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SIS 2000+ Student Services

The Student Services application is used to track non-curricular services provided to students by the school staff, health professionals, or other providers. Examples of such services would be any type of therapy (physical, speech, behavioral), any type of counseling, tutoring service, or any meetings regarding the welfare of the student or dictating a plan of action for a student (such as an IEP). For each service administered, basic information is tracked about the type of service and the date and time it was provided. Services to be scheduled in the future are allowed as entries. In addition, all participants are registered along with the role in which they served (i.e., chairperson of a meeting, counselor, consultant, legal representation, etc.). Referrals to other services are also tracked.

Prerequisite:
Any service to be entered into a student's Services record must first be defined in the Service Definitions application. As a shortcut, the Services Definitions interface can be accessed by a link within this program. See Step 5.3.

1. Open Student Services
From the SIS 2000+ Main Menu, open the Services & Programs Menu (Fig. 1).

Fig. 1

From the Services & Program Menu, click on the Student Services icon button.

Fig. 2 - Student Services, main screen

2. Program Screen Layout
The opening screen of the Student Services application defaults to the first "currently active" student in the database of the school site that is currently logged on, alphabetically by last name. The grid displays the history of Student Services, if any, the student has received, sorted in alphabetical order by the Service field. The sorting order of the entries can be changed to ascending or descending on the Service, Date or Status fields (See Step 4).

• Student Banner - Demographic data

Demographic data for the selected student is displayed in a banner (Fig. 3) at the top of the program screen. The student's ID# is indicated in [brackets] following the student's name. For further details, see document titled "Student Banner."


Fig. 3


• Student Banner - Command Buttons

In the right area of the banner are three types of command buttons:

• Student Detail Buttons

These buttons enable the user to access, in pop up windows, three different kinds of remote student data for the selected student. From top to bottom, they are Enrollment History, Student Contacts, and Student Picture.




• Student Group Selection Buttons

Five buttons select different groups of student records to be searched or viewed. The first button is a User-defined group. The next four are system-defined groups based on current enrollment status: Active, All, Future, and Inactive.




• Synchronize Button

This command will synchronize all other open program windows to the currently selected student.



See document titled "Student Banner" for more information on command buttons.

3.1 Select a group
In the upper right hand corner of the screen is the Group field (Fig. 4), displaying the current group of student records that are selected for viewing or searching.

Fig. 4

To access a specific group, click on one of five Student Group Selection Buttons in the Student Banner in the upper right of the screen. Selecting the appropriate Group will facilitate a more organized and efficient user interaction with the program and will narrow the search time when finding a student record. Student records will be available in groups only for the school site that is currently logged on, unless you are logged on to the District Office, in which case student records for all school sites will be available.

Student Group Selection Buttons are only available in the read-only mode of the host program. They are deactivated when in the edit mode of the program.


"User-defined group"
A shortcut to open a list of user-defined student groups created in the Group Editor program. Make a selection from the list and return to the host program.

"Currently Active Students"
Selects only those students who currently have a Student Status of "Active". This is the default group selected whenever the host program is first opened.

"All Students this Year (active and inactive)"
Selects active and inactive students of the current school year.

"Future Students"
Selects only those students who have a Student Status of "Future", such as student records that are being prepared ahead of time for next semester or next year enrollment.

"Inactive (withdrawn) students for this year"
Selects only those students with a Student Status of "Inactive" in the current school year.

3.2 Three search methods
Once the target group has been selected using the Student Group Selection Buttons, there are three methods available for finding a student record:


• Scroll Search



Student records are stored alphabetically by student last name. Scroll forward or backwards through the selected Group of student records using the VCR buttons at the bottom of the screen.

• The Find command



This command button will open the 'Find Student' form. Using this method, a student record can be found by entering the student's identification number and clicking on the List command button within the form to initiate a search. If the ID number is not known, a search can be conducted by entering search strings for Last Name, First Name, Gender, Track, Grade, Birthdate, Social Security number, or any combination thereof.

• List search



Use the List command button to open an alphabetical list of all students in the selected Group. To open a student record, double click on the target entry or single click the entry until it is highlighted in gray and then click on the Select command button.

See Student Banner, 'Navigational Command Buttons' for more information on the three search methods outlined above.




Important: When executing a search for a student using the VCR buttons, List command, or Find command, only the records from the currently selected Group will be available for the search. If the record is not found, widen the search criteria by selecting a larger inclusive group.

The default sorting order of the list is ascending alphabetical, based on the Services field. The list can be resorted using two of the other fields: Date or Status. In the example that follows all entries will be arranged in descending chronological order by resorting on the Service Date field.

• Sort list, Method #1.

Open the Sort menu (Fig. 5). Select (highlight) a field to sort on in the upper portion of the menu. The selection can be made by using the arrow keys, by using a mouse, or by pressing the underlined shortcut letter of the selection. The Sort menu will automatically close after a selection is completed. In the example below, the sort field will be changed from Service to Service Date.


Fig. 5

To define a sort order, open the Sort menu again. (The new sorting field will have a check mark beside it. Fig. 6) Select Ascending or Descending. The menu will close automatically and the Student Services list will now be resorted according to the new parameters selected (Fig. 7). The new sorting order is temporary only. The default sorting order is reinstated whenever the program is quit and reopened.


Fig. 6


Fig. 7 - Re-sorted in descending order by the Service Date field.


• Sort List, Method # 2

Click on the column heading of the field to sort on (only the Service, Date and Status fields can be sorted). The list will automatically sort itself in ascending order on the field clicked, or in the reverse direction of its current sort order. For example, if the target field was in ascending order, the mouse click will cause the list to be sorted in descending order by the target field, and visa versa. The current sorting field will be flagged by a small gray arrow in the column header.

The UP arrow indicates Ascending sorting order
The DOWN arrow indicates Descending sorting order.

The new sorting order is temporary only. The default sorting order is reinstated whenever the program is quit and reopened.

4.1 Select a Service from the summary list by clicking on the line until it is selected with a small black arrow on the left (Fig. 8).


Fig. 8

4.2 Click on the Edit command button at the bottom of the screen.

4.3 Three information sub-screens (tabs) appear in the edit mode: 'Service' (Fig. 9), 'Participants' (Fig. 10), and 'Referrals' (Fig. 11). Each contains more details of the selected Service. For an explanation of each field see Step 5, "Add A Service".


Fig. 9


Fig. 10



('Referrals' image not available at this time)

Fig. 11

5.1 Find a student
Services are added to individual student histories. Find the target student first. See Step 3.

5.2 Activate the entry/edit mode
Click on the Add command button to open a blank 'Add Student Service' screen (Fig. 12).


Fig. 12

5.3 Enter 'Service' data
Use the Tab key or Enter key to move from field to field. Fill in data as follows:


Fig. 13


• Service -

Select a Service from the drop-down list activated by the field button. Available selections have been pre-defined in the Service Definitions program. If the Service to add is not yet defined, a link can be made to the Service Definitions application without closing the Student Services application. Click on the Add New Service link button to open the Services Definitions program. Follow procedures as outlined in the Service Definitions document to create the new Service record as needed. After quitting the Service Definitions application the view will return to the 'Add Student Service' sub-screen with the newly defined Service available for selection in the Service field.
• Date -

Enter the date when this service was provided (or scheduled to be provided). The default date is "today's date." To enter a new date, activate the drop-down calendar (Fig. 14). Use the calendar's single VCR buttons to scroll forward or backward through the months. Use the double VCR buttons to scroll forward or backward by years. Select the target date until it is highlighted in yellow, then click on the Select command button to automatically enter the date in the field above.

Fig. 14

• Time: Begin/End -

Refers to time of day the Service was administered (if applicable). 24 hour time format.
• Status -

Select a Service status from the drop-down list (Fig. 15). Selections are pre-defined using the Table Editor. Select "Provided" if the Service is completed. When "Provided" is selected the Complete field will be auto-checked.

Fig. 15

• Complete -

A check here indicates that the Service is completed. This field appears as "Cmpl" on the summary list on the main screen.
• How Served -

Select a mode of Service to indicate the setting in which the Service was (or is to be) provided, such as, "At School, School Staff", "At Home, School Staff", Outside Professional Team", etc.
• Recheck Needed -

Check here as reminder if the Service needs a follow-up. This field appears as "Rechk" on the summary list on the main screen.
• on/by -

Select a follow-up date using the drop-down calendar (Fig. 14).
• Administered by -

Name of person administering the Service.
• Description of Service -

Further comments.

5.4 Enter 'Participants' data
Click on the 'Participants' tab to bring that information sub-screen to the front (Fig. 16). In this screen all participants are registered along with the role in which they served (i.e., chairperson of a meeting, counselor, consultant, legal representation, etc.)


Fig. 16


5.4.1 Activate the 'Participants' edit/entry mode
Click on the Add Participant command button to open the 'Add Participant for Current Service' screen (Fig. 17).

5.4.2 Enter Data
Enter data as follows:


Fig. 17


• Type -

Select "Contact", "Faculty" or "Provider"
• Name -

Select participant's name. Available selections will depend on the Type selected in the previous field. For example, if "Faculty" was selected then the available selections in the Name field would come from the district faculty database
• Service Role -

Select a description of participant's role in administering the Service.
• Remarks -

Additional comments.

5.4.3 Save Data
Click on the Save participants command button to save Participant data, or Undo to cancel.

5.4.4 View Participant Data
The view will revert to the 'Participants' information sub-screen. The new entry will be displayed in a summary list (Fig. 18).


Fig. 18

5.4.5 Add More Participants
Repeat Steps -- to add more participants to the current Service.


5.5 Enter 'Referrals' data
(The 'Referrals' tab is not enabled at this time)

5.6 Save data
After all information screens are completed, click on the Save command button at the bottom of the main screen to save the new Service.

5.7 View Summary List
After a save the view will revert to the main screen. The newly added Service will appear as an entry in the summary list (Fig. 19), sorted according to the current sorting order.


Fig. 19

6.1 Find a Student
See Step 3.

6.2 Select a Service to edit
Select a Service to edit by clicking on the target line in the summary list until it is selected by a small black pointer on the left side (Fig. 19).

6.3 Activate the edit mode
Click on the Edit command button to activate the edit mode.

6.4 Modify data
Three information sub-screen are available to edit:


• 'Service'

Use the Tab key to move from field to field. Modify data.
• 'Participants'

Select a Participant to edit from the summary list. Then click on the Edit Participant command button to activate the edit mode for that entry, or click on the Delete Participant command button to delete the entry.
• 'Referrals'

(Not enabled at this time.)

6.5 Save Changes
Click on the Save command button to save all changes, or Undo to cancel all changes since the last save.

To view information on the various reports derived from Student Services data, see Reports & Reporting/Services & Programs.

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