10c - Secondary Teacher Tasks - WordPress.com · 9/10/2013 · Secondary Teacher Tasks My Classes 8 Taking Attendance for a Class in Non-Contiguous Periods If a class is in multiple

Secondary Teacher Tasks Chancery

Student Management Solutions Workbook

Released 2/5/2012

Document Owner: Curriculum

This edition applies to Release 6.6 of the Pearson SMS software and to all subsequent releases and modifications until otherwise indicated in new editions or updates.

The data and names used to illustrate the reports and screen images may include names of individuals, companies, brands, and products. All of the data and names are fictitious; any similarities to actual names are entirely coincidental.

Copyright © 2007 Pearson Education, Inc. or its affiliates. All rights reserved. All trademarks are either owned or licensed by Pearson Education, Inc. or its affiliates. Other brands and names are the property of their respective owners.

Please send comments, suggestions, or requests for this document to [email protected]. Your feedback is appreciated.

Contents iii

Contents Introduction ............................................................................................... 1

Course Prerequisites .................................................................................. 1 Course Objectives ..................................................................................... 1

Introduction to Chancery SMS .................................................................... 2 What is Chancery SMS? ............................................................................. 2 Roles and Security .................................................................................... 2 Home Page .............................................................................................. 3

Quick Links .......................................................................................... 3 Hands-on Exercise 1: Working with the Interface ...................................... 4

My Classes ................................................................................................. 7 Rosters .................................................................................................... 7

Hands-on Exercise 2: Viewing Class Roster .............................................. 7 Attendance .............................................................................................. 7

Taking Attendance for a Class in Contiguous Periods ................................. 7 Taking Attendance for a Class in Non-Contiguous Periods ........................... 8 Hands-on Exercise 3: Taking Attendance for a Single-Period Class .............. 8

How to Take Attendance for a Class in Non-Contiguous Periods ....................... 8 Grades and Report Cards ........................................................................... 9

Hands-on Exercise 4: Working with Grades .............................................. 9 Working with Students ............................................................................. 12

Searching for Students ............................................................................ 12 Detailed Search .................................................................................. 12 Hands-on Exercise 5: Searching for Students ......................................... 13 Hands-on Exercise 6: Working with Student Data ................................... 15

Awards and Reports ................................................................................. 17 Award Certificates ................................................................................... 17

Hands-on Exercise 7: Viewing Awards ................................................... 17 Resource Services ................................................................................... 18

Hands-on Exercise 8: Viewing Resource Rosters ..................................... 18 Reports ................................................................................................. 18

Hands-on Exercise 9: Generating Reports .............................................. 18 Course Summary ...................................................................................... 19

Contents iv

Available Help .......................................................................................... 20 Online Help ............................................................................................ 20 Support Website ..................................................................................... 20 Technical Support ................................................................................... 20

Glossary ................................................................................................... 21

Secondary Teacher Tasks

Introduction 1

Introduction The purpose of this course is to provide secondary school teachers with an overview of Chancery SMS and the tasks they can complete using the system.

Course Prerequisites Chancery SMS Overview and Navigation

Course Objectives By the end of this course, you will be able to:

• Describe the key features of Chancery SMS.

• View class rosters.

• View student demographics.

• Take attendance.

• Enter grades.

• Search for students.

• Run reports and print award certificates.

Notes:

Indicates additional information about the current Pearson SMS feature.

Indicates instructions for additional processes with the current Pearson SMS feature.


Introduction to Chancery SMS 2

Introduction to Chancery SMS By the end of this section, you will be able to:

• Describe Chancery SMS.

• Navigate around the interface.

• Work with Quick Links.

What is Chancery SMS? Chancery SMS is a centralized web-based student management system that you access from a web browser. School and district staff use Chancery SMS to create and access important school and district information in real time.

The district and its associated schools share a common database. Information that is entered at the district level is sent to the schools in real time and vice versa. However, some information that is entered at the district level should not be edited by schools and therefore can only be viewed at the school level.

Roles and Security When working with student and teacher information, not all information is accessible to all users. Chancery SMS grants access permission to users based on roles.

After logging on to Chancery SMS, a role-based home page is displayed for your default role. This page provides quick access to the features available for this role and can also be further customized.

Each user is assigned at least one role and possibly several roles. For example, if you are a teacher at both Parker School and Whistler School, you can have two teacher roles – one for Parker and one for Whistler. You would have one default role when you log on and you could easily switch between roles by going to the Actions menu on the Chancery SMS home page and selecting Switch Roles.



Home Page

Chancery SMS is accessed by entering the appropriate URL in the web browser and logging in with your username and password.

The above diagram shows the Chancery SMS default home page for a secondary teacher – My Classes.

1. Control bar – Provides access to the different functionality within the system.

2. Breadcrumbs – Indicate where you are in the system and how you got there. Use breadcrumb links to move quickly back to a previous screen.

3. Task bar – Displays available commands in menu format.

4. Class meeting times – Displays the times that each of this teacher’s classes meet.

5. Roster lists – Displays class rosters for all the classes for this teacher.

6. Grading lists – Displays all classes for which the teacher can enter grades.

7. Attendance lists – Displays the attendance list for the teacher’s homeroom and for each class for which the teacher can take attendance.

8. Birthdays – Displays a list of all students who have a birthday in the current month.

Quick Links Quick links provide a fast method of navigating to frequently used pages in Chancery SMS. They are similar to the Favorites functionality in web browsers.



Chancery SMS comes with the following predefined quick links for the teacher role:

• Resource Roster

• Chancery SMS Gradebook (optional)

• K12Planet (optional)

You can create your own quick links for pages you frequently use. These are known as custom quick links.

Once you create a custom quick link, it is automatically available both from a panel on the home page as well as from the Actions menu on any other page.

Predefined quick links must be added to the home page before they can be used.

When custom quick links are removed from the home page, they are actually deleted and must be recreated if required.

Hands-on Exercise 1: Working with the Interface In this exercise, you will become familiar with the Chancery SMS interface and learn how to customize the home page.

Browse the Interface In this task, you will log on to Chancery SMS and explore the interface.

1. Log on to Chancery SMS using the user ID and password with teacher access (as supplied by your trainer).

2. Navigate around the interface using options in the control bar, menu options in the task bar, and the breadcrumbs.

Do not make any changes to the settings in the system at this point in the course as this may have an impact on future tasks.

If you click an option in the control bar and a new window appears, click to close the window and return to the main Chancery SMS page.

3. Click Home on the right-hand side of the task bar to return to the home page.

Customize the Home Page In this task, you will customize your home page by adding some frequently used reports.

1. On the Actions menu, click Customize Home Page.

2. Select a report.



3. Click Add.

4. Select two additional reports.

5. Click Add.

You can also double-click each item to move it to the selected list.

6. Click OK.

Add Predefined Quick Links In this task, you will activate a predefined quick link and then use it to navigate quickly to the selected page.

1. On the home page, on the Actions menu, click Customize Home Page.

2. In the Quick Links section, from the Available Quick Links list, click Resource Roster.

3. Click Add.

4. Click OK.

5. On the home page, click the newly added quick link (Resource Roster) to navigate to the selected page.

6. Click Home in the task bar to return to the home page.

7. In the control bar, under STUDENT, click Detailed.

8. On the Actions menu, click Quick Links.

9. Click the option for the newly added quick link (Resource Roster).

10. In the task bar, click Home.

Create Custom Quick Links In this task, you will create a custom quick link and then use it to navigate quickly to the selected page.

1. In the control bar, under SCHOOL, click Awards.

2. On the Actions menu, click Quick Links, then click Quick Link this Page.

3. In the Quick link name field, enter Awards.

4. Click OK.


6. From the home page, click the newly added quick link (Awards) to navigate to the selected page.




8. In the control bar, under STUDENT, click Detailed.

9. On the Actions menu, click Quick Links.

10. Click Awards.


12. Create a second custom quick link to navigate to a page of your choice.


Update Quick Links In this task, you will update the name of the Awards quick link to be Student Awards.


2. In the Quick Links panel, from the Quick Links on home Page list, click Awards.

3. In the Quick link name field, enter Student Awards.

4. Click Update.

5. Click OK.

Remove Quick Links In this task you will remove quick links from the home page.


2. In the Quick Links panel, from the Quick Links on home Page list, click Student Awards.

3. Click Remove.

4. Click OK.

5. On the Actions menu, click Customize Home Page.

6. Remove the predefined quick link (Resource Roster) you added earlier.

7. Click OK.


My Classes 7

My Classes By the end of this section, you will be able to:


• Take class attendance.

• Enter grades.

• Preview report cards.

Rosters On the My Classes page, you can access a roster for your homeroom and each class you teach.

You can access the demographic record for each student from the class roster list page.

Hands-on Exercise 2: Viewing Class Roster In this exercise, you will view a class roster and access a student record.

1. On the home page, click a Roster icon for a class.

2. Click a student’s name to view demographic information.


Attendance Depending on how your school is set up, you can take once daily, twice daily or class attendance. If your school takes twice daily attendance, AM attendance and PM attendance must be submitted separately.

Taking Attendance for a Class in Contiguous Periods When taking attendance by class, if a class is in multiple periods and the periods are adjacent to each other (contiguous), you are able to take class attendance just once for both periods that the class meets. For example, if an English class is 60 minutes long in two 30-minute periods with a passing period of five minutes, attendance can be taken just once for both periods.

Because Chancery SMS treats classes in contiguous periods as one class, a student is assigned the same Present or Absent attendance code for both periods: the attendance code in the second period defaults to the attendance code in the first.


My Classes 8

Taking Attendance for a Class in Non-Contiguous Periods If a class is in multiple periods, but the periods are not adjacent to each other (non-contiguous), attendance must be taken for each period. For example, if there is a Math class in 3rd period, followed by a 4th period lunch hour, and then the Math class continues in the 5th period, attendance would have to be taken for both the 3rd and 5th periods.

Hands-on Exercise 3: Taking Attendance for a Single-Period Class In this exercise, you will enter attendance for a student in a single period class that is scheduled in the morning. The student’s mother informed the office yesterday that her son would be absent in this first period for a dental appointment.

1. On the home page, click the Attendance icon next to a class.

By default, all students are marked Present.

2. Mark a student as absent by clicking the A to the left of his or her name.

3. In Min. Abs column for the student, enter 5 to indicate the student was late 5 minutes for class.

4. Enter a comment in the Comments field.

5. Click Save or Submit.

When entering attendance, you have the option to: - Save your entries to edit and submit later. On the Attendance page, click Save. - Submit your attendance entries. On the Actions menu, click Submit. - Submit your entries and log off from Chancery SMS. On the Actions menu, click Submit. On the Attendance page, click Log off.


How to Take Attendance for a Class in Non-Contiguous Periods (Demonstration) In this demonstration, your instructor will take attendance for a class that is in two periods that are not contiguous. One of the students missed the entire first period of the class, and was 10 minutes late for the second period.


My Classes 9

1. On the home page, click the Attendance icon next to a 2-period class.

On the Attendance page, the dropdown list to the right of the date displays the times that the class meets.

By default, all students are marked Present.

2. In the dropdown list to the right of the date, confirm that the first period is selected.

3. Mark a student as absent by clicking the A to the left of his or her name.

4. In the dropdown list to the right of the date, select the second period.

5. Mark the same student as Tardy by clicking the T to the left of his or her name.

6. In the Min Abs column enter 10.

If this were a class in which periods were contiguous, you would need to take attendance only once for both periods.

7. Enter a comment in the Comments field.

8. Click Save.

9. From the Actions menu, click Submit.


Grades and Report Cards Teachers are able to enter grades in Chancery SMS for all the classes they teach.

Once grades have been entered for a student, progress reports and report cards can be generated.

Hands-on Exercise 4: Working with Grades In this exercise, you will prepare students’ grades and report cards.

Enter Grades In this task, you will enter grades for students.

1. On the home page, click the Grading icon to the right of the first class.

2. Confirm that there is a grading period (report card) selected in the dropdown list on the top right of the page.

3. For each student, enter the appropriate grades for the selected class.


My Classes 10

Where dropdown lists exist, select from a letter grade or graphic symbol. Where no dropdown lists exists, enter a numeric grade.

Scroll down to the bottom of the page to view a legend for the grading tables.

If a particular class has too many columns to display on the screen at one time, you can navigate through the columns using the paging controls:

4. Where required, click to enter comments for a class.

5. Click OK.

6. Select the next class from the dropdown list at the top left hand side of the page and enter grades.

7. Click Save when complete.

8. Continue entering and saving grades for the remainder of the classes provided in the dropdown list.

9. Once you have completed entering grades for all students in all of the classes, click Save.

To enter grades for an individual student, click the student’s name from the class roster and in the control bar, click Grades.

Generate a Report Card In this task you will preview the report card.

1. On the Grades page, on the Reports menu, click Report Card.

2. Select the Grading period for which you entered grades.

3. Select the Selected grade levels option.

4. Select all of the grade levels.

5. Under Print Options, select the required Sort order (you may have to scroll down to see this option).

6. Click Preview.

7. If a warning message appears, click OK.

The report cards are displayed in PDF format.


My Classes 11

8. Click and at the bottom of the preview window to scroll through the report cards.

9. Close the preview window to return to the Chancery SMS page.



Working with Students 12

Working with Students By the end of this section, you will be able to:

• Describe and use the different student search options.

• Customize display options.

Searching for Students When searching for students, the following options are available:

• Quick Search – Enables a quick search for a student by name or by student ID.

• Basic Search – Provides a precise way of finding students based on a number of search fields including student name, ID, phone, grade level, birth date and age. Any search fields left blank are ignored. Search results meet the criteria of all fields.

• Detailed Search – Enables you to find a range of students that meet a number of criteria. For example you can to search for all Grade 3 female students whose last name begins with SM.

When searching, teachers can only see the students they teach.

Detailed Search Detailed searches enable you to perform a search on multiple fields using a number of criteria.

Searchable fields are organized by the following categories:

• Most Frequent

• Personal

• Student Contacts

• Registration

• Enrollment

• Scheduling

(If your system has been customized, additional categories may be displayed.)

Each criterion has three parts: field name, relation, and value. The relation and value fields change depending on the field name selected. The relationships available in Chancery SMS are:

• Contains

• Starts with



• Ends with

• Is

• Is not

• Greater than

• Less than

• Greater than or equal to

• Less than or equal to

Once search criteria are defined, you can specify whether you want to search for all criteria or any of the criteria.

Hands-on Exercise 5: Searching for Students In this exercise, you will perform the various searches available in Chancery SMS.

Perform a Quick Search In this task, you will perform quick searches.

1. In the control bar, under Student Search, click Quick.

When performing quick searches, there are a number of predefined searches available.

2. You are able to search by first name, last name, or student ID. Try some of the following searches.

• Search for all students whose last name begins with S.

• Search for all students whose last name begins with T.

Chancery SMS searches on preferred names. If a student has a preferred name listed in his or her student record, search results are based on the student’s preferred name rather than his or her actual name. If there is no preferred name, then Chancery SMS searches on the student’s actual name.

Name searches in Chancery SMS are not case sensitive.

3. Click the List dropdown list to view a list of your previous searches.




Perform a Basic Search In this task, you will perform a Basic Search to find students of a specific age on a specific date.

When performing a basic search, the records displayed meet all the criteria specified. Fields that are left blank are ignored.

1. In the control bar, under Student Search, click Basic.

2. Complete the following fields:

Field Name Enter/Select

Grade Level (Active) Select an appropriate grade for your school.

Age Enter appropriate age for grade.

As of Enter an appropriate date.

The date can either by typed in or selected by clicking .

3. Click Search to view results.

Perform a Detailed Search In this task, you will perform two searches in which there are two specific criteria.

1. In the control bar, under Student Search, click Detailed.

2. From the Category dropdown list, select Personal.

3. Set up the criteria: Gender is Male.

4. Click Add Criteria.

5. Set up the next criteria: Ethnic category is <choose any value>.

6. Click Add Criteria.

7. In the Search Criteria panel, ensure the All criteria option is selected.

8. Click Search.

It is possible to further refine the search criteria after performing a detailed search. To do this, click next to Search Criteria at the top of the screen. Modify your search criteria and click Search again.

9. Now perform a search for all girls who are White / Caucasian.



10. Perform the above search again, this time, however, select the Any criteria option.

Hands-on Exercise 6: Working with Student Data In this exercise, you will view student information, sort information, and customize display options.

View Student Information In this task, you will view student demographic information.

1. In the search results list for the search you generated in the previous exercise, click a student’s name to open the student’s record.

You can open multiple student records by selecting the required records in the search results list and then, from the Actions menu, click Open Student and select a page from the menu. A dropdown list of student names will display on the page you open, as well as Next and Prev links to help you quickly navigate from one record to another.

2. Browse through the options in the control bar.


Sort Student Information by Column Header In this task, you will sort your list of students by gender then resort by birth date.

1. In the control bar, under Student Search, click Quick, then click My Students.

2. Sort by gender by clicking the heading in the Gender column.

The triangle next to the column label indicates which field is being used for sorting and if the sort is ascending or descending.

3. Sort by birthdate by clicking the heading in the Birthdate column.

Sort Student Information by Multiple Fields In this exercise, you will sort by both birth date and gender at the same time.

1. On the Edit menu, click Sort.

2. As the first sort field, select Gender, Ascending.

3. As the second sort field, select Birthdate, Ascending.

4. Click OK to view the results.



If required, it is possible to sort data by columns that are not visible on the screen

Customize Display Options In this task, you will customize the search results columns to display the student’s name, ethnic category, gender, and home phone number (in that order).

1. On the Edit menu, click Choose Columns.

2. From the Selected Columns list, select the unwanted columns and click to remove them.

3. From the Available Columns list, select the columns you require and click to add them to the Selected Columns list.

4. Reorder the Selected Columns by clicking and .

5. Click OK.

6. After viewing the results, on the Edit menu, click Choose Columns.

7. Click Restore Defaults.

8. Click OK.



Awards and Reports 17

Awards and Reports By the end of this section, you will be able to:

• Print award certificates.

• View resource rosters.

• Run school reports.

Award Certificates Awards, for which certificates can be created, can be assigned to students. It is possible to set up honor rolls, a principal’s list, awards for perfect attendance, special activities, and so on.

In Chancery SMS, office staff are responsible for setting up awards and assigning awards to students. Teachers are able to print award certificates.

Students are not automatically added to an awards list, nor does Chancery SMS perform any calculations to determine which students are eligible for an award.

Award criteria do not appear on the certificate.

Hands-on Exercise 7: Viewing Awards In this exercise, you will preview award certificates.

1. In the control bar, under SCHOOL, click Awards.

2. Click the link in the #Recipients column to view the recipients for a particular award.

You can view award information for a specific student by going to his or her demographics page and clicking Award in the control bar.

3. In the breadcrumbs, click Awards to return to the Awards page.

4. On the Awards page, on the Reports menu, click Award Certificate.

5. Select your award from the Available list and click to move it to the Selected list.

6. Click Preview. The certificates are displayed in PDF format in a new window.

To print the certificates, click in the new window

7. Preview the certificates both with and without the Print the award certificate graphic on each page option selected.


Awards and Reports 18

8. Close the preview window.


Resource Services Students are assigned to resource services as part of the scheduling process. Examples of resource services include remedial reading, speech therapy, and talent enrichment. Services are taught by a resource teacher in small groups or individually in pull-out or inclusion formats.

Teachers are able to view a list of students that have resource services assigned to them.

Hands-on Exercise 8: Viewing Resource Rosters In this exercise, you will view a list of students assigned to resource services.

1. In the control bar, under ADMIN, click Scheduling.

2. Under Step 7, click Resource Roster.


Reports You can use the Class Roster report to print a weekly form for recording attendance.

Use the Interval Attendance report to capture homeroom or class attendance for a specific day. This report also summarizes the number of present, absent, and tardy students in a homeroom or class.

Target students with potential or problematic attendance issues using the Student Cumulative Attendance report; it lists a history of students’ daily attendance exception (non-present) codes for a specified date range. Teachers can target attendance histories for students in their classes.

Hands-on Exercise 9: Generating Reports In this exercise, you will generate the Class Roster Report.

1. In the control bar, under ADMIN, click Reports.

2. Under the Scheduling Reports section, click Class Roster Report.

3. In the window that appears, click Run Report.

4. Close the preview window.



Course Summary 19

Course Summary The purpose of this course is to educate you on the various processes in Chancery SMS available to secondary teachers.

You should now be able to:

• Describe the key features of Chancery SMS.


• View student demographics.

• Take attendance.

• Enter grades and generate report cards.

• Search for students.

• Run reports and print award certificates.


Available Help 20

Available Help

Online Help Online help is available from the Help menu in Chancery SMS.

To receive online help about the page that you are currently viewing, from the Help menu, click Dynamic Help.

To search for help on a specific item, from the Help menu, click Contents.

Support Website The support website can be accessed using either of the following:

• In Chancery SMS, from the Help menu, click Support Website.

• Access the following URL from the web browser: http://support.chancery.com.

If you do not have a user account, follow the instructions on the home page to obtain one.

Technical Support For customers on a current support program, technical support from Chancery Software is available from 5 A.M. to 5 P.M. PST.

Tel: 1-800-688-9939 Fax: 1-800-446-5650 Email: [email protected]

If your district has a help desk in place, please contact your district support personnel for help.

Thank you for attending. This is your opportunity to provide feedback on the training you received today. Please complete the evaluation form given to you by your trainer.


Glossary 21

Glossary Alert: An item that appears on a teacher’s home page notifying him/her that there is a message requiring attention.

Attendance Code: An entry available for selection when taking attendance. Examples include Present, Tardy Excused, Absent, Unexcused.

Attendance Reporting Period: An interval used for reporting attendance during a school year.

Audit Trail: A time-stamped record of a user’s activity in the system.

Awards: Functionality that enables a user to create and print certificates for specified students.

Breadcrumbs: A series of links displayed at the top of the page. Breadcrumbs indicate where you are in the system and how you got there.

Calendar: See School Calendar

Chancery SMS: A centralized web-based student management system that you access from the web browser.

Class: A group of students who meet regularly to learn a subject from a specific teacher.

Contact: An adult who takes care of a student or who can be called in an emergency. Contacts usually include the student’s parents.

Control Bar: The blue panel on the left of the page. The control bar provides access to different functionality within the system.

Daily Code Calculation Rule: Calculates a daily attendance code for schools taking twice daily attendance for reporting purposes.

Day Type: A day’s day type indicates if attendance should be taken for that day and how the attendance should be counted in reports. Examples of day types include normal, holiday and weekend.

Demographic Record: Key information about students and contacts, such as student number, surname, first name, gender, phone numbers, and social security numbers.

Ellipses (…): Indicates that a new window will be displayed if an option with ellipses is clicked.

Exception Day: Used to record holidays and school closure days in the school calendar. Examples of exception days include spring break and snow days.

Family: A group of students and their contacts. Those contacts do not necessarily live with the student and are not necessarily related.

Family Unit: A group of students and contacts in a family that live together.


Glossary 22

Grading Period Set: A grading period set determines how often report cards should be issued for a group of grades.

Homeroom: A group of students (usually the same grade) who spend most of their time together. A location where this group has attendance taken and learns core subjects such as Math.

Resource Service: A specialized subject taught by a special teacher to individuals or small groups, such as Remedial Reading.

Role: A set of predefined access permissions, such as school secretary and teacher that are used to grant users access to Chancery SMS. Users are provided with user accounts that are based on a role.

Saved List: A user-specified static list of students that is updated as needed.

School Calendar: The school calendar specifies the start and end dates of the school year.

Siblings: Two or more students who belong to the same family. Each district sets its own policies for when to consider students to be siblings.

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10c - Secondary Teacher Tasks - WordPress.com · 9/10/2013 · Secondary Teacher Tasks My Classes 8 Taking Attendance for a Class in Non-Contiguous Periods If a class is in multiple