SBSR Version 5.0 - Primary

1. NSW Curriculum and Learning Innovation Centre SBSR Version 5.0 - Primary

2. Notice Please note: Schools should contact their SBSR Regional Support Team for training, prior to using this PowerPoint.

3. What is SBSRv5? SBSRv5 is a software application that: • has been developed by DEC • ensures compliance with DEC policy on reporting to parents • is web-based and can be used from any computer with internet access and appropriate browser • is available free to public schools

4. DEC Policy - Written reports • use plain language • provide information on a student’s learning in each of the key learning areas or subjects • compare student’s achievement against state-wide syllabus standards using a A-E scale or equivalent word descriptors • teacher comments identify areas of student strength and for further development • student attendance at school • student achievement in relation to school programs that extend or are additional to syllabus requirements • student’s social development and commitment to learning

5. SBSR Training Adopting SBSRv5 – Decision-making Process for Principals KEY QUESTION 1 Is this a suitable time for our school to change to SBSRv5? • RELATED QUESTIONS • How easily can our current reporting system be made compliant with DEC requirements without SBSRv5? • What other important priorities do we have? • How will my staff adapt to the change? • Are procedures in place to assign A-E? YES

6. SBSR Training • RELATED QUESTIONS • How familiar is my staff with computerised systems? • How accurate is our ERN data? • Do we have the necessary skill sets to adopt SBSRv5? • Do we have the physical and personnel resources to adopt SBSRv5? KEY QUESTION 2 Do we have the resources to change to SBSRv5? YES

7. SBSR Training • RELATED QUESTIONS • What are our IT strengths? • Who would fill the roles of SBSR School Coordinator, SBSR Year Coordinator, Reviewer and Approver? • What training might these members of staff need? KEY QUESTION 3 Can we fill the designated school-based roles for SBSRv5? YES

8. SBSR Training • RELATED QUESTIONS • When do our parents expect reports? • If we map backwards from that point, can we meet deadlines for training, setting up, entering data, reviewing, approving and printing? • Can I realistically allocate additional roles and responsibilities within our current workload? KEY QUESTION 4 If we adopt SBSRv5, can we meet our reporting timeframes?

9. Software features: • Web based, so no installations and reduced set up • Present information appropriate for roles of users • Linked to the ERN for data extracts and imports • Can be accessed from any computer that can run the browsers Internet Explorer 7 or Firefox v1.5.0.5 • Central data storage, no need to protect local data • Help desk support and specific online help guides

10. SBSR is Role Based • System has a set of user roles • Each role has access to selected processes • Each role has access to appropriate views and tasks • One person can have one or many roles • The same roles can be allocated to several people at the same school

11. Setting the roles in SBSR Principal: logs into Access Management Utility (AMU) to identify teachers, to approve SBSR login and allocate roles in SBSR SBSR User Roles SBSR School Coordinator:chooses the template sets up any options and defines the “reporting period” dates SBSR Year Coordinator: checks and adjusts links of the ‘Reporting Groups’ – groups of students. Sets reporting groups ready for teacher data entry. Teacher:enters student achievement grades and comments for KLAs/subjects as well as Social Development / Commitment to Learning and Other Activities Reviewer:adjusts or advises changes to the reports and makes additions where appropriate Approver:reviews and confirms that the reports are ready to print

12. Using AMU to allocate roles

13. Allocating Permission in AMU

14. SBSR Templates • Kindergarten has a choice of two templates: • T1 - Comments only for all KLAs • T2 –Areas of Learning for English and Mathematics and comments for all KLAs Years 1-6 have a choice of two templates: T1 – Areas of Learning for English and Mathematics only and comments for all KLAs T2 – Areas of Learning for all KLAs and comments for all KLAs (Schools can choose to have the Years 1-6 templates display the A-E grades or the equivalent word descriptors)

15. Accessing SBSRv5

16. Accessing SBSRv5 Independent of Portal • Instructions on how to access the software can be found at the ‘Time to Teach’ website… http://www.curriculumsupport.education.nsw.gov.au/timetoteach/report/sbsr/sbsr_hyperlink.htm • URL address for SBSR…. https://products.schools.nsw.edu.au/plato/logon.do

17. Navigation Button – My Profile Default ‘time out’ period from the DEC portal can now be adjusted Choice of ‘Default’, ‘Codes’ or ‘Names’

18. My Profile Activity... Log on to SBSR training environment https://www.train.det.nsw.edu.au/plato Change your preferences for using SBSR software. Consider changing : • Time out from the DEC portal • Default warning sound • Turning off the “Please Wait Guy”

19. SBSR Flowchart – Must be followed in order, Steps 1- 8 SBSR

20. Curriculum Reference Database (CRD) SBSR Training

21. What is the Curriculum Reference Database? CRD is a web based database that stores all curriculum taught by schools. The curriculum includes state wide DEC offerings and in house school offerings. The database also links: • Curriculum Offers to Scholastic Years and Academic Periods • Curriculum Offersto Learning Areas • Learning Areas to Comment Starters Note A Curriculum Offer can be linked to multiple courses/classes from ERN

22. Curriculum Offer Maintenance When preparing to implement SBSR software and tailor reports to individual school specifications, it is necessary to confirm all curriculum (subjects/KLAs) offered and add supplementary curriculum where required. Primary schools, in most cases, will not need to create new curriculum. However, where schools offer courses outside the standard Board of Studies courses embedded within ERN, the curriculum offer creation process will need to be followed within SBSR.

23. Curriculum Offer Maintenance To view all the curriculum offered at your school, choose the Curriculum Offer Maintenance navigation button. Select an individual subject or all KLAs

24. Curriculum Offer Maintenance The ‘Curriculum Offer Maintenance’ screen will allow users to filter curriculum being offered according to: Offering Status - four options are available: • Draft - lists curriculum that is in preparation of being offered to particular classes; • Available - lists curriculum offers which are ready to be attached to particular class/es; • Cancelled - lists curriculum offers that have been previously cancelled; • All - lists all curriculum offers attached to the school, independent of their offering status Once required filters for: • Academic Period • Scholastic Year • Learning Program Type have been selected, click ‘Go’.

25. Curriculum Offer Maintenance Click here to clone/duplicate course Click here to view learning areas School customised courses Click here to create new comment starters DEC template/standard courses

26. Adding a Comment Starter to a Curriculum Offer Select the Curriculum Offer Maintenance navigation button and select appropriate Offering Status, Academic Period, Scholastic Year, Learning Program Type or KLA/Subject options required. Click ‘Go’ and a list of curriculum offers as per selected criteria will appear.

27. Adding a Comment Starter to a Curriculum Offer An icon (blank square with pencil inside) will appear next to each curriculum offer, which will allow you to add the comment starters. Click this icon – the shot below shows what you will see. After selecting the ‘Create’ button, a screen will appear allowing the SBSR School or Year Co-ordinator to add a comment starter.

28. Curriculum Offer Maintenance – Comment Starters

29. Curriculum Offer Maintenance Activity... Customise or create a piece of curriculum for your school. To do this task you may need to: • clone a DET Curriculum Offer • create a Comment Starter (see page 18 and page 22 of Primary User Guide)

30. ERN – Place ManagementStudent Group Offers SBSR Training

31. ERN Place Management – Student Group Offers Place Management allows: • schools to create and link courses/classes to curriculum offers. • transfer students between courses and created groups • create Other Activities groups to be used within SBSR reports Checking School Enrolments and Classes: Prior to using SBSR, schools need to check that classes, teachers and students are correctly entered into ERN. This must be done by school personnel who have appropriate AMU rights to ERN.

32. Checking School Enrolments and Classes After accessing ERN, select the ‘Place Management’ navigation button found on the left of the screen.

33. Checking School Enrolments and Classes A screen will appear with a number of tabs across the top. Choose the tab labelled ‘Student Group Offers’. This screen will present the user with all classes and customised courses that exist for a school. Select appropriate filtering from the drop down menus. Select ‘Course Class’ from ‘Activity Type’ and click ‘Go’. Check that the ‘course classes’ listed match the school’s reporting requirements.

34. Creating a New Course A new course needs to be created where a curriculum offer taught at the school does not appear in ERN. STEP 1: To avoid duplication of courses, it is advisable to list the existing courses within ERN: Choose ‘ERN School Enrolment’. • Click ‘Place Management’ • Go to the ‘Student Group Offers’ tab • Select ‘Course Class’ in ‘Activity Type’ drop down menu. All school courses will appear on screen. From this screen you can further filter courses shown, by: Calendar year Enrolment Type Scholastic Year Sub Enrolment Type (for SCAS) Offering Status Activity Type Staff Click ‘Go’. The software will list courses as per selected criteria. (Please see next slide)

35. Creating a New Course

36. Creating a New Course STEP 2: Create a New Course a) To create a new course, click the ‘create’ button at the bottom of the page. b) A blank ‘Student Group Offer’ screen will appear which will allow the user to define the characteristics of the course to be created.

37. Creating a New Course c) Define types of students that will be enrolled in the course by selecting the appropriate ‘Supported enrolment types’. Specify ‘All’ or choose a specific type of student e.g. a group with only International Students ‘ticked’ will only allow registrations of Enrolment Type ‘International’ to be added to the course. Multiple selections are permitted. If unsure, tick ‘All’. (Enrolment types may vary from school to school). Types of enrolments that may appear include: Mainstream Enrolment Distance Education Centre Mainstream (Distance Education) Support Class Mainstream (International Students) Evening Classes Opportunity Class Intensive English Centre Selective High School Saturday Class d) Check the relevant boxes from the ‘Supported scholastic years’ section. This will ensure that only students from the scholastic years selected will be added to the course.

38. Creating a New Course e) Choose the magnifying class that appears in the ‘Curriculum Offer’ section of the screen.

39. Creating a New Course After selecting the appropriate Scholastic year, Academic Period and KLA subject, choose from the drop down list the type of course you wish to create and click ‘Go’. Curriculum offers available for the school will appear in a table. Select the offer required. If a school has amended the default learning areas supplied with DET courses they will be signified by the ‘house’ icon. Select the appropriate offer by clicking anywhere within a row.

40. Creating a New Course f) Complete the identification details. The fields marked with * are mandatory. Group name: Course name shown in ERN Expected size: Number of students expected to be in the course This number must be greater than zero. From date: Date course will commence To date: Date course will end Is a reporting group: Select yes so that a SBSR report can be issued Once the form has been completed, ensure the ‘Save’ button found at the bottom of the screen is selected. A message will appear confirming that data entered has been saved. A new course has been created without staff and students. Schools will then need to attach a teacher and place students in the course created. Note: To add staff and students, see section on ‘Adding/Removing Staff and Students’

41. ERN Place Management – Other Activities To generate ‘Other Activities’ within the SBSR reports, a Student Group Offer needs to be created within ‘ERN Place Management’. Groups created will then be imported into reporting periods generated by the school. Schools can report a maximum of 10 activities per year group. Choose ‘ERN School Enrolment’ navigation button, then: • Click ‘Place Management’. • Go to the ‘Student Group Offers’ tab. • Select ‘Other Activity’ in ‘Activity Type’ drop down menu. To create a new ‘Other Activity’ group, click the ‘Create’ button at the bottom of the page. A blank ‘Student Group Offer’ screen will appear which will allow the user to define the characteristics of the other activity group to be created. Ensure that all mandatory fields are completed and the ‘Reporting Group’ option is set to ‘Yes’.

42. ERN Place Management – Other Activities Choose the enrolment type. If unsure tick ‘All’ Change from ‘Draft’ to ‘Available’ Select the years involved with the Other Activity Determine the name of the Other Activity e.g. Debating Select the Duration of the Other Activity No need to link staff member for SBSR reporting. Function exists for printing within ERN Click ‘Save and exit’ when all options completed Ensure Reporting Group is set to ‘Yes’

43. Adding Students to a Course Choose ‘ERN School Enrolment’ navigation’ button. Click ‘Place Management’. Go to the ‘Student Group Offers’ tab. Select ‘Course Class’ in ‘Activity Type’ drop down menu Click the blue/green people icon alongside course name you wish to add students to.

44. Adding Students to a Course The ‘Student Group Management’ window will be displayed. Click the ‘Add Students’ button, the ‘Search Criteria’ window will appear. Filter the data with appropriate detail, and then click the ‘Go’ button.

45. Reporting Period Maintenance SBSR Training

46. Reporting Period Maintenance Reporting Period Maintenance defines: • the look and feel of the report i.e. template to be used • when a teacher can begin data entry • when teacher data entry must be completed • dates for quality assurance and school report issue date. Options for timing can be set up per school, or Year group and can be changed at any time by the SBSR School Co-ordinator.

47. Reporting Period Maintenance A reporting period defines all of the options available to a school regarding the ‘look and feel’ of school reports. A reporting period can relate to a single scholastic year or multiple years within a school. Click the ‘Create’ button to define the reporting period. List of existing reporting periods This icon shows teacher data entry has started Click ‘Create’ to generate new reporting period

48. Creating a Reporting Period Select a ‘Calendar Year’: The year that will appear as a prefix to the report heading. Select ‘For students in years’: SBSR uses different templates for different student cohorts. Select the appropriate year cohort from the drop down list. Choose ‘From Date’: Date from which the reporting period being set up will remain active. Choose ‘To Date’: Date that the reporting period being set up will expire. The dates above will define the period of reporting. Students who are enrolled within a school’s ERN enrolment system between these dates, will receive a report generated by SBSR. Define a ‘Reporting Period Name’: This is the unique title of the reporting period and is used throughout the system. This title will assist users to locate the particular reporting period at a future time. Choose ‘Reporting Period Print Name’: Options are available from the drop down list of commonly used titles within the software, e.g. Semester 1. The choice made here will appear on the front page of the printed report.

49. Creating a Reporting Period – Step 1 ‘From’ and ‘To’ dates will define the reporting period. ERN will send student and course information automatically to SBSR for the duration of the time set Report name should be unique and meaningful to the school Once these decisions have been made, the user will be presented with 4 more screens to complete the setup process.

50. Creating a Reporting Period – Step 2 Choose reporting template and positioning of school logo