Welcome Student Information Systems Branch ISIS Training

1. WelcomeStudent Information Systems BranchISIS Training Attendance and Grades Module Options Schools

2. Please no food or drinks at workstations Please turn off/vibrate cell phones Please check emails during break Parking Validations (if needed) Housekeeping Rules Sign In Cell Phones on Vibrate Computer System No food or drinks at workstations Break / Restrooms Check emails during break

3. LAUSD Single Sign-Onlausd.net > Employees

4. UserId Request Form https://ezaccess.lausd.net • All employees authorized to view, enter or modify student records in LAUSDMAX must submit an electronic request for access using the EZ Access system. • No more paper forms • Faster processing time • Automatic emails sent to Administrator(s) when submitted • Automatic emails sent to user upon approval

5. UserId Request Form NEW • EZ Access will replace all paper forms except for the following reasons for elementary and secondary school employees* • User roles are determined by the users individual assignment. *

6. User Roles

7. New ISIS Web Based Learning (WBL): • Options Schools: • Admin Suite WBL • Teacher Suite WBL • Substitute WBL

8. SBS - School-Based Support Activities 2. 1. 3. 4. 4.5 hr. ISIS http://isis.lausd.net 5.

9. Course Objectives Upon completion of the Options Schools Attendance and Grades training, you will be able to: • Log on and log off the LAUSDMAX application • Navigate through the various screens • Perform various types of searches • Enter, update and clear student attendance • Enter student grades • Use reporting features

10. Handouts Handouts • Instructor Guide (power point) • Attendance Activities • Mark Reporting Activities

11. Course Map Attendance and Grades Module Introduction Section 2: Attendance Module Section 3: Grades Module Summary

12. What is ISIS? (Integrated Student Information System) An Integrated Platform 12

13. Key Terms and Concepts • LAUSDMAX and ISIS have become common terms for the new Student Information software used by LAUSD. • LAUSDMAX is the name of the software customized by Harris Computer, Inc. for LAUSD. LAUSDMAX: Web-based • No software installed on computer Real-time • Changes seen immediately

14. Attendance and Grades • Implementation • Effective July 6th, Options Schools will implement the first phase of the ISIS Rollout, consisting of electronic attendance and grades submission through LAUSDMAX • All schools - early education , elementary, secondary, options and adult will be included in ISIS. • Attendance Module • Real-time daily attendance • Grades Module • Mark Reporting (report card grades) 14

15. ISIS Modules and Components August 30, 2010

16. Course Map Attendance and Grades Module Introduction Section 2: Attendance Module Section 3: Grades Module Summary

17. Overview • Currently, there are various procedures for submitting attendance: • Examples - • Teachers (CDS-TRI-C) submit Hourly Attendance form and Attendance by School Month form at end of each reporting period • Teachers submit (usually by email) a daily attendance roster to the office. • Some Teachers are currently using LAUSDMAX.

18. Overview

19. Overview • Before implementing LAUSDMAX, Community Day Schools (CDS) used manual teacher rosters to record attendance. • At Community Day Schools, attendance is recorded in clock hours. • The monitoring of attendance submission in LAUSDMAX each period is particularly critical. • The system defaults to “absent” when a teacher does not submit attendance. Therefore, any non-submittal of attendance results in a decrease in ADA funding. • Until the complete roll-out, continue to enroll and check out students in ESIS/SSIS.

20. Overview • There will be a one-time conversion of data from Secondary SIS to LAUSDMAX. In order for this exchange to go smoothly, the data must be correct in the system of record (ESIS/SSIS), which is the system that student enrollment information is added, updated, or removed. • To ensure that ESIS/SSIS data being copied to LAUSDMAX is free of errors and up-to-date, it must be corrected, or “cleaned”, by your school.

21. Attendance Activities • Teachers with Off-Site Offices (Elementary CDS, Secondary CDS, and Tri-C CDS ): • Report attendance during first 15 minutes of every period • Mark students “present” or “tardy” • When tardy, enter a reason code and time in • Clear student absences by entering absence reason codes for absences that occurred within four calendar days • The Office will clear absences that occur after four calendar days • Use pre-printed class roster (Five/Ten Column Class Worksheet report) in case of connectivity or power loss and if needed for a substitute • Corrections can be made in LAUSDMAX until 30 minutes after the end of the school day . • Log off LAUSDMAX after submitting attendance • Do not share UserIDs with others

22. Attendance Activities • Teachers with On-Site Offices: • Report attendance during first 15 minutes of every period • Mark students “present” • Mark students “tardy” (based on school policy) • When tardy, enter a reason code and time in • Teachers do not clear student absences • Use pre-printed class roster (Five/Ten Column Class Worksheet report) in case of connectivity or power loss and if needed for a substitute • Corrections can be made in LAUSDMAX until 30 minutes after the end of the school day . • Log off LAUSDMAX after submitting attendance • Do not share UserIDs with others

23. Attendance Activities • Office/Admin • On-Site Offices Only: • Mark students “tardy” (based on school policy) • Enter reason code and time in • Readmit all absent students • Enter absence reason code • Enter attendance from the completed Five/Ten Column Class Worksheets • All Offices: • Generate the Hourly Attendance Not Submitted Report (each period and end of day) • Do not share UserIDs with others

24. ESIS LAUSDMAX Attendance Activities • Until the full rollout, student information will be exchanged between SSIS and LAUSDMAX every night, creating a one day delay in new student information. • When a new student enrolls, the student will not appear on the teacher’s class roster in LAUSDMAX until the next day. • Teachers must complete the New Student Attendance Form and send to the office each period (Attendance Procedure Guide) • When the student appears on the roster the following day, the office or the teacher (based on procedures) must log on and resubmit attendance for the previous day.

25. Overview Entering Attendance Data 1. 2. 3. 0 No note 1 Excused 2 Unexcused 4. 25

26. Attendance Certification(Electronic Signature)

27. Key Terms and Concept • Portal: • A gateway that unifies access to information and applications and assists organizations to manage its data, applications, and information more easily, and through personalized views • LAUSDMAX has two primary portals: • Admin Portal – Provides Administrators and Office staff with the tools to manage student attendance, scheduling, contact logs, system messaging, reporting tools and more. • Teacher Portal – Provides teachers with the tools to manage their classes and their students' grades and attendance. Also includes the teacher's schedule and the ability to create reports.

28. Trainer Demonstration…

29. Quick Review Which feature in LAUSDMAX display before and after attendance changes? Absent Tardy Total Attendance Status Report The Teacher Verification Report Which staff members can use the Call Log feature in LAUSDMAX? Long-Term Substitutes The PSA Counselor The Office Staff

30. Course Map Attendance and Grades Module Introduction Section 2: Attendance Module Section 3: Grades Module Summary

31. Overview • Nightly Interface with LAUSDMAX: • Schools that print report cards from SSIS must be aware that there is an overnight transfer of data from LAUSDMAX to SSIS. • Progress reports for Options schools are not available in LAUSDMAX. • Until additional features become available, continue with your current process. • Schools currently using MR04 (to enter final marks in SSIS), teachers will enter progress marks and the Office/Admin will enter Final marks in LAUSDMAX

32. Key Terms and Concepts • Grading Window- The designated time for the entering grades and comments into the application • Data entry fields will only be available during the grading window • Changes to grades and comments for the current grading period may be made by the teacher during the grade entry window; changes needed after that point must go through the Admin Office • Check with your school’s administrator for the grading window dates at your school • Grades entered during previous grading windows cannot be edited by the teacher, only by the office, based on the Administrator’s approval • Future grading periods will not be available for data entry by the teacher

33. Grading Activities • Teacher • Teacher verifies current class schedule and enter marks in LAUSDMAX during the grade entry window. • Generate the Grades Missing Report to see if any students are missing marks. • Review the report and enter any missing grades. • Any missing marks will cause the student to appear on the Grade Missing Report and will display question marks for missing grades • Generate the Teacher Verification Report. • The Teacher Verification Report will display the entire class roster and the grades that have been given or question marks, if grades are missing. • Review the report and make corrections needed. • Print, sign, date and submit the Teacher Verification Report to the office by the deadline provided by the school’s administrator. • This indicates marks have been submitted and the report card is ready to be printed.

34. Grading Activities • Admin/Office • Collect signed and dated Teacher Verification Reports submitted to the office by regular teachers and long-term substitute teacher. • Prior to grade reporting submission deadline: • One to two days prior the official LAUSDMAX window closing, as requested by the Administrator, run the Grades Missing Report in LAUSDMAX to identify teachers who have not submitted all grades. • Check for any missing Teacher Verification Reports • Contact teachers with missing Teacher Verification Reports • After the Administrator reviews the Teacher Verification Report, print the report cards.

35. Final Grading Period… • At Options Schools, students may complete a course and earn a final mark at any time during the school year. • When a student completes a course, the teacher is to provide the final grade to the office. • The office staff will then enter the three types of marks (Academic, Work Habits, Cooperation and Comments) in the 5th grading period in the LAUSDMAX Grades module using the Post- Cutoff-Date feature. • Once report cards have been printed, final marks may only be changed according to District policy

36. Trainer Demonstration…

37. Quick Review • True or False… • Grades will be entered and printed in LAUSDMAX? • False • If the Grading Window is closed for teachers, who will enter Grades on behalf of the teacher? • The Teacher Assistant • The SIS Unit • The PSA Counselor • The Admin/Office staff • By Student • By Class

38. Course Map Attendance and Grades Module Introduction Module 1: Overview New ESIS Screen 32 Module 2: Attendance Module Module 3: Grades Module Summary

39. Summary You should now be able to: • Log on and log off the LAUSDMAX application • Navigate through the various screens • Perform various types of searches • Enter, update and clear student attendance • Enter student grades • Use reporting features

40. Preparation for Go Live…Week of July 7, 2010 School Tasks: Step 1 – Provide assistance for technical readiness and onsite deployment Plan your Technology Step 2 – Communicate to your Staff Step 3 – Activate Staff LAUSD Accounts Step 4 – Train your Staff Step 5 – Get Staff Access to LAUSDMAX Step 6 – Set up for Day One of ISIS Live Production http://max.lausd.net

41. Go-Live… • Prepare • Practice various procedures and scenarios in the ISIS Sandbox • Print paper rosters, in case of emergency • Review the ISIS Attendance Responsibility Chart • Create a shortcut to LAUSDMAX on the Desktop of every computer, and inform teachers about the shortcut Teacher • Take attendance within 15-minute time allotment • Keep updated Five Column Class Worksheet Admin/Office Staff • Print weekly Five Column Class Worksheet for Teachers • Prepare for substitute teachers (Substitute Schedule Slips or Five Column Class Worksheet) • Take attendance (for subs or contingency) • Generate the Attendance Not Submitted (hourly) 41

42. Review of Attendance Activities

43. Review of Grade Reporting Activities

44. LAUSDMAX Reports

45. LAUSDMAX Reports

46. LAUSDMAX ReportsPhase I – Mark Reporting - Options Schools

47. Training Resourcesisis.lausd.net

48. Training Resourcesisis.lausd.net

49. Training Resources

50. Training Resources • The ISIS Sandbox is a practice environment that simulates the online application (https://maxtrain.lausd.net). • Obtain a list of fictitious usernames and passwords • Teachers, administrators, and office staff can practice the scenarios in this guide, in conjunction with the ISIS web-based learning videos, to gain familiarity with electronic attendance management