School-wide Information System (SWIS) Becoming Swift at SWIS Florida’s Positive Behavior Support Project University of South Florida

School-wide Information System (SWIS)

Becoming Swift at SWIS

Florida’s Positive Behavior Support Project

University of South Florida

Florida Positive Behavior Support Project at USF - 2003 2

Becoming Swift at SWIS

a. Preview SWIS III Users Manual, License Agreement, and confidentiality

b. Preview SWIS account

c. Data entry in practice account

d. Basic report generation and customized reporting

e. Building fluency activities


SWIS (School-wide Information System)

Defined- SWIS is a web-based information system for

gathering, entering, summarizing, reporting and using office discipline referral information

Purpose

- Improve the ability of school personnel to develop safe and effective educational environments


Setting Up for SWIS III SWIS Personnel at School

Who are the three identified SWIS users? School contact person?

Critical SWIS Information Web browser and version used SWIS login name Two sets of passwords

Full Use for the SWIS users Read Only for others – who are they?

Set up Hardware At the school, make sure that one of the 2 web browsers are

installed, if not installed, install one Netscape 6.1(or higher) Internet Explorer 5 (or higher)


Addressing Confidentiality Issues De-Activate all AutoComplete options in Internet Explorer

that allows the computer to remember your password: Open Internet Explorer Pull down the “Tools” menu Click on “Internet Options” Click on “Content” Click on “AutoComplete” Unclick the boxes to the left called “User names and passwords on

forms”and “Prompt me to save passwords” Click on “Clear Passwords Click “Ok” Click “Ok” two more times to exit windows


Setting Up for SWIS III UseWeb Browser Cookies

Netscape 6: Check the current settings in the preference area.

• Pull down the “Edit” menu and select “preferences.”

• Click on “Advanced.”• View options on the right

side of dialogue box. Select “Accept all cookies” and unselect “Warn me before accepting cookie” options.

• Click “OK.”

Internet Explorer 5: Cookies are set up to accept automatically. Check and make changes if necessary.


Bookmark the SWIS III homepage

www.swis.org Click on the “Favorites” pull down menu

at the top of your screen Click on “Add to Favorites” Click “OK” to add as a bookmark for

future reference


Logging On to your school account (p. 20)

From the SWIS homepage, click “Login” located at the top right-hand side of the page

Enter your school’s username and your password (note: case & space sensitive)

Click “Login” Click “Continue” to enter To honor confidentiality, always log off

when leaving your work station


Navigating through SWIS

Always use the SWIS provided navigational keys to SAVE, LOG OUT, GO BACK TO PREVIOUS LOCATION…

Using the Explorer or Netscape buttons to close file or go back may cause interruptions in service.


Main MenuData Entry School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists


Setting up your SWIS III Account

Click on “School Address and Contact” (p.21)

In most cases, you should only need to visit this page only once a year.

This information should be entered for you when your site is set up at the University of Oregon

Review for accuracy - click “Save” if you need to make any changes

Exit your school account by clicking “Logout” at the top right-hand side of the screen.


Practice Activity 1 See if you can login again. Use the practice account username & password

this time Username: facilitator Password: kimherrmann

Username: facilitator Password: denisebinder

Username: facilitator Password: donkincaid


Main Menu Data Entry

School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists


Setting up a SWIS III™ Account Click on “Enrollment/Days per Month” (P. 22) Select a school year from upper right corner pull

down menu Enter total number of students enrolled as of the

October 1st FTE – do not adjust after this date unless you experience more than 10% change in total enrollment

Enter ethnicity enrollment, total number of students in each group

Click “Save” when finished then click “Main Menu” to return.


Practice Activity 2 The school you are currently setting up has an

October 1 census count of 950. Enter this number under “enrollment”.

The school currently enrolls:400 Black Students 350White Students100 Hispanic Students 100 Asian Students

Enter the following schools’ days per month:September 23 days January 22 days

October 25 days February 21 daysNovember 17 days March 20 daysDecember 14 days April 23 days





Staff Information Menu

1. Add/Revise Staff

2. Display Staff Status

3. Merge Staff


Setting up a SWIS III™ Account Click “Staff Info” then “Add/Revise Staff” (p.23) Use the “Jump to Staff” link to view the existing

staff list Click on staff name to revise Click on “New” link to add new staff Other Info field is optional can enter teacher’s role,

team name… Click “Save” when finished and then click “Return

to Previous Location”


Practice Activity 3

Click “Staff Info” then “Add/Revise Staff” (p.23)

Click “New” and add the names of three people you remember from high school to the staff list.

Click “Save” after each name



1. Add/Revise Staff


3. Merge Staff


Display Staff Status

Only staff that are checked will be displayed on selection lists.

Use this page to remove staff who have moved or are no longer in your school from your selection lists.



1. Add/Revise Staff


3. Merge Staff


Merging Staff

You may need to merge staff names when: There are 2 different spellings of a teacher’s

name A teacher changes his/her name Teacher’s “nickname” was used for some

referrals


Practice Activity 4

Try merging two of the staff members’ names that you added

Click “Staff to Retain” and select staff to retain

Click “Staff to Delete” and select staff to delete

Click “Merge”





Student Information Menu

1. Add/Revise Students

2. Display Student Status

3. Merge Students


Student Information This section is set up the same as the“Staff

Information” section. There are only a couple additional fields needed

when entering a new student All fields with are mandatory

You must select student gender Check the IEP box if the student has one Enter student’s district ID number if planning to merge

into a district database Select the student’s ethnicity





Referral Management Menu This is where you will spend most of your time

1. Add/Revise Referrals

2. Find Referral


Add/Revise Referrals (p.25) Click “Add/Revise Referrals” Click “Student Name”

Click “Add Student” if the student is not on the list yet Enter all information Extra Info. Is a field to define any of the above fields at a more specific level. Make a key for

what info is being specified in the Extra Info fields. You can not change those specifications. Extra Info 1: Bus Suspension b01; b02; b03; b04…

Extra Info 2: Harassment h01-verbal; h02-physicalh03-racial; h04-sexual

Click “Save”


Practice Activity 5

Practice entering 3 sample referrals Practice entering 2 referrals with your

schools referral form


Referral Management Menu

1. Add/Revise Referrals

2. Find Referral


Find Referral (p.27)

Use this option to locate/edit a specific referral Referrals will pop-up as a report Click on the referral date if revision is needed Locate referrals by:

Student Staff Date Problem behavior Combining 2 or more of the above criteria





Generating Basic Reports & Graphs (p. 28-29)

Basic Reports and Graphs include: Ave. referrals per day per month Referrals by problem behavior Referrals by location Referrals by time Referrals by student


Practice Generating Reports & Graphs

Click “Average Referrals Per Day Per Month” (p.29) Select a school year Select referral type Select reporting features Click “Generate Report”**If the graph does not generate, make sure your

enrollment days per month are entered!





Other Reports and Lists Menu (p.30)1. Custom Referral Report

2. Custom Graph

3. Referrals by Staff

4. Suspension/Expulsion Report

5. Individual Student Report

6. Year End Reports

7. Staff/Student List


Practice Generating Other Reports & Lists

Click “Custom Referral Report” Follow the directions on p.30 in your

“Becoming Swift at SWIS” book.


Building Fluency Activities (p.37-39)

Data Entry Activities Questions #1-4

Accuracy and Modification Activities Questions #6-8 Questions #11-12

Reporting Activities Question #1 Question #5-7 Question #10


Tools (p.33)

At the main menu click “Tools” Data Integrity Report:

Click “Data Integrity Report” Use data entry and revisions instructions as needed

Preferences: Click “Preferences” Choose General Options (language,locale, name format,

start of school year…) Data entry (default to new or first on Add Student/Staff,

default ethnicity)


QUESTIONS ??

Make sure you are familiar with and know how to complete all items in the “Building Fluency Activities” section (p.37-39).


CONTACT INFO & WEB SITES FL - PBS Project

Phone: (813) 974-6440 Email: [email protected] Website: http://flpbs.fmhi.usf.edu

RRTC - PBS Website: http://www.rrtcpbs.org

SCHOOL-WIDE INFO SYSTEM Website: http://www.swis.org

Documents

School-wide Information System (SWIS) Becoming Swift at SWIS Florida’s Positive Behavior Support Project University of South Florida