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Secretary / Office Professionals

The responsibility of running the Office Application may be split between multiple people or a single person depending on the staffing at your school. This page organizes resources for you based on tasks to be completed throughout the school year. Click on the tab that describes the process you want to learn more about and the resources you need will then be available for you.

Scheduling

The master schedule building process can be broken down into 6 Stages. To help you through this process we have the following resources available:

  • The 6 Stages of Scheduling instructional document will guide High Schools through the scheduling process.  The steps of the process are laid out below or you can download the following document which explains the steps in greater depth. It is strongly reccomended that you download and use the following document.
    Click here to download the 6 Stages of Scheduling instructional documentation.
  • Instructional Videos explaining various steps of the scheduling process are listed after the steps below.

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  • Elementary/Middle schools who have primarily self-contained classes can use the following resources:
    • Download and use the Elementary/Middle School instructional documentation. This document can stand alone but is also meant as a companion to the instructional videos. Click here to download.
    • Watch the Elementary/Middle School  Scheduling instructional video part 1. Click here to view.
    • Watch the Elementary/Middle School  Scheduling instructional video part 2. Click here to view.

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Six Stages of Scheduling

1. Courses – The 1st stage deals with your current course information. In this stage you will remove any courses that are no longer being used and add new courses for the upcoming school year.
View the "Scheduling Stage 1 - Courses" instructional video by clicking here.

2. Registration – The 2nd stage deals with loading the students into their courses. The required courses are quickly bulk loaded and the electives can be entered using Online registration or Add Courses.
View the "Scheduling Stage 2 - Registration" instructional video by clicking here.

3. Analyzing the Registration – The 3rd stage deals with deciding how many sections of the courses you wish to offer and also filling in any constraints you have in your courses.

4. Building the master schedule – The 4th stage deals with using the Scheduling Aid to build a master schedule.
 
5. Conflicts – The 5th stage involves analyzing your student conflicts.
 
6. Scheduling the students – The 6th stage involves scheduling your students into their classes.

Rolling Over Students - Download the Getting Ready forms from the main page onout website

After mid January of the current school year you will need to send your database to JMC to “move up” or “roll over” your students for the next school year. Typically high schools will move up some time between January and April so they can start registering students and creating a master schedule for the upcoming school year. Since elementary and middle schools do not spend as much, if any, time registering students for electives they usually wait until the end of the school year to move up.

Please note the following about the move up process:

  • To start the move up process you must download the “Getting Ready” form. This form has directions on how to send us your database. This form will be available by January 4th.
  • Once your data has been sent to JMC please allow 3-5 days for it to be rolled over and sent back to you. If you have any questions about your move up after you have sent it into us, please contact us at JMC.
  • If you move up your data during the school year you will have to do dual entry for new students that come to your school or students who leave your school. This is because each school year is a separate database. This means that if, after you have been moved up, you add a new student to the current school year, you will have to add them into the upcoming school year as well and then match their reference number. If you need help doing this, please call us. Also, any changes to student demographic data would need to be dual entered as well but this is much more uncommon in the 2nd half of the school year.
  • If you are running the District Application and you move up your high school before you move up the middle and elementary schools, when you move up the middle and elementary schools at a later date you will need to send us both the current year’s database and the high school database that has already been moved up.

Download Getting Ready for 2012-2013

Wrapping up the School Year

Wrapping up the school year is very easy. Complete the following steps:

1. Make sure all grades that have been sent to the office have been retrieved in Grades: Entry: TGE GradeBook Entry.
2. If you are using Transcripts, go to Grades: Transcripts: Bring (current year) Up To Date. This will move all of the Grades information into the Transcript folder.
3. Have the Technology Professional make a back-up of the current year’s Data Folder and store it for future reference.
4. Put the current year’s office application into a folder on your desktop for future use. This way you can refer back to it if you need to perform functions in the previous year. Typically Office computers will have a folder with the previous year’s office application in them for future reference.
5. Download the upcoming school year’s “Starting the School Year Checklist” and make sure you know all the steps you need to complete before the start of that school year.

Midterm Grading Choices

Typically schools send out some type of progress report midway through each term, called a Midterm Report. This can be done in one of the following two ways.

Midterm Report Card
The traditional way is to send home a midterm report card which has one grade and comment for each class, much like a regular report card. To accomplish this follow these steps: These instructions can be printed out with pictures by clicking here.

  • Teachers, in their GradeBook, go to Scores: Assignment Scores and change the drop-down menu from “Current” to “Midterm” and enter the date for the Midterm. Then, after verifying that the midterm grades are correct they do a “Teacher to Office.” After they have sent their grades to the office they should go back into their Scores: Assignment Scores screen and change the drop down menu from “Midterm” back to “Current”.
  • An Office Professional goes to Grades: Entry: GradeBook Entry and retrieves the teachers grades choosing the term in which the midterm grades are being printed.
  • An Office Professional uses the Grades: Repots: Midterm Grade Report as a tool to verify that all grades have been entered or to provide a verification sheet for a particular teacher.
  • Midterm report cards are printed out by going to Grades: Reports: Midterm Report Cards.

Midterm Progress Reports
The vast majority of our schools use progress reports at the midterm. This allows parents/guardians to have a more in-depth view of a student’s progress. The other advantage to this is that a teacher can email the progress reports to parents directly. To accomplish this follow these steps: These instructions can be printed out with pictures by clicking here.

  • Teachers create one progress report for all of their classes. This is very important! They should not create one progress report for each class, but rather they should create one progress report and then in the “Progress Report Setup” screen choose each class and choose each student in that class. They also must choose a “Report Date” within the date range that you will be printing progress reports. After saving the progress report the Teacher goes to Reports: Send Progress Reports to Office and chooses the progress report they just created.

Note: If some progress reports are emailed, typically the teachers will create one progress report for students whose parents/guardians have email addresses and email the report directly from their IP GradeBook, and create another progress report for parents/guardians who do not have an email address and send those progress reports to the office to be printed.

  • An Office Professional then goes to Grades: Reports: Progress Reports and chooses the necessary date range and students to print and then prints the progress reports. Progress reports printed in the office will be collated by student.
  • After all progress reports have been printed, the Office Professional should go to Grades: Reports: Clear Progress Reports to remove those progress reports.

End of Term Report Cards

At the end of each grading term you can download and use the following document as a guide for printing report cards or use the dirctions below:

Click here to download Ending the Term - Office

Instructions for Printing End of Term Report Cards

Please Note: Steps 1 and 2 are typically only done before the first term report cards are printed.
                                                                                                                                                                                
1. Run a Course Grading Info Report in Schedules: Course: Course Data List. Choose the Course Grading Info in the Print Box.  Review the information listed in this report and edit it if necessary including Class:
- Weight    -Scaling     - When Grad Credit is Given   
- When the Class is include in the GPA    -Inclusion in the Honor Roll
- Included in the Report Card    -Grading Scheme
2. Review the Grade Values in Grades: Utilities: Edit Grade Values
                                                                                                                                                                              
3. Have Teachers send their grades to the office.  Have them download and use the “Ending the Term – Teacher” document if necessary available at http://jmcinc.com/teachers.
4. Bring Grades into the Office in Grades: Entry: GradeBook Entry.
5. Check to make sure all teachers have sent their grades into the office by running a Grade Distribution Report in Grades: Reports: Grade Distribution.  Choose the term you are printing of report cards for and the grade level.  This report will show how many grades for students in each class, grade level, and grades by teacher have been given.  If there are numbers under the “none” column it may mean a teacher has not sent some grades into the office.
6. If there are teachers who did not send their grades to the office repeat steps 3,4,and 5.
7. Print Standard JMC Report Cards in Grades: Reports: Report Cards.  Choose the Term, the students, GPA information, The Day # that this term ended on, Rank and Honor Roll, and Messages to print on report cards.
8. Print Elementary Standards and Benchmarks Report Cards in Standards and Benchmarks: Reports: Print Standards and Benchmarks Transcripts. Choose the students you want to print by grade level or advisor and then hit the Select Form button and choose the form that matches the students you are printing.
9. Print an Honor Roll Report in Grades: Reports: Honor Roll.
10. Print a Class Rank in Grades: Reports: Class Rank.
11.  If there are any questions about a students GPA run a Show GPA report in Grades: Utilities: Show GPA.  This report will show how a students GPA was calculated.
12. If you are using Online Parent Access go to File: Online Settings and choose the “Parent” tab to update your “Current Term” to the next term.
13. Before the teachers start sending grades to the office for the next grading term go to Grades: Utilities: Delete Comments. This will delete out all of the course comments teachers have sent to the office.

Daily Attendance

Daily Attendance can be run in two ways. The less common way is to have teachers write down morning and afternoon attendance on pieces of paper, send it to the office, and then an Office Professional records attendance information in the Attendance Module in Student: Enter Attendance. This method only allows for full-day and half-day attendance recording and no reasons can be attached to absences.

The most common way to run daily attendance is through the Period Attendance module. This allows teachers to enter in attendance, by period, for students in a web-based program from the computers in their classroom. This information is sent to the office electronically where an Office Professional can review it. The best way to learn how to run Period Attendance is to tatch the Period Attendance instructional video.  Click here to watch the Period Attendance instructional video. A simplified explanation of this process is as follows:

1. Before School Starts – An Office Professional records who will be absent from school based on parent/guardian phone calls in Period Attendance: Data: Edit Attendance.
2. After 1st Period Attendance Has Been Recorded – An Office Professional runs a report to see who was marked absent 1st period in Period Attendance: Reports: Lunch Count/Attendance by Teacher. Parents/guardians of students who are not in 1st period receive a call from the Office Professional. As reasons are given for student absences those reasons are recorded in Period Attendance: Data: Edit Attendance.
3. Throughout the Day – The Office Professional runs the Period Attendance: Reports: Day report to see who is missing from class.
4. End of the Day – Any reasons not yet entered in are entered in Period Attendance: Data: Edit Attendance. Also, the Office Professional may run a Period Attendance: Reports: Reason report for that day choosing reason 0 (zero). This report shows which students were absent for that day, or range of days, but no reason for an absence was given. This information is then used for a follow-up conversation with a parent/guardian or student.

Standards and Benchmarks

The Standards and Benchmarks instructional documentation contains 3 items:

  • Pages 2-4 are teacher instructions for completing and sending Standards and Benchamrks results to the Office.
  • Pages 5-8 are teacher instructions for attaching assignments to Benchmakrs to calculate results.
  • Page 9 is instructions for the office to retrieve grades and print Standard and Benchmark Transcripts/elementary report cards.

Click here to download the Standards and Benchmarks instructional documentation.

5 Changes to Student Enrollment

This is a brief outline of how student enrollment, called Dropping, Adding, and Re-entering students, is handled in JMC. Please note that different states have a few different requirements for one of the steps below. If your school is in the state of Iowa please download and use the form below as a reference in conjunction with this outline.
Click here to download the Iowa Student Enrollment Form

1. Student enrolls over the Summer
Enroll students in Attendance: Enter Student Data: Hit “New Student” Button. Enter in Student Demographic, and Parent/Guardian, info. All students are automatically enrolled on 1st day of school.

2. Student drops out over the Summer
Iowa – Drop the student in Attendance: Student: Drop Student. Choose the day #0 (zero) and fill out the necessary fields.
All Other States – Go to the Edit Student Data screen and uncheck the Active, Attend, State Report, Rank, and Honor Roll boxes. It is recommended that you put a note in the Comments box on the Edit Student Data screen noting the reason for leaving for future reference. Minnesota has codes for students who drop out over the summer for specific reasons.  Please download the document below as a guide if you are a MN public school.
Click here to download the MARRS Summer Drops form.

3. Student enrolls after the 1st day of school.
Enroll students in Attendance: Enter Student Data: Hit “New Student” Button. Enter in Student Demographic, and Parent/Guardian, info. Next go to Attendance: Student: Add Student. Choose the student, the Day # they came on, and fill out the necessary fields. Hit the “Add” button.

4. Student drops out of your school for the year.
Go to Attendance: Student: Drop Student. Choose the student, the Day # they left on, and fill out the necessary fields. Hit the “Drop” button.

5. Student comes back to your school after dropping out in the current school year.
Go to Attendance: Student: Reenter Student. Choose the student and the Day # they reentered on. Hit the “Add” button.

Changes to student enrollment can be viewed in Attendance: Reports: Drop/Add.

Transcripts and Standardized Tests

Transcripts
Learn to work with Transcripts by watching the instructional video below:

Click here to watch the Transcripts instructional video.

Download the Grades documentation as a guide for working with Transcripts as well.

Standardized Tests
Before a Guidance Counselor works with Test Scores they must choose which Test Score they want displayed “On Screen,” meaning they will be displayed in the Office program for review, or “On Transcript,” which means they will be printed on a student’s transcript if that option is chosen when transcripts are printed. This step is completed in Grades: Transcripts: Test Score Selections. Standardized Test Scores can be:

  • Imported in bulk, if they have been given to you in a digital form, in Grades: Transcripts: Import Test Scores.
  • Entered manually in Grades: Transcripts: Edit Student Test Scores * Printed on student transcripts
  • Queried in Grades: Transcripts: Test Score Query or Attendance: Student: Lists.

Credit Checker

The Credit Checker tool allows you to enter in credit requirements for graduation. A report can then be generated to tell you who is deficient and in which areas. A simplified explanation of this process is as follows:

1. Go to Grades: Transcripts: Edit Subject Areas and enter in the different subjects for which credits are required, i.e. Math, English, Science, Electives, etc.
2. Go to Grades: Transcripts: Edit Graduation Requirements and drag and drop courses into their corresponding subject areas. This is the area in which you determine how many credits are needed in each subject area, which classes meet those subject area requirements, and how many credits are needed to graduate.
3. To run the reports, go to Grades: Transcripts: Credit Check Detail for a Student and go to Grades: Transcripts: Credit Check Overview to see who is deficient in which credit subject areas.

Download the Grades documentation as a guide for working with the Credit Checker.