BCeSIS User Guide for Elementary Teachers 1.7
Contents
1. Standardized Testing Read Message Send Message gend Message To Class View Sent Parent Assistant Messages BCeSIS User Guide for SD70 Teachers Condensed a sn 8 Entering Marks for Report Cards a oh o Makene Start by clicking on Grade Entry and then choose to either enter all marks for one student or enter one subject area for all students in the class Mark Entry by Student Click the Select button to choose your class Cm 235 Select Home Room On the mark entry screen you must first select a reporting term 1 Then you can use the scroll bar 2 to scroll the students For each oar student you must enter a mark for each subject To see the available e marks click the Performance Effort Levels button 3 Note that you H may have to scroll down through the subjects to find all that need marks 4 Once you have entered all the marks for one student click on the Mark Entry Complete check box 5 and the Save button 6 IN IAN co a LT Mark Entry Screen English Language Arts K to 7 1990 _Tbanguage Arts A eg Mathematics Kto 7 1986 it Tis E rs i i ee or S Social Studies it iis Science K to 7 1805 e ea an e e t Science ooo it Tis Physical Education K to 7 1995 eee ea D SS 6273 ET Physical Education Oooo Oooo o p e Core French 5 to 12 200 CT What subjects should you report on BCeSIS User Guide for SD70 Teachers The2. s report card click the Term Comments button at the bottom left of the screen This will open the comment entry screen the same as you have used for subject area comments Dragon Lake Elementary Div 08 Select Homeroom First Report gt Bargot iatiette 259841 05 Any comments you enter here will show at the end of the report anes 5 enf card with the heading Term Comments Note that when fees aan printing report cards there is an option to include the Term TETE afe Comment or not see below a zaji Term Commen ts S ices Enter Adhoc Fields Copy Marks P Al i 11 Printing Report Cards and Verification Reports There are two ways of printing report cards 1 To print a report for a single student select the student on the main screen and click the printer icon pre foeteet Nae ma OO Nyark enh 2 To print report cards for your entire class click on the Reports button A list of available reports will appear from which you can select Report Card The next screen shows the report card parameters Select Report Card at the top and then the grade level a BC Kindergarten Primary Intermediate Report Card For a K 1 split class select Primary For a 3 4 split class select Intermediate Teachers of 3 4 split g classes will see their marks and comments but unfortunately the reports for all of their students will look like Intermediate report cards They can be printed cor
3. for each Course 5 Grade K 3 only Enter in the Term Comments field the student s placement for the following year Assigned to Grade P Reading Writing Speaking Listening Mathematics Social Studies Reading aaaea as es SpeakingListening ee aae Mathematics K to 7 1996 e Mathematics ae e Social Studies K 7 2006 m e Social Studies de Science K to 7200S m ee Lae aay n E ES ED ES Gt misc pe it is a E ise ait mise Ld cit ise Git mise N E ise pit mise R Evite ee es PhysicalEGucalon o U OOOO ments Performance Effort Levels BE Enter Adhoc Fields Copy Marks Y Reassiqn Curriculum a z 3 I es
4. BCeSIS User Guide For Elementary Teachers in School District 70 Alberni Adapted from SD 28 By Mark Ekelund Version 1 7 May 2010 10 11 ies Privacy and Security Logging in to the BCeSIS Teacher Assistant Screens that pop up when you login To Leave BCeSIS General Information about using the Teacher Assistant Navigation Hints When things go wrong Changing Your Password Choosing a Password The Teacher Assistant Start Screen Notes about the Start Screen Printing From the BCeSIS Teacher Assistant Hot Print Reports Class Reports My Students Action Buttons Student Demographics Academic Progress Other Features Entering Marks for Report Cards Entry by Student Entry by Class Entering Comments for Subject Areas School Comments Teacher s Comments Entering More Comments Entering Term General Comments Printing Report Cards and Verification Reports Final Report Cards BCeSIS User Guide for SD70 Teachers COON NINN DWN Sf HB HL HB BW W SS Se Se Se Re Se Se RS RS ET Er bh A BRE Se Oo SO BCeSIS User Guide for SD70 Teachers 1 Privacy and Security As a teacher using the BCeSIS Teacher Assistant you are responsible for the privacy and security of your students personal information Your responsibility includes ensuring that no one learns your password and that no one gains access to BCeSIS using your login and password You are also responsible for any information you take out of BCeSIS in
5. Save Sequence cc ca a eel m TAN Maem info J Here you can select the type of student group you want to work with homeroom or team Teams must be set up by the secretary classes are used only in secondary schools List of your homerooms or teams My Classes Action buttons These are the buttons used to do any task with your classes My Students Action buttons These are the buttons to do tasks with individual students Column Headings Click on a column heading to sort the list by that column List of students for the selected class or team Printer tool for printing Navigation Tool to move to a part of the program that is not normally used by teachers Photo button to show photo of selected student Exit BCeSIS User Guide for SD70Teachers Notes about the Start Screen e At the upper left of the screen is a choice of ee eee Se homeroom or team teams must be created and members added by the secretary e The Class List area on the right of the screen displays the students in the homeroom or team e The Se Sequencing Column is used to set up a special order for sorting the students To resort the list into your special order number the students click the Save Sequence button and click the top of the Se column 6 Printing from the BCeSIS Teacher Assistant There are quite a few reports available to teachers in BCeSIS There are two buttons to print reports the Hot Print button and the Reports b
6. a Teacher Alerts and Follow up box may pop up indicating that there are active Alerts Follow ups for you on this date Click OK to view the alerts Follow ups window or click Cancel to ignore The alert above will continue to pop up every 30 minutes until the Complete Date is entered Alert Screens will be discussed later To Leave BCeSIS Click on the Exit Door button When a message appears click on Yes Do not leave any BCeSIS screens by clicking on the X in the upper right corner 3 General Information About Using The Teacher Assistant Navigation Hints TA Most BCeSIS screens have a door button at the bottom right Clicking the door is the proper method of leaving the screen and returning to the previous screen Many screens also have a disk a1 or save button to save your work Clicking the save button before the door button will save you time because the system will not have to ask you if you want to save your work 7 cje Basic Demographics Other Features 7 BAA e A SALO Academic Progress Student Absences When Things Go Wrong Name Fhone Gr Birth Date Age Se a Info mE Ne infa a me If you find yourself in a screen that you cannot exit press OHA Ctrl Q This can happen in screens that have fields that must une 2 i Cite be filled in to continue but you are not ready to enter the G l E S e T iie required information L
7. as granted by legislation 2 Logging in to the BCeSIS Teacher Assistant The easiest way to get to BCeSIS is to open your web browser go to the SD70 web site and click on the BCeSIS menu button on the left hand side You can also just open your browser and type in the address www bcesis isw bc ca In about 30 seconds you will connect to the BCeSIS system and the following logon box will appear Note The first time BCeSIS is used on a computer a special client program called Jinitiator must be installed on the computer You must give permission for this to happen and it will take a few minutes if you have a quick Internet connection longer if the connection is slow If the security settings on the computer or on your web browser are Set to a high level you may have to make some adjustments to allow the program to be installed BCeSIS User Guide for SD70 Teachers In the Username text box type the username you have been given Now tab or click to the Password text box and enter the password you have been given Username bobsmith2s 2 Press tab or click the Database text box to enter the database SS ler ae name bcesis Database besis 0 Press the Enter key or click on the Connect button You will then see a box warning you of your security obligations You must click the OK button Pressing the Enter key will not take you past this screen Lagan Screens that pop up when you login Alert Messages Once you have logged in
8. ault 100 Default Display Assignment 150 ES Failure Threshold 50 Delete Assignments at Year Endl Seun coins Ia 4 eS TT TT mE AN The Change Password screen appears for you to fill out Enter a Oracle Change Password your old password and then enter your new password twice Click on the Save icon and click on the Exit door to exit the dialogue box The BCeSIS user password is now changed You should log off BCeSIS and log back into BCeSIS to test your new password Choosing a Password BCeSIS passwords are not case sensitive and must begin with a letter The BCeSIS rules state that a password must e contain a minimum of eight characters and a maximum of fourteen e begin with a letter e not contain any part of the user name e g the name or initials used to log in and e contain characters from each of the following categories English upper or lower case letters A Z and a Z Base 10 digits 0123456789 Valid Symbols My Preferences i y if R Edit User Profile l Allow Shared Access to Student Progress V When this boxis checked another teacher reviewing the academic progress of a student you both teach may view the grade received in your class Rounding Grades I The system rounds decimal values to whole numbers when posting grades for official reporting Check this box to round grades to the nearest whole number i e 92 53 93 and 88 47 88 Uncheck this box to truncate drop de
9. cimal values i e 75 84 75 Count Blank Grades as Zeros 4 Check this box to count blank grades as zeros in calculating average grades for a student Uncheck this box to consider the student exempt frorn the assessment ifthe grade is blank Please note the three symbols shown above are the only symbols that can be used Guard your BCeSIS password as you would a credit card PIN or bank account PIN By doing this you help protect private information about students and parents whose rights to such protection are guaranteed by legislation BCeSIS User Guide for 70 Teachers RQ 5 The Teacher Assistant Start Screen When you first log in to the Teacher Assistant and clear any alert Screens that may appear you will see a screen like this oy Quesnel Student Information System Action My Students My Classes Query Lock Help Window Teacher Assistant for Ekelund Mark Dragon Lake Elementary My Students Basic Demographics Other Features Teacher Asistant a aseric Progress ok SN AAN A WH NY ok gt Student Absences Name Pre Se One oe LAED he SEP sya oe rwar 1 irs Rose COAG fe roe T Bar gene 5047 1204 Jos fob NOV 1096 Ca Tf SAER Se TE a PS E BBE Cary ewa 2a a foe fana ae D L ALLL al ACA E Ha Prete Suma ee es Cay peace ee 7p Ce I Cavale Mane 260 747 1234 os fsan ta3e_ 11 07 ing Ost Ay CaO fe emer ese yop Ss ee ee
10. cluding printed reports How do I stop students from seeing personal information about other students on my screen Be aware of where students are standing as you are working on BCeSIS Make it clear to them that it is inappropriate to look over your shoulder at the screen Select Lock on the menu bar to suspend your session To resume your session at the exact place where you left simply type in your password gt gt Action My Students My Classes Query Lock Help Window Can I give access to someone else to help me with attendance or mark entries NO Remember that everything entered into BCeSIS is the responsibility of the one who is signed in regardless of what is put in or by whom If anything is put in under your username you will be credited with doing the deed Password protection is critical The criteria for a password are set up to ensure that passwords are not easily guessed It 1s essential that this password not be shared or passed around since it is the key to your marks grades and notes and to personal information about your students Remember that BCeSIS can be reached from anywhere Since you don t want someone at home in the evening changing your marks make sure they do not learn your password Government Access to teacher data Access to the information in BCeSIS is governed by privacy legislation FOIPPA Ministry access is through extracted reports only when approved by the district NOT directly and only
11. is information should always be considered Demographics Basic demographics for the student including birthdate address home language citizenship and previous school Ifthe school has entered sibling information the siblings of the student will be shown Parents Emergency Contacts Emergency contact information including multiple phone numbers and email addresses Custody information will be shown only if the school has received court documents Depending on the way the information has been entered parent information may be shown as well Medical Medical information including allergies and other health issues Schedules This screen shows special education information for the student including their eligibility for any special education funding and the special education staff working with the student BCeSIS User Guide for SD70 Teachers Observations This screen is used to enter observations about the student These observations can be shared with other teachers of the student We suggest you not share observations until the school has developed a policy about the use of observations Teams A list of the teams and groups the student belongs to along with the coach and staff member assigned to the team or group Programs A list of the programs associated with the student These programs are usually to do with funding categories for the ministry of Education This tab can be removed by a school setup setting Fees Assis
12. ist Photog surmay I m status bar in the lower left corner of the screen This will save sequence QA NS a iL show messages that are often very helpful to the user e 1S re sia g k a Reports T l l l j infa You can see what is happening in BCeSIS by looking in the SIS Seti tor i p T Search R BCeSIS_ Gradeboo www bce S BCeSIS User Guide for SD70 Teachers 4 Changing Your Password In the Teacher Assistant Start Screen click on Setup Options button When a dialog box opens click on the Preferences button When the preferences screen opens click on the Edit User Profile button a Teacher Assistant for Les Susan Robson Mountain Secondary Schl x Ta Preferences TA My Students EEIEIEE SAAZ aD Teacher Assistant Teacher Assistant Student Absences e 5 e 7a0556 4107112 00 ER My Options Posting ancy Ina pean ay Gin Po ias 5 de Calculation Method Type wee t2 y 03 e12 2 lo To Jor T EE a cater ted Se Porc MPLAN1O Y 02 PLANNING 1 2 fo lo oa CJ Weighted Percentages Report Cycle Curnulative en 2 ees ES M Use Assignment weights f m s M Use Assignment type weights Generate Alpha Class Sequence T A Fok M Use Category weights M Use Report Cycles Weights Select Attendance Date I TAVG Include Weight Default order of Assignments by due date Ascending X 12 118 JON 1888 17 J0 Info Numeric Score Def
13. licking the Basic Demographics button on the Teacher Assistant start screen takes you to the demographics screen for that student Student Demographics PI BCeSIS User Guide for SD70 Teachers fey Student Demographics TA Student Selection EEEH M bentley A BhHusceot fm f os aPR 1988 12 r ra Demographics Adm Date 03 SEP 2002 Birth Date 09 4PR 1999 Mentor Gender fri Grade E 18yrs 2 mons counsellor Phone lf 250 555 4197 Unilist Previous School Dawson Mountain Sec School Wail Address 2273 Currin Pl Address Coquitlam BC Student Citizenship Canada Ethnicity Dont Lise Citizen Type Canadian Citizen Country Canada Home Lang English Information 4 Release of Info vw Restriction Type 1st Lang English E Mail Huscroft Bentley ernail Land Most Used English Siblings Pupil MHo Relationship Age Gender Grade School Withdrawal Date m ott St The top part of the screen is used to select a student You can search for a particular student by pressing F7 selecting a field entering information in the field and pressing F8 If you just press F7 then F8 you will see the first student in the class and can scroll through the students in the class using the scroll bar on the right The tabs along the top of the screen take you to various screens giving information about the student These screens contain personal information about the student so the privacy implications of any use of th
14. n your class along with some basic demographic information Home Room Record Checklist A list of the students in your class along with a grid of 12 columns You can type in headings for the columns Progress Report only used for secondary schools Birthday List A report of the birthdays of the students in a class It can be sorted by age Medical List A list of medical information for the students in your class Note that this report may contain sensitive information with critical privacy concerns Mailing Labels A report that creates mailing labels with student addresses for mailouts to each student in the class It can also create labels for distribution to the students homerooms Emergency List A list of the emergency contacts for each student in the class with all of their contact information Note that this report may contain sensitive information with critical privacy concerns Trip List A list of the students in a class along with some demographic and medical information that might be suitable for taking on a field trip in case of emergency You might also need the emergency list Observations A list of observations that you have entered for your students using the demographics section of Teacher Assistant Report Card More information is given about printing report cards on page 20 7 My Students Action Buttons My Stude ots A Other Features TT BIRN a Student Absences Selecting a student and c
15. omment for third term Teachers should also enter the final marks into the reporting period called FINAL These will appear in the Final Mark box on the report card and will also appear on the permanent student record PSR In addition grade K 3 teachers should enter a promotion comment in the Term Comment field of the PSR reporting period This will be put on the permanent student record It should be Assigned to Grade Action Edit Block Field Record Query Lock Help Window This IS in Term 3 a Mark Entry Screen 71x i Piterdheahaad toute ey A a each course 2 Enter comments for courses as EE ee gr a required Fis term the students hi edit DMIsel Wathemales KioT 800 ey ES 273 TS This termthe studenishy Et Mee 3 Enter general comments in the Social sudiesktoT dg0 SSS SSCS SSC Socal studies Kio es U iis lor he Sudenis DEG Mise Term Comments field to show Science K to 7 1995 ne iit tise on the report card possibly Prysical education Ko T as OUUU a eS 273 CS ending Assigned to grade Physicaledueation Students wilt Cbaricip edit misc CA ae eS Ss 2773 S Students wil Ceommur Edit mise _ Term C4 ents Pe AIEEE ELEC Enter Adhoc Fields Copy Marks QL Reassign Curriculum g Quesnel Student Information System Action Edit Block Field Record Query Lock Help Window ea Mark Entry Screen 71X This IS in PSR Term C es 4 Enter the final marks
16. ou have finished entering all marks for the class click on the Mark Entry checkbox 7 BCeSIS User Guide for SD70 Teachers 9 Entering Comments for Subject Areas Both mark entry screens have a column to enter report card comments To enter a comment click on the Edit button to the See Description right of the comment field This will open a Comment window eE as shown at the right Oe Note Do NOT use the Term Comments button at the bottom of ensisntsnsuage ats Ki 7 1906 Sarsnanena the screen This is used for a general comment z See There are three types of comments the school comment bank Poineae daa alini kangiga the teacher s on my comments bank and comments typed for the specific student report School Comments The school can create a bank of comments which are shared by all teachers These are stored in a single list from which the teacher can select a comment for a report Clicking on the My comments Description comment and then on the Copy button will put the comment in Fre pat orece 5 stuters are reading wo nae tea os Please work with your child to choose two novels that you wot the lower box which shows the comment as it is being built a Eee School comments can include these special characters changes to the student s first name changes to his or her changes to he or she would like her to try reading longer and more complex book
17. rectly by the school secretary Select the reporting term and check the boxes to include school comments term comments and the performance scale Click the printer button one more time An Adobe Acrobat window should pop up showing the report card for the student s To print it on paper click the printer button above the report Verification Reports The parameter screen for printing report cards see above gives you the option of printing a verification report instead of a report card This report shows the marks and comments for each subject for the whole class in a more concise format sorted by subject You may find it useful to quickly proofread the comments given to a whole class BCeSIS User Guide for SD70 Teachers 12 Final Report Cards School District 70 elementary schools are set up with three reporting periods and a separate final reporting period named FINAL Reporting periods 1 2 and 3 are for the term marks and comments The final reporting period is used to hold a final grade and a promotion comment for the permanent student record PSR For the June report card teachers should enter the marks for the third term and all the comments they wish to appear on the report card in reporting period 3 This includes course comments and any term general comments These marks and comments will appear on the report card If a comment such as Promoted to Grade is required it should be included at the end of the term c
18. s this term r Please work with your child to choose two novels that you would like to z Language Arts Note These words will be capitalized when put at the beginning of a comment in my comments If you make a comment that includes two sentences the beginning of the second sentence will NOT be capitalized Teacher s Comments My Comments e e This list of comments is kept by the teacher and can be edited any time you are in the comment window Each comment can be up to 250 characters and can use the above special characters Entering more comments From Curriculum After you have used the copy button to include comments from the school comment bank and your own comment bank you can add your own comments You can edit the comments as you see fit in the lower box You can also copy text from a Word document and paste it into this box If you do so do not use quotation marks or apostrophes in your comment as they will not be copied properly Once complete click the Transfer button to go back to the mark entry screen Unfortunately the spell check button is not yet functioning We suggest you click the Save button after entering each comment The status line at the bottom of the screen should indicate that your work was successfully saved BCeSIS User Guide for SD70 Teachers 10 Entering Term General Comments To enter a general comment for a student
19. subjects you should give a mark or comment for are as follows Subject Since Science Physical Education Arts Education K 7 2010 Health and Careers Heatthand Careers Notes 1 English English French French K 3 pv vw YM Bow Bo o Boy E K 3 4 7 4 7 S ae ee ee E S Reported with a comment only No mark is given BCeSIS User Guide for SD70 Teachers Mark Entry by Class When you choose to enter marks for the whole class you must first select your class then select a reporting term 1 You then select a grade 2 and a subject 3 This will bring up the list of students You then enter a mark for each student pressing the down arrow key after each mark is entered If you want to fill in a mark for all students use the Copy Marks button 4 The shortcut key F3 can also be used to copy the mark from the line above Elementary Mark Entry by class 7 X _ DIV 08 Select Homeroom First Report Grades erensh Language Arts K to Zt Language Arts tathematics K to 7 1996 Mathematics T Social Studies K to 7 1998 Social Studies 59841 59280 60042 59846 e e 59852 es 59853 59889 59854 be 59855 m amp gt 12541 oc S SS SS E 7 Pe SCO Misc m peme onor DN S N 4 To enter a comment click on the Edit button to the right of the comment field 5 The next page gives more details It is wise to frequently click on the save button 6 When y
20. tance only used for secondary schools Please be aware of the sensitive nature of the information shown on these screens As a BCeSIS user it is your responsibility to safeguard any information you have access to Academic Progress My Students r ASAAN Only used fi dary school x coe ra a Studen Absences Student Absences Clicking the Student Absences button on the Teacher Assistant start screen takes you to a screen showing absences for the student for the whole year Other Features PETA A variety of Teacher Assistant functions are grouped ai ne under the Other Features button Some are only useful to secondary teachers but you may find these useful Letters oo Cace IC MEV This screen allows you to print pre defined letters to your class A single Alerts Follow ups Letters PDF file is created with the letter addressed to each student but you can print only one page if you want to send it to only one student To use this feature the school secretary needs to create a template for the letter in BCeSIS It can include information about the student such as names addresses etc Break out Activities Athletic Eligibility Motes Student Textbooks etc Student Diploma Notes Teachers can create notes on this screen about any aspect of a student positive or negative Other teachers of the student can read and add a follow up to the note Be aware of the privacy issues associated with such shared notes
21. utton The reports will appear in a PDF document for viewing on the screen from which you can print on paper if necessary Whenever you are printing reports from BCeSIS it is critical that you think about the rights your students have to privacy Once you print any information the responsibility is yours to ensure that the information on the report is kept secure and is not misused If you are not completely sure of your ability to keep the information secure you may be wise to not print the report but just look it up in BCeSIS as needed Hot Print Reports Hot Print reports concerning a specific student are available ammm from the start screen by selecting a student and clicking the printer icon 22 Attendance Summary A detailed report for a student showing their daily absences and lates Condensed Attendance Summary A single page report for a student showing when they were absent or late for each day of the school year or any other specified time period Report Card This prints the student report card for any chosen reporting period C l ass Re po rts Home Room List Hm Rm Record Progress Report Birthday List Medical List Clicking the Reports button on the Teacher Assis tant start screen will Mailing Labels Emergency List Trip List Observations Report Card give you a Selection of reports for your homeroom Home Room List BCeSIS User Guide for SD70 Teachers FU A list of the students i
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