability e Time e Weapon Types To select specific report filters for the dataset click on the report filter name or click on the arrow to the right of the name to open a drop down menu of options To include a report filter in the dataset click on the appropriate report filter to select it hold the click drag the report filter over to the Include in Dataset section and release the click to drop the filter in To exclude a report filter from the dataset click on the appropriate report filter to select it hold the click drag the report filter over to the Exclude from Dataset section and release the click to drop the filter in Continue to include and exclude report filters until the desired data parameters have been assembled To clear the dataset of any report filter options that have been incorrectly added click the filter s trashcan icon to remove it or click Clear to remove all selected filters To move a filter between include and exclude click on the report filter to be moved hold the click drag the report filter over to the new dataset section and release the click to drop the filter into that section When the all desired data filters have been included and or excluded click Generate to generate th
5. Swift at SWIS training with the SWIS Certified Facilitator SWIS User s Manual page 5 User Types include Role Description SWIS Access School Admin A School Admin user has full access to enter and Account Settings School review data within SWIS Settings SWIS Dashboard Student Dashboard Person Management Add Referral Find Referral View Reports Drill Down Data Entry A Data Entry user has access to enter data and Account Settings SWIS generate common reports within SWIS The role of Dashboard Student Data Entry is typically limited to one or two staff Dashboard Person members who enter referral data maintain person Management Add Referral records and or monitor data integrity Find Referral View Reports Drill Down Data Analyst A Data Analyst user has access to review reports Account Settings SWIS within SWIS for decision making and evaluation The Dashboard Student role of Data Analyst is typically limited to one or two Dashboard View Reports staff members who are responsible to monitor data Drill Down integrity and generate relevant SWIS reports to summarize for decision making team s within the school or district Reporter A Reporter has access to view common reports Account Settings SWIS within SWIS The role of Reporter is givento asmall Dashboard Student number of staff within the school who regularly Dashboard View Reports monitor and report SWIS data e g grade level team
6. g Fax Number SWIS User s Manual page 10 Contact Information Fields include a SWIS Contact b Admin Contact c Billing Contact Core Data In order to generate school wide reports such as the Average Referral Per Day Per Month or Ethnicity Reports SWIS requires details about School Days and School Enrollment School Days The number of school days in each month should be entered at the beginning of the school year and kept up to date as needed e g inclement weather closures To enter or modify School Days 1 In School Settings click on School Days 2 In the workspace on the right click on the correct school year to expand the menu 3 Type or use the arrows to enter the number of schools days for each calendar month Early release days count as one full day 4 Click Save School Enrollment By default the School Enrollment is entered by ethnic categories The total is automatically calculated A school may choose to change the settings so that race ethnicity data is not collected within SWIS see Application Settings General This data should be entered at the same time as the annual census count is reported typically by October 1st This data is only changed during a school year if a large 10 20 change in enrollment occurs e g total enrollment enrollment within a specific ethnic group To enter or modify School Enrollment 1 In School Settings click on School Enrollment 2 In the workspace on the
7. home of SWIS and all other applications within the SWIS Suite SWIS CICO SWIS ISIS SWIS and SAMI From your preferred internet browser e g Internet Explorer Mozilla Safari Chrome type in the website address www pbisapps org to begin accessing the PBIS Applications various resources and supports To login to PBIS Applications and a SWIS account 1 Goto www pbisapps org and then click on PBIS Applications Login located in the black bar at the top of the screen This bar is known as the Applications Bar and is where users login and navigate between the different applications on the account 2 Enter the email address and password associated with the SWIS account Click the Login button 4 Upon logging in the black Applications Bar at the top of the screen will display all PBIS Applications associated with the account 5 Click on SWIS Suite to access SWIS Note Users can also login using the PBISApps Login section located in the middle of the PBISApps homepage pe SWIS Password Authentication When logging into SWIS for the first time users will go through the process of creating a unique password to access their school s SWIS account This process is called Authentication 1 Goto www pbisapps org and click on PBIS Applications Login located in the black Applications Bar at the top of the screen 2 In the login fields enter the following information a Email Address b Password The temporary password assigned to the
8. print both the graph and table 3 Click Print Note Clicking the Preview button allows for viewing specified printing options exactly as they will print out Training and Fluency Building Activities Navigation Using the Demo Account 1 Whatis the contact person s name What is the current year s enrollment What fields are required for referral data entry Where do you go to change the school s address What is the District ID number for David Anderson Jones Does Willie Loman have an IEP Logout NOM PWN Data Entry Using the SWIS Facilitator Account 1 Enter 5 referrals Enter 3 staff names Enter 5 referrals with 2 students being new Enter enrollment for this year Change the status of 3 staff and 3 students in the account gro 6r e Set 2 staff members to inactive and archive 1 staff member e Set 2 students to inactive and archive 1 student Enter days per month for this year Copy referral information from one referral to the next Enter a referral where the student was suspended for 2 5 days Find all of Katie Cassidy s referrals oe OND SWIS User s Manual page 31 Reports and Data Drill Down Using the Demo Account 1 What basic report s do you use to begin a meeting discussing the status of school wide efforts Generate these reports for the current school year What report s do you use to begin a meeting discussing the status of an individual student Generate this information for Mark Banks W
9. right click on the correct school year to expand the menu 3 Enter the number of students within each ethnic group If the school has decided not to enter race ethnicity information in SWIS then enter the total enrollment 4 Click Save SWIS User s Manual page 11 Student Ethnicity Ethnicity enrollment data is optional However PBISApps encourages schools to enter ethnicity data and access related reports for decision making To activate deactivate Ethnicity as a required field in your school s account 1 In School Settings click on General under the Applications header 2 In the School General Settings menu click on Use Ethnicity 3 Use the drop down menu to select the appropriate preference The federal government requires schools districts and states to collect individual level race and ethnicity data at enrollment and report aggregated data in the following ways e Individual students must report their ethnicity as well as their race e Students may identify with more than one race e Multi Racial is listed only as a category for aggregate reporting purposes For more information about entering individual student ethnicity and race information please refer to the Person Management section of this User s Manual Application Settings General The General Settings menu allows the school facility to identify what information will be collected in SWIS and preferences for how the information should be collected and rep
10. the Add Field Item section enter a label and identifier for a field item to be displayed in the newly created Custom Field menu f Verify that the display box is checked Click Save g The newly created field item will be displayed in the Field Items section Continue to add and save items until all chosen Field Items have been entered h Click Continue SWIS User s Manual page 15 4 To modify an existing custom field a In the Custom Fields section double click the field label that is to be modified b In the Edit Custom Field window modify the field label identifier or item s as appropriate c Field items can be merged by selecting the item to keep and clicking Merge The Merge Field Items window will open The window notes the selected item to keep and prompts for the selection of the item to remove Select the item to remove Click Merge This will update all existing referrals to use the item label that was kept 5 To Delete a custom field a In the Custom Fields section click on the field that is to be deleted The identified item row will be highlighted b Click Delete c Deleting a field will remove the data for all existing referrals associated with the field Confirm that this data should be removed by clicking Yes Individual Custom Field items can also be modified to fit local needs To add a new custom field item 1 In the Custom Fields section double click the field label that is to be modified The E
11. SWIS Application settings 1 In Account Settings in the Applications section click on SWIS 2 Under the General settings header click on Referral Category Sort Use the drop down menu to select the preferred sort order alphabetically or SWIS order for referral fields Click Save e Alphabetically SWIS User s Manual page 18 e SWIS Order default this sort order is based on national usage trends and best practice recommendations from PBISApps 3 Under the Report Settings header click Default Report Sort Use the drop down menu to select the preferred sort order frequency alphabetically or SWIS order for reports Click Save e Frequency this sort order is based on the account user s frequency of usage e Alphabetically e SWIS Order this sort order is based on the national usage trends and best practice recommendations from PBISApps 4 Under the Report Settings header click Default Referral Type Selection Use the drop down menu to select the preferred selection of referrals for reporting Click Save e All Referrals and Minors default displays both Major and Minor referrals in reports e Major displays only Major referrals in reports e Minor displays only Minor referrals in reports 5 Under the Report Settings header click Show Only With Data Selected by Default Default Yes From the drop down menu select whether reports should include only fields with data example Referrals By Problem Behavior shows onl
12. SWIS User s Manual Version 5 0 August 2013 d KMA Your Current Facilitator s Information Name Phone Email SWIS User s Manual page 1 Table of Contents GELLING to KNOW MP 4 Who Should Use This Manual seess 4 What is dT II baineh doshas wna eis HAN 4 What is the SWIS Suite of Applications een 4 What IS SWIS E 4 Using SWIS Data for Decision Making Why and How eneen 5 Getting pg aper 5 Roles Responsibilities and ACCESS ENEE ENEE 5 Customizatioh ODLODS accetta reges trteictet a du ee eR Ra a eR ee Re RR Ru EU 6 Data Entry and Report Generation Schedule ENEE 7 Sample Data Entry Reporting Schedule ENEE 7 Navigating SWIS and Account Setup e iis essse tte ttnn tenta ttttn tent tette ttt tta tent to tton EE 8 Logging In to PBIS Applications and SWIS isset tenta tttm tenta teet tta tents tas 8 SWIS Password AutlienticatlOn arteriis xe re eria d Eent 8 Logging Out of PBISApps and ECO KEE 9 Basic Valium LDC i 9 School Settings EE 10 SCHOOL tree eege 10 ROCK 11 School Day S aranana a EE e 11 See Bee UE 11 Student 24 0 00 6 EE 12 Application Seton TC 12 General EE 12 AUT KE 13 Maximum Actions Taken Allowed Per Refertral ee 13 Maximum Problem Behaviors Allowed Per Reierral ENEE 14 Track Harassment Type Sissis
13. When Entering Referral Information A school or facility may identify additional information about a referral that is needed for local decision making district state reporting or other purposes School wide agreements should be made about how to best utilize Custom Fields within SWIS to fit local needs without adding unnecessary burden to personnel entering data or generating reports SWIS allows up to ten custom fields to be set up Custom Fields can be turned on or off and modified or adapted to fit local needs Management for Custom Fields is located in School Settings Examples of Custom Fields categories and labels include 1 Category Parent Contact Labels Email Mail Phone In Person Unable to Contact 2 Category Hallway Labels East Wing West Wing North Wing South Wing Note Schools facilities may now track specific types of harassment and weapons without having to establish separate custom fields When the Track Harassment Types and Track Weapon Types features are turned on in school s SWIS Application Settings School Settings Applications SWIS SWIS will provide the federally recognized harassment types when Harassment is selected as the problem behavior and the most common weapon types used in SWIS reporting when Use Possession of Weapons is selected as the problem behavior The problem behavior of Weapons is typically collected for both local decision making and district or state reporting Schools facilities may cho
14. a referral that is needed for local decision making district state reporting or other purposes School wide agreements should be made about how to best utilize Custom Fields within SWIS to fit local needs without adding unnecessary burden to personnel entering data or generating reports Data Entry and Report Generation Schedule A schedule for data entry and report generation is helpful in getting organized for and sustaining the use of SWIS data The SWIS schedule below is an example of how to organize data entry and reporting needs around discipline timelines and meeting schedules A blank SWIS Data Entry and Reporting Schedule is located at the back of this User s Manual Sample Data Entry Reporting Schedule Data Entry Who What When Tanya Office Referrals End of each day Tanya and Jose Accuracy Checks 10 minutes monthly before Climate Committee Meetin Report Generated Who What When Climate Committee Office Referrals School Summary Reports Climate Committee Meetings 2 d and 4 Tuesdays 3 00 p BEP Team Referrals By Student Thursdays 3 15 p m individual student reports for students with 5 referrals IEP Teams Individual Student Report Scheduled IEP meetings Administrators All options Student meeting Parent meeting Staff meeting School Board meeting SWIS User s Manual page 7 Navigating SWIS and Account Setup Logging In to PBIS Applications and SWIS PBISApps is the
15. aaant a a aa ian adandana aadi aaaea cR 14 Track Weapon VpeS E 15 Bukirndg Joce c 15 CICOsSS WIS EE 17 AIR BEE EE EE EE 17 Keen e Let 17 PAC COU TAL Profle e 17 eet ene EE 18 t EE 18 NIK KEE 19 ET EE 19 Eersor Management cciisesss cccssitscecavacceacaiecassncetacecstvesstescset ctesanseasetseesesseastond aaasta aa daaa daadaa eaaa diiad aaa aN aS 19 To access Person Management eege eege 20 To add a new Person record sue Eden 20 To locate and merge duplicate person records essent tantnm tent tente tnnt 21 SWIS User s Manual page 2 To revise a person recordi cepe ertet nete nee EES ees 21 To delete person record usada oett it dct Eee t te d ge E Pc eu od 21 To change a person s status ENEE 22 Student Ethnicity teen tut dq a ui ato d ean Ea Hp ae dde EO cd 22 Student Dashboard ee 22 Entering Referral Data aire teinte t ba t dte c dnd ee a D aen 23 Add Refer Teal casts M M M 23 Copying Referral Information to Next Referral NEEN 25 Using Custom Fields When Entering Referral Information ENEE 25 Find and Revise Referral tics nter ebe 26 Viewing and Generating Reports eie eg lebe ux ce pet ecc d nte uc 26 School Ethnicity Report tette tret rt ded dee e etit pedit dte 28 Data Drill DOW ee 29 To drill down data and create custom report
16. as they will print out School Ethnicity Report SWIS offers schools the capability to regularly monitor racial ethnic discipline rates through the School Ethnicity Reports To view these reports a school must a designate the use of ethnicity in the general school settings b enter a student population count for each of the racial ethnic groups in the school enrollment and c be entering racial ethnic information for each student added to the school s account The School Ethnicity Report can then present three graphs displaying 1 The percentage of enrolled students in each racial ethnic group compared to the percentage of office discipline referrals received by each racial ethnic group 2 The percentage of enrolled students in each racial ethnic group compared to the percentage of students from each racial ethnic group with referrals and 3 The percentage of students in each racial ethnic group with referrals Together the graphs provide a comprehensive picture describing the extent of proportionality disproportionality of school referrals at any given time during the school year Graph 1 Referrals By Ethnicity This report displays information about the percentage of enrolled students by ethnicity compared to the percentage of referrals by ethnicity The graph allows comparison of the proportion of students within a school by ethnic grouping number of students within an ethnic group divided by total enrollment with the proportion
17. data entry and reporting as efficient as possible To modify the Maximum Actions Taken Per Referral 1 In School Settings in the Applications section click on SWIS 2 Click anywhere within the Maximum Actions Taken Allowed Per Referral row SWIS User s Manual page 13 3 Type or use the arrows to identify the maximum number of actions taken that may be added to a referral 4 Click Save Maximum Problem Behaviors Allowed Per Referral By default SWIS limits the number of problem behaviors to one primary Schools Facilities may choose to allow up to four additional or secondary problem behaviors to be recorded per incident PBISApps recommends limiting the total number of problem behaviors to two or fewer in order to keep data entry and reporting as efficient as possible To modify the Maximum Problem Behaviors Allowed Per Referral 1 In School Settings in the Applications section click on SWIS 2 Click anywhere within the Maximum Problem Behaviors Allowed Per Referral row 3 Type or use the arrows to identify the maximum number of problem behaviors that may be added to a referral 4 Click Save Track Harassment Types The problem behavior of harassment may take many different forms Schools Facilities may choose to track specific types of harassment in order to allow fine grained identification and problem solving to address this behavior When this feature is turned on SWIS will provide the federally recognized harassme
18. dit Custom Field window will open 2 In the Add Field Item section type the field item label 3 If integrating SWIS data with another system type the identifier 4 Verify that the display box is checked Click Save To modify an existing custom field item 1 In the Edit Custom Field screen the display status of each individual field item is identified in the Field Items list A green check mark notes that the field item is displayed A red X notes that the field item is not displayed 2 To change the display status of a Field Item click the appropriate item label Verify that the display box to the right of the Field Item list is checked if the item is to be displayed Uncheck the box to hide and not display the individual field item 3 Field items can be merged by selecting the item to keep and clicking Merge The Merge Field Items window will open The window notes the selected item to keep and prompts for the selection of the item to remove Select the item to remove Click Merge This will update all existing referrals to use the item label that was kept To Turn Custom Field Labels On or Off 1 In School Settings in the Applications section click on SWIS 2 Click anywhere within the Custom Fields row to expand the menu 3 In the Custom Fields section click the appropriate field to select Click Edit SWIS User s Manual page 16 4 In the Edit Custom Field screen the Display check box located on the left side identifie
19. do you do when the referral form does not have all the completed information Data Integrity Modification Activities Using the SWIS Facilitator Account 1 NOM PWN Change the school phone number Add a new staff name Add one referral for Marie Banks with today s date Revise Marie s referral from above to three days ago Change your school s grade levels to 34 6 grade You ve lost a day of school this month due to an electrical outage Make that change Change Katie Cassidy s name to Katie Kassidy SWIS User s Manual page 32 8 Change Jason Miller s status to reflect his graduation 9 Merge two student names retain Tyler Starr and delete Jason Miller 10 Change school days you had 2 snow days in January and they were made up in June Annual Account Activities Some information within a school s SWIS account needs to be updated each year The following annual activities ensure that an account contains all current information Beginning of the Year Enrollment and School Days per Month Information 1 Enter total enrollment for the current school year 2 Enter ethnicity race enrollment number for the current school year if your school keeps track of ethnicity information 3 Enter the number of instructional days the number of days students are in school for each calendar month Update Student Staff Status 1 Set the status of staff members who no longer work in your building to archived 2 Set the stat
20. e 20 To locate and merge duplicate person records Merging two names will combine all referrals from the Student Staff Non Staff to Delete to the Student Staff Non Staff to Retain 1 In Person Management click on the appropriate tab Students Staff Non Staff Check the Active Inactive and Archived filter boxes to display all person records associated with the SWIS account Using the scroll bar scroll up or down to locate the name ofthe person to be retained or type in the name of the person to be retained in the Search field Then click the Search icon Click Merge A new screen will open identifying the student staff or non staff record to be retained and the student staff or non staff record to delete In the Student Staff or Non Staff to Delete section use the drop down menu to select the person record to delete This will merge all records of the person being deleted with the person being retained Click Merge To revise a person record 1 In Person Management click on the appropriate tab Students Staff Non Staff Using the scroll bar scroll up or down to locate the name of the person whose record is to be modified or type in the name of the person whose record is to be modified in the Search field Then click the Search icon In the list of active person records double click on the person whose record is to be revised A new screen will open in which a person s information can be edited and rev
21. e Drill Down Report with the associated graph and table The Drill Down Report graph can be modified further by using the drop down menu to the right of the graph to change the graph type Changing the Drill Down Report graph type uses the established dataset filters that have been included and or excluded to produce a new graph The Drill Down Report table can be modified further by clicking the different header labels located in the table s top row to change the way the data is sorted Changing the sort order of the Drill Down Report table uses the established dataset filters that have been included and or excluded and does not alter the dataset parameters Note Once a Drill Down Report has been generated adding additional report filters to the include exclude dataset will further refine the data graph and table SWIS User s Manual page 30 9 School Facility teams may choose to save the assembled data set and report filters for easy future access Once the Drill Down Report has been generated click Save Report Template to save the specific data filters Saved Report Templates can be easily accessed in the future by using the Load Report drop down menu located above the Exclude from Dataset section To print a report 1 Inthe report screen click the Print icon located beside the report s graph 2 A message screen will open allowing a user to select specific printing options Users can print either the graph only the table only or
22. e applications If a school is not subscribed for a particular application an Access Denied message is displayed that provides background information about the selected application and steps to subscribe if desired The SWIS application is organized in a dashboard format The SWIS Dashboard displays a School Summary Report including Average Referrals per Day per Month Referrals By Time Referrals By Location Referrals By Day Of Week Referrals By Problem Behavior Referrals By Grade and Referrals By Student Clicking on any of these School Summary reports will open the selected report in a new screen and will display the report and the associated data table Located to the right of the School Summary Reports is a list of Latest Referrals The ten most recent referrals are listed in the Latest Referrals section Users can use the buttons at the bottom of the list to move between pages to see older referrals Located at the top of the SWIS Dashboard are buttons for the various features within SWIS Directly above the School Summary Reports are the buttons for Add Referral View Reports Drill Down and Tools Located in the blue navigation bar at the top right of the screen are the icons for Reports Student Dashboard Person Management and Logout SWIS User s Manual page 9 School Settings Schools Facilities getting started with SWIS will work with their Facilitator to identify what options are available for customization within SWIS Discus
23. ented in more than 25 000 schools in the US and abroad PBISApps has been making schools safe and more productive places for over 10 years by empowering educators to make data based decisions as problems emerge What is the SWIS Suite of Applications The SWIS Suite is a set of four applications SWIS CICO SWIS ISIS SWIS and SAMI designed to assist schools in using information for decision making The SWIS Suite is a reliable confidential web based information system built to collect summarize and use student behavior data for decision making Research demonstrates that educators can make more effective and efficient decisions when they have the right data in the right format at the right time SWIS provides school facility personnel with the information they need to be successful decision makers What is SWIS The School Wide Information System SWIS is a web based decision system designed to help school facility personnel improve the behavior support in schools and other educational facilities by providing school personnel with accurate timely and practical information for making decisions that lead to better outcomes for students staff and families SWIS provides schools facilities with a practical process for helping teams make decisions about the design and management of school wide behavior support systems targeted interventions and or individual behavior support systems It allows users to collect ongoing information about di
24. errals By Time Referrals By Location Referrals By Day Of Week Referrals By Problem Behavior Referrals By Grade and Referrals By Student are automatically displayed for quick access This School Summary report is used for making decisions about problem behaviors at the school wide level Clicking on any of the individual reports located on the SWIS Dashboard opens the specific report graph in a new screen along with the report s associated data table 2 In the top navigation row click on View Reports to access the reports dashboard In the reports dashboard the variety of reports available within SWIS are organized into the categories of Core Reports and Additional Reports e Core Reports School Summary Average Referrals Per Day Per Month Referrals By Location Referrals By Problem Behavior SWIS User s Manual page 26 Referrals By Time Referrals By Student Referrals By Days Of The Week Referrals By Grade Note The School Summary report provides the same information that is located on the SWIS Dashboard Both the SWIS Dashboard and the School Summary provide each of the individual core reports e Additional Reports Average Referrals Per Day Per Month Multi Year Referrals By Location Multi Year Referrals By Problem Behavior Multi Year Referrals By Staff School Suspension Expulsion School Ethnicity 3 Click on the triangle to the right of the View Reports icon located below t
25. ferral into the date field m d yy or click the calendar icon at the end of the date field to open the calendar so that the appropriate date can be selected 7 Time use the drop down menu to select the time most closely associated with the referral 8 Location use the drop down menu to select the appropriate location of the referral 9 Problem Behavior use the drop down menu to select the primary problem behavior Depending upon the Maximum Number of Problem Behaviors Allowed Per Referral entered in the School Settings additional problem behaviors may be selected The star icon located beside a problem behavior identifies it as the primary problem behavior To remove a problem behavior from the referral click the red X beside the problem behavior a Ifaschool facility chooses to Track Harassment Types or Track Weapon Types in School Settings an additional drop down menu will appear whenever Harassment or Use Possession of Weapons is identified as the problem behavior Use the subsequent drop down menu to select the appropriate harassment or weapon type 10 Perceived Motivation use the drop down menu to select the appropriate perceived motivation 11 Others Involved use the drop down menu to identify others involved in the referral incident 12 Action Taken use the drop down menu to select the primary action taken Depending upon the Maximum Actions Taken Allowed Per Referral entered in the School Settings additional actio
26. hat report s do you use to begin a discussion about problem behavior events in specific locations Generate this report information The administrator asks you the time of day when the highest frequency of problem behaviors occurs What report s information do you give Generate this report Generate a multi year graph for Average Referrals Per Day Per Month The administrator asks you for the two students with the most referrals Who are those students How many referrals does the student with the most referrals have What is the student most likely to do Where is the student most likely to have difficulty When is the student most likely to have difficulty A family with 3 kids moves in after the census enrollment was entered Do you change enrollment You have entered referrals and generated the Average Referrals Per Day Per Month graph It shows there is no data to report You find the referrals in other basic reports What could be happening What are your next steps cho oD The Student Services Team is meeting in 5 minutes and needs some information for an individual student What report s do you provide 10 Find the number of students with 3 or more majors this year 11 Find the number of students with 3 or more minors during the past 2 months 12 The school district office calls and asks for the number of out of school suspensions that have occurred since the beginning of the year What is your response 13 What
27. he blue navigation bar at the top This will open a drop down menu allowing access to SWIS reports When viewing individual reports each individual report opens in its own tab within the reports screen This allows users to have multiple reports open at the same time and tab between reports as needed to access information in a quick and efficient manner To close a report tab click on the X in the top right corner of the tab To open a new report click on the appropriate report icon in the quick launch bar above the currently open reports SWIS also allows users to refine reports based upon a set of criteria and generate more detailed specific reports When a report is open the report screen displays the specific report graph the associated data table and report options i e data parameters To refine a report 1 Open the desired report 2 In the Options section of the report screen modify the options as needed 3 Click Generate This will refine the report graph and data table to reflect the specified report options SWIS User s Manual page 27 To print a report 1 In the report screen click the Print icon located to the right of the Generate icon 2 A message screen will open allowing a user to select specific printing options Users can print either the graph only the table only or print both the graph and table 3 Click Print Note Clicking the Preview button allows for viewing specified printing options exactly
28. hich the person s information can be reviewed and revised 5 Use the drop down menu to modify the person s status Active Inactive Archived a Active the person is currently associated with the school b Inactive the person is not currently associated with the school but the person may return e g transfer students c Archived the person is not currently associated with the school and will not be returning e g graduated students 6 Click OK Student Ethnicity When entering individual student ethnicity and race information 1 Select the one ethnicity with which the student identifies 2 Select the race s with which the student identifies Student Dashboard The Student Dashboard provides school facility personnel with a comprehensive report for an individual student with data in SWIS CICO SWIS and or ISIS SWIS The Student Dashboard reports include a Summary The Summary on the right side of the Student Dashboard provides information from the student s Person Management record e g ID gender SWIS data e g number of major referrals last referral date CICO SWIS data e g goal last plan change and or ISIS SWIS data e g coordinator implementation status as applicable to the student b Latest Referrals the student s 10 most recent referrals are displayed with a page toolbar to page through student s other referrals on record c Referrals Per Year The Referrals Per Year table disp
29. in the school and provides identification of any ethnic group that is experiencing a proportionally higher or lower rate of referrals Data Drill Down In addition to the report options already available in the reports dashboard SWIS also provides the ability to drill down referral data Drilling down data allows school facility leadership teams to extract behavior incident patterns and trends based upon specified criteria Data analysis at this deeper level is purposeful for answering specific questions about problem behavior incidents and enhances the data based decision making of school facility teams Drilling down data leads to more targeted behavior supports and practices for improved student outcomes To drill down data and create custom reports 1 Inthe top navigation bar click on Drill Down to access the Data Drill Down report options The Drill Down dashboard is organized by optional report filters a section for items to be included in the dataset and a section for items to be excluded from the dataset 2 Dataanalysis at this deeper level is purposeful for answering specific questions about problem behavior incidents and filtering data in order to identify more precise trends The report filters on the left side are used to assemble a dataset related to a school facility s specific questions about student behavior incidents Data can be filtered by e Action Taken e Date e Day of Week e Gender e Grade e Harassment Types e
30. ised When all revisions are complete click OK To delete a person record 1 In Person Management click on the appropriate tab Students Staff Non Staff Using the scroll bar scroll up or down to locate the name of the person whose record is to be deleted or type in the name of the person whose record is to be deleted in the Search field Then click the Search icon Click Delete A new screen will open asking to confirm the deletion of the selected person If choosing delete click Delete If choosing not to delete click Cancel and the screen will close and the person record will not be deleted Note A person record should only be deleted if it was created accidentally or within the wrong person type but only when there is no account or referral data connected to the record Deletion of a person record also deletes all referral data connected to the record SWIS User s Manual page 21 To change a person s status 1 In Person Management click on the appropriate tab Students Staff Non Staff 2 Check the Active Inactive and Archived filter boxes to display all persons associated with the SWIS account 3 Using the scroll bar scroll up or down to locate the name of the person whose status is to be changed or type in the name of the person whose status is to be changed in the search field Then click the search icon 4 Double click on the name of the person whose status is to be changed A new screen will open in w
31. lays the number of referrals the student has received by school year as well as by major and minor incidents SWIS User s Manual page 22 d Suspension Expulsion The Suspension Expulsion table displays the student s referrals that resulted in an In School Suspension Out of School Suspension or Expulsion The data is displayed by school year as well as number of events and days e Referrals By Motivation The Referrals By Motivation report displays the student s incident data by perceived motivation f Referrals By Time The Referrals By Time report displays the student s incident data by time of day g Referrals By Problem Behavior The Referrals By Problem Behavior report displays the student s incident data by the primary problem behavior h Referrals By Location The Referrals By Location report displays the student s incident data by the location where the incident occurred i Referrals By Day Of Week The Referrals By Day Of Week report displays the student s incident data by the day of the week that the incident occurred j Average Referrals Per Day Per Month The Average Referrals Per Day Per Month report displays the student s incident data by the number of referrals per school day per month k CICO Individual Student Count For students enrolled in CICO SWIS the Individual Student Count Report is used to track individual student progress This report graphs the student s daily percentage of points earned To acces
32. ns taken may be selected The star icon located beside an action taken identifies it as the primary action taken To remove an action taken from the referral click the red X beside the action taken 13 Seclusion Restraint use the drop down menu to select if seclusion restraint or seclusion and restraint are connected to the referral 14 Notes type any necessary anecdotal information about the referral incident into the Notes field 15 Custom Fields use the Custom Fields to identify additional information about a referral that is needed for local decision making district state reporting or other purposes 16 Click Save Note SWIS will not save a referral unless all required information fields are completed All required information fields are highlighted in red and identified with a red exclamation mark when left blank SWIS User s Manual page 24 Copying Referral Information to Next Referral When more than one student is involved in the same incident some of the referral information can be carried over from one referral to the next one to be entered To copy information from one referral to the next referral 1 Complete referral data entry for the first student 2 Click Save amp Copy at the bottom of the referral data entry screen 3 This will save the first student s referral and open a new referral data entry screen 4 Enter the missing information into the second student s referral Using Custom Fields
33. nt types These categories can be modified or adapted to fit local needs To modify the Track Harassment Types field 1 In School Settings in the Applications section click on SWIS 2 Click anywhere within the Track Harassment Types row to expand the menu 3 Use the drop down menu and choose Yes to track harassment types or choose No to turn the feature off 4 If tracking harassment types SWIS will provide the federally recognized harassment types whenever Harassment is identified as a problem behavior during referral entry When harassment is identified as the problem behavior data entry persons will select the specific type of harassment from a drop down menu The selected harassment type will then be associated with the incident referral 5 When finished reviewing or modifying the Track Harassment Types field click Save SWIS User s Manual page 14 Track Weapon Types The problem behavior of Weapons is typically collected for both local decision making and district or state reporting Schools Facilities may choose to track specific types of weapons in order to report the information for the year When this feature is turned on SWIS will provide the most common weapon types used in SWIS reporting These types can be modified or adapted to fit local needs To modify the Track Weapon Types field 1 In School Settings in the Applications section click on SWIS 2 Click anywhere within the Track Weapon Types row to expand the men
34. of office discipline referrals from each ethnic group number of office discipline referrals from an ethnic group divided by the total number of office discipline referrals The graph allows assessment of the extent to which the proportion of referrals is over represented or under represented by any specific ethnic group Graph 2 Students With Referrals By Ethnicity This report displays information about the percentage of all enrolled students by ethnicity and percentage of students with referrals by ethnicity The graph allows comparison of the proportion of students within a school by ethnic grouping number of students within an ethnic group divided by total enrollment with the proportion of students with office referrals from each ethnic group number of students with a discipline referral divided by SWIS User s Manual page 28 the total number of students with discipline referrals The graph allows assessment of the extent to which the proportion of students being referred is over represented or under represented by the proportion of students in any ethnic group Graph 3 Students Within Each Ethnicity With Referrals This report displays information about the percentage of students within each ethnic group who have referrals The number of students with office discipline referrals from each ethnic group is divided by the number of enrolled students in that ethnic group This allows comparison of rates of referrals across ethnic groups
35. orted General Settings include a Start Month SWIS allows the school facility to identify what month is considered the start of the year for reporting and decision making purposes b Use 24 Hour Time Schools Facilities may choose to track problem behavior outside of typical education hours 8 00 a m 5 00 p m c Use 504 By default SWIS will collect data about a student s 504 status Schools Facilities may choose to turn this feature off and track this information elsewhere d Use Ethnicity By default SWIS will collect data related to race ethnicity Schools Facilities may choose to turn this feature off and track this information elsewhere PBISApps recommends tracking this information within SWIS when possible in order to facilitate discussions around equity and disproportionality e Use IEP By default SWIS will collect information about a student s IEP status and related disability category within the student record in Person Management Schools may choose to turn this feature off and track this information elsewhere PBISApps recommends SWIS User s Manual page 12 tracking this information within SWIS when possible in order to use reports to facilitate discussions around equity and individual student needs f Require Staff District IDs SWIS allows the school facility to utilize district internal identification numbers for staff rather than the SWIS assigned ID number g Require Student District IDs SWIS all
36. ose to track specific types SWIS User s Manual page 25 of weapons in order to report the information for the year Custom Field labels and items can be modified See School Settings General Custom Fields Find and Revise Referral The Find Referral function within SWIS provides an easy way to locate a specific referral or group of referrals to open for revisions 1 From the SWIS Dashboard click Tools select the Find Referral option The Find Referral screen will open and display the 15 most recent referrals and the option to page through the all other referrals associated with the person account The Find Referral screen will also provide users with the option of selecting various criteria with which to refine their search 2 Enter search criteria into the chosen fields and click Search All referrals matching the entered criteria will appear as a report 3 Inthe generated report of referrals single click on a referral to highlight and select it A summary report of the referral will be displayed beside the list of referrals 4 Double click on a referral to open the Edit Referral screen Revise referral information as necessary 5 Click Save Viewing and Generating Reports There are three ways to navigate reports within SWIS 1 The SWIS Dashboard is organized to provide a School Summary report for quick access ofthe core data reports available On the SWIS Dashboard screen the Average Referrals Per Day Per Month Ref
37. ows the school facility to utilize district internal identification numbers for students rather than the SWIS assigned ID number To enter or modify General Settings 1 In School Settings in the Applications section click on General 2 Click anywhere within the row of the appropriate field to expand the menu 3 Choose Yes to use the identified feature Choose No to turn the feature off Start Month information is modified by clicking on the arrow at the end of the month s name and then selecting the appropriate month from the drop down menu 4 Click Save Click on the next field or area to modify 6 Close School Settings by clicking on the red X icon in the upper right corner of the screen ol SWIS SWIS settings allow the school facility to personalize data collection settings to accommodate reporting needs Agreements should be made school wide prior to making changes within the SWIS settings SWIS Referral Data Entry settings include a Maximum Actions Taken Allowed Per Referral b Maximum Problem Behaviors Allowed Per Referral c Track Harassment Types d Track Weapon Types e Custom Fields Maximum Actions Taken Allowed Per Referral By default SWIS limits the number of actions taken to one primary Schools Facilities may choose to allow up to four additional or secondary actions taken to be recorded per incident PBISApps recommends limiting the total number of Actions Taken to three or fewer in order to keep
38. s ENEE 29 TO printa Tepot tiisin ria 31 Training and Fluency Building Actvitles ENEE 31 INAV AL OT EE 31 Data D Oe e E EN R ports and Data DrlllDOoWn x rte Darse ud bec e eee re tt be E bg 32 Data Integrity Modification Activities EEN 32 Annual Account ACLVIt8S cst etti Dee iced ep io rep di Pre utc ea vouch er cce du 33 Getting SUpport ana e M 34 SWIS User s Manual page 3 Getting to Know SWIS Who Should Use This Manual The purpose of the SWIS User s Manual is to provide SWIS users a quick reference and trouble shooting guide The manual is for use by SWIS Facilitators and SWIS Users during initial start up training and ongoing use Individuals new to SWIS should go to the PBISApps Website at www pbisapps org for information about the features of SWIS and how to obtain access to SWIS The website also provides access to a demonstration of the SWIS structure functions and reports What is PBISApps PBISApps is a not for profit group developed and operated by Educational and Community Supports ECS a research unit at the University of Oregon The PBISApps team manages a series of educational tools related to the implementation of multi tiered systems of support MTSS e g Positive Behavioral Interventions and Support These tools include the School Wide Information System SWIS Suite PBIS Assessment and PBIS Evaluation Our applications have been implem
39. s if the Custom Field label is turned on or off Check the box to turn the Custom Field label on Uncheck the box to turn the Custom Field label off CICO SWIS For schools that also use CICO SWIS to monitor targeted intervention or point card data additional school settings will be available ISIS SWIS For schools that also use ISIS SWIS to monitor individual student supports additional school settings will be available Account Settings Account Settings allow an individual user to update their profile information as well as personalize application settings to accommodate data entry or reporting preferences An account s settings are stored individually for each password accessing SWIS allowing each user to customize SWIS for individual usage To access Account Settings 1 From the SWIS Dashboard click Tools 2 Click Account Settings Note Do not modify profile information to reflect a different person s name or email address If changes in the school facility user list are needed please contact your SWIS Suite Facilitator If a facilitator is not available contact the PBISApps team for additional support Within the Account Settings menu schools facilities can view and modify information related to e Account Profile e Applications within the SWIS Suite Account Profile The Account Profile Settings allow an account user to verify and update their name contact email username password or avatar This information will be
40. s the Student Dashboard 1 From the SWIS Dashboard click Tools then click Student Dashboard The Student Dashboard screen will open 2 Click on the arrow next to the Find Student field which is located below the school s name A list of Active student records will appear Typing into the Search field will also display students matching the name and spelling entered Users may also select a student from the identified lists of Students with Referrals Students in CICO or Students in ISIS Clicking on a student s name will generate their individual Student Dashboard Entering Referral Data SWIS was designed for efficient data entry Data entry staff report an average of 30 seconds data entry time per referral when using only the required SWIS fields Some schools may choose to include additional information and or customized fields Add Referral To add a referral 1 From the SWIS Dashboard click Add Referral This opens the Referral Entry screen 2 Referral Type use the drop down menu to select the appropriate referral type 3 Student type the name ofthe student into the Student field or use the drop down menu to scroll to the appropriate student SWIS User s Manual page 23 4 Grade use the drop down menu to select the appropriate grade level 5 Staff type the name of the referring staff member in to the Staff field or use the drop down menu to scroll to the appropriate staff member 6 Date type the date of the re
41. scipline events The resulting behavior data can be instantly accessed in tables reports and graphs allowing for teams to easily monitor and analyze behavior trends at the school wide small group and individual levels Information entered into SWIS is confidential and secure SWIS protects data through the use of school specific passwords and high quality data protection procedures The SWIS Confidentiality amp Security Statement can be accessed at www pbisapps org SWIS User s Manual page 4 Using SWIS Data for Decision Making Why and How SWIS reporting options are structured for decision making in three areas 1 Design and management of school wide behavior support systems 2 Targeted interventions for problem areas and groups of students 3 Individual student behavior support plans and systems Core Reports Core SWIS reports SWIS Summary Reports are presented on the main SWIS Dashboard and allow teams to monitor school wide patterns of problem behavior Core reports include Average Referrals Per Day Per Month Referrals By Time Referrals By Location Referrals By Day Of Week Referrals By Problem Behavior Referrals By Grade and Referrals By Student Additional Reports Additional reports are typically used on a less frequent schedule or for specific areas of concern Additional reports include Average Referrals Multi Year Location Multi Year Problem Behavior Multi Year Referrals By Staff Suspension Expulsion and
42. sions should focus on the use of data for decision making as well as efficiency of data entry and report generation It is recommended that all relevant stakeholders be included in these discussions such as administrators data entry and reporting staff and teams responsible for progress monitoring of problem behaviors and social climate School settings should be reviewed at least annually to ensure that all information is up to date and reflects the needs of the school School Settings are set for the entire school and will be the same in all the school s SWIS passwords To access School Settings 1 From the SWIS Dashboard click Tools 2 Click School Settings Within the School Settings menu schools facilities can view and modify information related to e School Profile e Core Data e Applications within the SWIS Suite School Profile PBISApps staff will set up new accounts using information provided by the SWIS Facilitator during licensing The School Profile and Contact Information links should be reviewed for accuracy at least annually to ensure up to date information is recorded about the school Profile fields include a District Name A district is defined as the local organization overseeing the school facility b School Name This information is typically obtained from the National Center for Education Statistics database c Mailing Address d Physical Address if different e Grade Range f Phone Number
43. u 3 Use the drop down menu and choose Yes to track weapon types or choose No to turn the feature off 4 If tracking weapon types SWIS will provide the most common weapon types used in SWIS reporting whenever Use Possession of Weapons is identified as the problem behavior during referral entry When Use Possession of Weapons is identified as the problem behavior data entry persons will select the specific type of weapon froma drop down menu This selected weapon type will then be associated with the incident referral 5 When finished reviewing or modifying the Track Weapon Types field click Save Custom Fields A school or facility may identify additional information about a referral that is needed for local decision making district state reporting or other purposes School wide agreements should be made about how to best utilize Custom Fields within SWIS to fit local needs without adding unnecessary burden to personnel entering data or generating reports SWIS allows up to ten custom fields to be set up To add or modify Custom Fields 1 In School Settings in the Applications section click on SWIS 2 Click anywhere within the Custom Fields row to expand the menu 3 To add a new custom field a Click Add b In the Add Custom Field box type the desired field label c Ifintegrating SWIS data with another system type the identifier d Verify that the display box is checked Click Continue e The Edit Custom Field window will open In
44. updated for all PBISApps accounts associated with the specific user SWIS User s Manual page 17 Profile fields include a Name b Contact Email c Username d Password e Avatar To modify Account Profile Settings In Account Settings in the Account Profile section click on Profile Click anywhere within the row of the appropriate field to expand the menu Type in the text boxes to modify the Account Profile information Enter your current password so that changes can take effect Click Save Click on the next field or area to modify Oy Ur cS IS E Applications The Applications settings allow an account user to personalize the settings of the account according to personal preference General settings as well as application specific settings are available based on the school account and user access General To modify General settings 1 In Account Settings in the Applications section click on General 2 Under the header of Account General Settings click on Name Sort Order From the drop down menu select the preferred sort order for names Click Save e First Last e g Brian Bender e Last First e g Bender Brian 3 Under the header of Report Settings click on Default Graph X Size or Default Graph Y Size to adjust the settings for graphs and charts within the SWIS Suite Use the arrows to adjust to appropriate size Click Save e Default Graph X Size 620 e Default Graph Y Size 500 To modify
45. us of students who no longer attend school in your building but may return to inactive 3 Set the status of students who no longer attend school in your building and will not be returning to archived Data Integrity Report Run the Data Integrity Report for your SWIS account and correct any errors the application identifies Review Account Settings Notify your SWIS Facilitator of anyone who needs access or should be removed as a user October 1 Enrollment and School Days per Month 1 Update your school s total enrollment figure based on the October 1 census 2 Update your school s ethnicity and race enrollment figures based on the October 1 census Throughout the Year 1 Run the Data Integrity Report to catch any unexpected errors 2 Anytime school is unexpectedly out of session snow days outages etc update the days per month information to reflect the days missed and made up SWIS User s Manual page 33 Getting Support Problems do arise from time to time The following ways to access support services can assist users with SWIS 1 Check the User s Manual 2 Contact the SWIS Facilitator SWIS Facilitators can answer most questions that are beyond the scope of the User s Manual 3 Ask another SWIS User at your school or in your district region 4 On the SWIS Dashboard click Tools click Support Users will be redirected to the PBIS Applications Support page where they can a e on e Browse support topics
46. user by the SWIS Facilitator 3 Click Login 4 A prompt will appear asking for a permanent password to be created a The permanent password must be 8 15 characters and include 1 number and 1 capital letter 5 Follow the onscreen prompts to finish the password authentication process The new password created will be the new confidential SWIS login for all future SWIS access SWIS User s Manual page 8 Logging Out of PBISApps and SWIS To logout of PBIS Applications and a SWIS account 1 Click on the user s email address located in the black Applications Bar at the top of the screen 2 Click Logout Note Users can also click on the Logout icon located in the blue bar at the top of the screen SWIS Facilitators have the ability to switch schools within the scope of their SWIS account and access data specific to various sites without having to logout of SWIS To switch schools 1 Once logged in and inside SWIS click Tools 2 Click Switch School 3 Select the desired school from the drop down menu 4 Click OK Basic Navigation The applications within the SWIS Suite SWIS CICO SWIS and ISIS SWIS work together sharing data and fundamental functionality Schools may subscribe to each application individually When logged in to SWIS tabs for each of the individual applications are located in the black apps bar at the top Depending upon a school s subscription users can click on the tabs at the top to navigate between th
47. with records currently active check only the Active box If on the Students tab the list of active student records will also display if a student is enrolled in CICO or ISIS Use the scroll bar to scroll up and down the full list of active person records Clicking on a person s name student staff or non staff will display their information to the right of the list of persons Information varies by person type Student Record Record Status First Name Last Name Gender District ID Notes Ethnicity Race 504 Status IEP Status and Disability Category Staff Record Record Status First Name Last Name Email District ID Notes Non Staff Record Record Status First Name Last Name Email Notes Note Requirements may be related to School Settings and will vary from school to school To add a new person record 1 In Person Management click on the correct tab Students Staff Non Staff Verify that the person to be added does not already have a record within SWIS Verification can be made by checking the Inactive and Archived filters to ensure that a prior record does not exist If a prior record exists see To change a person s status 2 Ifa prior record does not exist Click Add 3 In the form enter all required information about the person Click OK to save and close the form or click OK and New to save the form and open a new form to continue adding new person records SWIS User s Manual pag
48. y problem behaviors with one or more associated referral Click Save CICO SWIS For schools that also use CICO SWIS to monitor targeted intervention or point card data additional account settings will be available ISIS SWIS For schools that also use ISIS SWIS to monitor individual student supports additional account settings will be available Person Management Person Management allows schools facilities to organize students staff and non staff person records that are associated with SWIS Suite data For schools facilities getting started it is recommended that the relevant stakeholders meet to discuss personal information required or collected within each person type i e student staff non staff confidentiality policies related to accessing personal information and to identify a process for the collection and entry of this information It is also important for someone at the school to regularly review records in Person Management for data integrity e g accuracy duplicate records SWIS User s Manual page 19 To access Person Management 1 From the SWIS Dashboard click Tools Under the Person Management header select the appropriate list Student Staff Non Staff to review or modify Within the Person Management screen only persons whose status matches the selected filters will be displayed The filters Active Inactive and Archived can be checked and unchecked to display or hide various persons To see all persons
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