GEAR UP Database Manual

GEAR UP Database Manual
 GEAR UP Database Manual RGI Corporation 2923 Covey Lane Sunnyside, WA 98944 P|509.839.2700 www.rgicorporation.com Copyright © 2005‐2015 RGI Services, Inc. All Rights Reserved Table of Contents I. Introduction ...................................................................................................................................... 3 II. Student .......................................................................................................................................................... 4 Add Students ........................................................................................................................... 5 List Students ............................................................................................................................ 7 Search Students ....................................................................................................................... 8 Add Students to Group .............................................................................................................. 9 List Student Groups .................................................................................................................. 10 List Archived Students .............................................................................................................. 10 III. Services ........................................................................................................................................... 11 Record Student Services ............................................................................................................ 11 Record Student Services Using Groups .............................................................................................. 11 IV. Activities ......................................................................................................................................... 14 Record Student Activities .......................................................................................................... 14 Record Parent Activities ............................................................................................................ 15 Record Teacher Activities .......................................................................................................... 16 V. Educational Progress ....................................................................................................................... 17 VI. Reports ......................................................................................................................................................... 20 Association Analyzer ................................................................................................................ 20 Student Demographic Reports ................................................................................................... 21 Monthly Service Report ...................................................................................................................... 22 Printable Students List ....................................................................................................................... 22 Record Student Progress .................................................................................................................... 17 Exporting Data to an Excel Spreadsheet .............................................................................................. 23 Students Not Receiving Services Report .............................................................................................. 23 VII. Preferences ..................................................................................................................................... 27 APR Cumulative Report ................................................................................................................. 24 Change Password .................................................................................................................... 27 2 | P a g e I. Introduction This manual was developed for GEAR UP Staff to provide instructions on how to use the GEAR UP database. The database was developed and is maintained by RGI Corporation. The database is accessed from the main RGI Corporation website found at www.rgicorporation.com. This is the first screen to appear as you enter the GEAR UP database. Through this screen there is an option to open or download this “Reporting Guide.” The guide provides instructions on how to use this database and is the same document you are now reading. It is also posted on the RGI Corporation website for easy access and future reference. This is where you are going to login into the database in order to enter students or run the reports. Initial usernames and passwords will be assigned by RGI Corporation. After entering your username and password, click on the “sign in” button. The next screen will then appear. 3 | P a g e II. Student This screen provides a set of menus or options on the left side of the screen. Just to the right of the menu options is your login name. Make sure you are logged in under the correct username. On the right of the screen is the logout button. When you are done entering data make sure to log out, as the database does not do so automatically. 4 | P a g e Add Students The first menu option we will illustrate is the “Student” section. Using your mouse, select “Add Student” and the following screen will appear. This screen is where you enter new students into the database. A screen with blank fields will appear for you to enter a new student. The name of your district and a school name are selected. If you serve more than one school, you will need to select the appropriate school name from the pull down menu. The definition for each data field is as follows: Gear‐Up Status: Indicate whether the student is a “new” student or “continuing” student. In the first year, all students will be new. In year two, most students will be continuing, however, you may have a few new students that have enrolled that did not participate in GEAR UP the previous year. First Name: Student’s first name. Middle Initial: Student’s middle initial. Last Name: Student’s last name. Gender: Indicate if the student is male or female from the pull‐down menu. Ethnicity: Select ethnicity from the pull‐down menu. The options are: American Indian or Alaska Native – A person having origins in any of the original peoples of North America, and who maintains cultural identification through tribal affiliations or community recognition. Asian – A person having origins in any of the original peoples of the Far East, Southeast Asia and the Indian subcontinent. This area includes, for example, China, India, Japan, Korea and the Philippine Islands. Black or African American – A person having origins in any of the black racial groups of Africa. Hispanic or Latino – A person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race. 5 | P a g e White – A person having origins in any of the original peoples of Europe, North Africa or the Middle East. Native Hawaiian or Other Pacific Islander – Hawaii or other Pacific Islands such as Samoa and Guam. Student ID: This is an optional field. Grade Level: Select student’s grade from the pull‐down menu. LEP: Indicate “Yes” or “No” if the student has “Limited English Proficiency” abilities. For the purposes of this field, Limited English Proficiency means a person whose native language is other than English and who has sufficient difficulty speaking, reading, writing or understanding the English language to deny that individual the opportunity to learn successfully in classrooms in which English is the language of instruction. Other 1: This is a field for local schools to track any additional information that may be important to them. Other 2: This is a field for local schools to track any additional information that may be important to them. The last step to add the student to the database is to click on the “Add Student” button in the middle of the screen. *Please note that all required field are in “bold.” You will not be able to save the record or “Add Student” until all bold fields are completed. 6 | P a g e List Students The next option is “List Students”; this option provides a listing of students in the school building. Again, if you are serving more than one school select it from the drop down menu. The screen will display the first 15 students at a time. Sorting: The listing of students can be sorted or listed by name, grade or student ID. If you click on the column heading, the listing will be sorted by these fields. Options: This option allows you to modify, delete or archive a student. Archiving allows data to be stored on the student but will remove the student from the roster. Paging: You can move to the next screen by using the “>>” at the bottom of the screen or selecting a page “number” of next screens. To move back to the previous screen, use the “<<” option. 7 | P a g e Search Students This option allows you to search for a student and view or modify/change information. The following screen will appear when you select the “Search Student” menu option. The result of your search will appear at the bottom of your screen. Once you find the student, you can modify or delete the student. You can also use * (asterisk) or wildcard as done in most database searches. For example, typing “R” into the First Name field would produce all students with first names starting with the letter R. 8 | P a g e Add Students to Group Groups of students can be created to help in reporting services and progress for sets of students who may have received common services or completed the same courses. Create Student Groups To create a group, first click the “Add Students to Group” link on the menu. Create a group name, and check off the students who you wish to add to the group. Click the “Add selected students to group” button to save the group. Edit Student Groups Student Groups may be edited by returning to the “Add Students to Group” page. Use the dropdown under “Existing Groups” to select the group you wish to edit. Add or remove students in the group by checking or un‐checking their corresponding checkbox. Now hit the “Add selected students to group” button to save the changes to the group. *Note: Student Groups are associated by username only. If more than one person is entering services for a particular site, each user will have to create their own groups under their specific login. 9 | P a g e List Student Groups Use this option to list all of the student groups you have created. You may delete a group by clicking the “Delete” link corresponding to the group name. List Archived Students Use this option to view archived students. The listing of student can be sorted or listed by name, grade or student ID by clicking on the corresponding column heading, the listing will be sorted by these fields. If more than one school is available, select the correct school from the drop down menu. Students can be returned to the roster by selecting the “Unarchive” link on the right side of the screen. 10 | P a g e III. Services Record Student Services Min/Max Grade Levels: If you wish to filter by grade level, select a grade or range of grades and update. Recording Period: Select the month and year services were conducted. Services to Update: Select the categories of services to update by checking the corresponding box. Only those activities selected will appear on the input form. Select “Build Input Form” to create the input screen. 11 | P a g e This screen will appear with a listing of the students you have entered and the services to report. The month and year will also appear at the top of the screen. To report services provided for that month, click on the appropriate boxes for student names and services. You may select all students in a given service category column by clicking on the column heading. You can scroll down to view the remainder of the students. Be sure to save changes regularly by clicking the “Save” button regularly. To exit this input form select “Save and Exit” at the bottom of the screen. Inconvenient 12 | P a g e Record Student Services Using Groups To record services for student groups, select “Record Student Services” from the menu and select the service records you wish to update. Then select the student group from the dropdown menu and click “Build Input Form.” The input form created will only contain the students you had previously selected to be part of the group. 13 | P a g e IV. Activities Record Student Activities To record the details of student activities, select the “Record Student Activities” link under the Activities menu. Period: Select the month and year that activity was conducted. Name of Activity: Give a short name of the activity, e.g. Math Tutoring. Description: Give a brief description of the activity, e.g. After school math tutoring in Algebra I and Geometry. Type of Activity: Select the appropriate activity category from the drop‐down menu. Grade(s): Provide the grade level(s) to whom the activities were provided. # students: Provide the total number of students who have participated in the activity. # days/ mo: Provide the number of times this activity was provided for the given month. Avg. attend: If the activity was provided multiple times during the month, provide the average number of students per day who attended the activity. If the activity was only offered once during the month, the average attendance will be the same number as the # students field. Hr/ Min: Use the hour and minute dropdown menus to select the duration of the activity. Please round the duration to the nearest five minute interval. Delete: To delete an activity, click to “Delete” link next to the activity. To save your changes, select the “Save Changes” button. To add another activity, select the “+” button. 14 | P a g e To Clone a given month If the activities for a month you need to report on closely match those from a previous month, you may use the “Clone To” function to duplicate the activities for a given month. First browse to the previous month you wish to duplicate by choosing the month and year under “Period.” Then use the drop‐down menus by the “Clone” button to choose the month to which you wish to copy activities. Click the “Clone” button. Now browse to the month and year you cloned the activities to under “Period” and the new month will be populated. You may now modify the service number and click the “Save Changes” button. Record Parent Activities To record the details of parent activities, select the “Record Parent Activities” link under the Activities menu. Period: Select the month and year that activity was conducted. Name of Activity: Give a short name of the activity. Description: Give a brief description of the activity. Type of Activity: Select the appropriate activity category from the drop‐down menu. # parents: Provide the total number of parents of GEAR UP students who have participated in the activity. # new parents: Provide the number parents who are new to attend an activity in this category, i.e. the number of parents who have not attended a parent activity in the given category during the APR period. For example, 50 parents attended a particular college event. Of those 50, 15 had attended a college event the previous month. There would be 50 reported in the “# parents” field and 35 would be reported in the “# new parents” field. 15 | P a g e Hr/ Min: Use the hour and minute dropdown menus to select the duration of the activity. Please round the duration to the nearest five minute interval. Delete: To delete an activity, click to “Delete” link next to the activity. To save your changes, select the “Save Changes” button. To add another activity, select the “+” button. Record Teacher Activities To record the details of teacher activities, select the “Record Teacher Activities” link under the Activities menu. Period: Select the month and year for activity was conducted. Number of teachers who taught GEAR UP Students: Provide the total number of teachers who teach GEAR UP students during the APR period. This number remains static as you complete teacher services for other months. Update as necessary, particularly at the beginning of a new academic year. Number of teachers who received professional development: Provide the total number of teachers who have received professional development during the APR period. This number remains static as you complete teacher services for other months. Update as necessary when additional teachers participate in activities. 16 | P a g e Name of Activity: Give a short name of the activity. Description: Give a brief description of the activity. # teachers: Provide the total number of parents of GEAR UP students who have participated in the activity. Hr/ Min: Delete: Use the hour and minute dropdown menus to select the duration of the activity. Please round the duration to the nearest five minute interval. To delete an activity, click to “Delete” link next to the activity. 17 | P a g e V. Educational Progress Record Student Progress This section allows you to report Educational Progress for each student. Reporting for these fields will be required to be conducted at different dates throughout the school year. Most of this information will need to be included in the U.S. Department of Education Annual Performance Report. Upon selecting the “Record Student Progress” menu option you will be presented with the “Build Input Form” screen. This screen allows you to build your input screen by selecting specific items/fields to update. Enrolled Advanced Courses Indicate if the student was enrolled in any of these advanced courses during the first semester of the school year. This section is for enrolled students only, whereas the next section will then ask for those completing the courses. Advanced courses are classes that are identified as above grade level by the student’s school. Additionally, dual credit courses, honors or AP are considered advanced courses. Middle school students who are enrolled in a foreign language course and /or will receive high school credit for the course (Language Arts) are considered advanced courses. Cumulative Course Completion Indicate if the student successfully completed/ received credit for any of these courses during the previous school year. The names for math classes can vary among schools. Classify courses based on content of the course. Advanced Placement Classes are courses designed to prepare students for the Advanced Placement Exams. Progress Performing at or above grade level in Math: Where available, use standardized test scores to determine whether a student is performing at or above grade level. If standardized tests are not available, a student will be considered “At or Above Grade Level” in Math if the student is enrolled in the Math course that is traditionally taken by students at his/ her current grade level and their most recent grade in this course is a C or better. 18 | P a g e Performing at or above grade level in English/Language Arts: Where available, use standardized test scores to determine whether a student is performing at or above grade level. If standardized tests are not available, a student will be considered “At or Above Grade Level” in English/ Language Arts if the student is enrolled in the English course that is traditionally taken by students at his/ her current grade level and their most recent grade in this course is a C or better. Promoted to the next grade level at the end of the prior school year: RGI will move all the students up one year. If a student was not promoted, you will need to edit the student and uncheck this field in their individual record. Did the student have 5 or more unexcused absences during the first 2 quarters of the year: Report as requested. Other Progress Fields: Report as requested. Took EXPLORE Took PSAT or PLAN Took SAT or ACT Passed State Grad Standard ‐ Reading Passed State Grad Standard ‐ Writing Passed State Grad Standard ‐ Math Passed State Grad Standard – Science Completed FAFSA Graduated HS Enrolled in College – less than 2 year Enrolled in College – 2 year Enrolled in College – 4 year College Placement – no remediation courses Completed 1st year of college Select “Build Input Form” to create input screen. 19 | P a g e Click on these fields which apply for the student. Be sure to save changes regularly by clicking the “Save” button regularly. To exit this input form select “Save and Exit” at the bottom of the screen. Record Student Progress Using Groups To record progress for student groups, select “Record Student Progress” from the menu and select the progress records you wish to update. Then select the student group from the dropdown menu and click “Build Input Form.” The input form created will only contain the students you had previously selected to be part of the group. The screen will identical to the picture shown above. 20 | P a g e VI. Reports Association Analyzer The Association Analyzer phi coefficient report utilizes a statistical function to determine if there are strong, weak or no associations between service categories and progress outcomes at your site. To test if there are relationships between services that are provided and progress outcomes, choose a service from the dropdown menu, a progress measure from the dropdown, and click the “Generate Report” button. The report will give statistics on the numbers of students who have and have not received the service and completed the progress measure. It will also provide a number called the Phi Coefficient that helps determine the level of association between the service and progress. The types of associations are given below. Strong Positive: There is a tendency for students who complete the service category to also attain the progress category. Weak Positive: There is some tendency for students who complete the service category to also attain the progress category. Little or No Association: There is little or no relationship between students who complete the service category and attain the progress category. No Calculation: A result was not possible as one of the values required in the calculation was zero. Weak Negative: There is some tendency for students who complete the service category to not attain the progress category. Strong Negative: There is a tendency for students who complete the service category to not attain the progress category. 21 | P a g e Student Demographic Reports The first report is the “Student Demographic Report.” This report counts and displays all of the student demographics for all the students enrolled and then for those students receiving services. When you select this option, the following screen will appear. If you have access to more than one school, you can select the school name here. To run the report, select the “Generate Report” button. The following report will appear. This report has two sections. The top section “Students Enrolled” includes all students entered in the database. The bottom section of the report “Students Receiving Services” includes any student that has received at least one service in the school year 22 | P a g e Monthly Seervice Report The second report is the ““Monthly Serviice Report.” Th
his report counnts and displayys the number of services pro
ovided h. If there is more than one sschool available
e you will havee to use the scroll down list tto select the scchool you each month
would like to view. After sselecting the school, click on the “Generatee Report” buttton and the folllowing report will appear. To print the report, you will need to sele
ect “Print Previiew” from the “File” pull‐dow
wn menu, and then select prrint. Printable SStudents List The third report allows yo
ou to print a listt of students in
n the databasee. When you seelect this optio
on, the followin
ng screen will appear. You can selecct a grade level or a range of grades to creaate your list of students. To run the rreport, select the “Build List” button. 23 | P a g e Once you se
elect the “Build
d List” button, the following report will apppear. Exporting Data to an Excell Spreadsheet If you want to export a stu
udent list to an
n Excel spreadssheet, select al l of the studen
nts from this sccreen by using you mouse or from the “Edit” menu selecting “Select All.” Then select “ccopy” from thee “Edit” menu.. Open your Exxcel dit” menu. At tthe dialog spreadsheett program and position your cursor at box ““A1”. Select ““Paste Special”” from the “Ed
box, select ““text” and then
n select “OK.” Students N
Not Receiving Services Repo
ort By selectingg the “Studentss Not Receiving
g Services Rep
port” option, yoou may view all students within your schoo
ol that have not recceived at least one GEAR UP service duringg the reporting year. From th
he drop down lists select you
ur school district and school. If morre than one option is availablle make sure too select the co
orrect school. C
Click the “Geneerate Report” buttton to create tthe student listt. 24 | P a g e APR Cumulative Report The APR Cumulative report provides a summary of all current data in the database for your site. This includes demographics, services provided to students, parents and teachers as well as outcomes such as advanced course enrollment, course completion and educational progress measures. Note that service data, advanced course enrollment and progress data such as at or above baseline measures are re‐set at the beginning of each APR period in April. 25 | P a g e VII. Preferences Change Password This section of the database allows users to change their passwords. When you select the “Change Password” option, the following screen will appear. As a current user, you may change your password at any time. The password must be at least 8 characters. Type in your current password, your new password and your new password again in the confirm password field. Then click the “Change Password” button. *If at anytime you forget your password, contact RGI and we can reset your password. 26 | P a g e 
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertising