BMI Part 1 - Student Weight Status Category Reporting ... · • You must be assigned the role of...

BMI Part 1 - Student Weight Status Category Reporting

Survey Instructions for Data Entry

Sign in to the Health Commerce System

https://commerce.health.state.ny.us/hcsportal/hcs_home.portal

• Log on to the Health Commerce System (HCS) at https://commerce.health.state.ny.us to verify that your account is active. (Note: Your screen may look slightly different.)

• Enter your User Id and Password and click on the “Sign In” button.

• If your account is NOT active, contact Commerce Accounts Management Unit (CAMU) at 1-866-529-1890. Tell them you are having problems activating your account. You will need to provide them security information to verify your identify and activate your account.

Click on Applications

Click on the “S”

Select School Survey (HERDS)

Click on the green “+” to add this application to “My Application”

You will now see School Survey in your application list – this is like a short cut that will get you to the School Survey where you will be able to access the data entry forms for BMI, Immunization etc.

Click on School Survey

If School District is not selected you will have to select “School District”and submit.

You should be in the “School District Nurse” role in order to enter the data. If you are in the HCS as the “School Nurse” you will not have access to the survey.

• You must be assigned the role of “School District Nurse” or “School Data Reporter”on the HCS to enter and submit data for the BMI Part 1: Weight Status Category Survey and the BMI Part 2: Health Conditions Survey.

• If you cannot access either the BMI Part 1: Weight Status Category Survey or the BMI Part 2: Health Conditions Survey, please contact your school district’s HCS Coordinator.

• Only the school district HCS Coordinator can assign school staff the HCS roles to allow access to the BMI Part 1: Weight Status Category Survey and the BMI Part 2: Health Conditions Survey on the School Surveillance and Reporting System. HCS Coordinators may refer to the HCS Role Assignment Instructions for step by step instructions.

• If you DO have access to the School Survey and the BMI Part 1: Weight Status Category Survey, please continue.

Click on Data Entry

In the Activity drop down select BMI

Select the form 2013 BMI Part 1: Weight Status Category Survey

Activity should be - BMI

Organization is your School District Name (Note if you are the School District Nurse for more than one district you will have to be sure to select the correct district forthe data that you are entering)

Form is where you will select the:2013 BMI Part 1: Weight Status Category Survey

Data Entity Type is School District

Data Entity Name is your School District Name

If you click on the “+” you will see more detailed information regarding your school district

Click on the minus sign to hide the detailed information

Click on “Save & Add Group” to get to the data entry form

Navigational Style is a personal choice Best choice is Scroll

Click on “Save & Add Group” to get to the data entry form

Navigational Style is a personal choice Best choice is Scroll

Click on “Save & Add Group” to get to the data entry form

This is where you will enter your data for the BMI Part 1: Student Weight Status Category Survey

This is where you will select the grade group

Select the grade group

Enter the total number of students in the group (males or females only)

Enter the number of students in each weight status category. Thesystem default is a blank field. If there are less than 5 students in a particular WSC, leave the field BLANK. Do NOT enter a number less than 5 or put a 0 in these fields. Small numbers must be left blank due to compliance with the Family Educational Rights and Privacy Act (FERPA).

Next, enter the number of students with missing information, or put a zero (0) if there are no students with missing information. In this field you may enter numbers less than 5. Missing information means that a student in the group does not have a BMI-for-age percentile documented on the health certificate/appraisal form.

Enter the number of parents who requested that their child’s data be excluded from the survey for this group. Here you may also enter numbers less than 5.

Using the numbers from your BMI Part 1 Tally Sheet you will enter the data for each grade group by sex

After you entered the data for this grade group click on “Save & Add Group” to add the next grade group

If you have completed all your data entry for the BMI Part 1:Weight Status Category Survey click on “Save All”

If you enter a number less than 5 you will get an error message after you save the data. The yellow check mark indicates the data was saved (but not submitted)

You can correct the error on this form – if there are less than 5 in any weight status category leave it blank (do not enter a zero) Correct the error and then click Save & Add Group or Save All

These help to identify the status of your data

Once all your grade groups have been entered you must review and submit your data to DOH

This section shows you the number of groups you have entered

You will now see the data that you entered – scroll down using the scroll bar to review all your data

If everything is correct then click on “Submit Data to DOH”

You will get this message Data have been submitted to DOH successfully and also in the column “Data Status” will indicate Submitted.

If you need to change any of your data after it has been submitted click on Modify

You can edit your data by clicking on the “Edit" button to select the group or the Review & Submit to see all the data. For example after you entered your data & submitted it you realized there was an error in one of the fields – select the group to edit or click on the review & submit button

If you clicked Review & Submit to see all of your data you will be able to select the field that you want to correct Example – Total number of students enrolled in this group should be 165 not 150

To make changes you can click on the text in field you wish to make changes

If you clicked in the field you will then see the field that you selected indicated with the red arrow – make your changes in the field

Click on “Save All” this will save your changes

You can also change your data by clicking on Modify

If you clicked on Modify to change your data you will see this screen – here you can select the group you want to change by clicking on the Edit button

This will bring you to the data for the group you selected to edit - you can make the changes in the data entry form. You will then need to save your data.

If you get this message then you have not saved your changes –click “cancel”

Be sure to click “Save All” to save your data

Your change will appear in the field with a yellow check mark next to it –this indicates that the change has been saved but it is not submitted to DOH – click on the “Review & Submit” button

Tip: remember yellow check markindicates data has been saved but not submitted to DOH

green check mark indicates data has been submitted to DOH

Click on the Review & Submit button

You can now see the change you made and that the change has been saved but not submitted – click on the “Submit Data to DOH”

You will now see that your “Data have been submitted to DOH successfully”and also see “Submitted” in the Data Status of the field

You can get a copy of the data that was submitted by clicking in the “View Table PDF”

• You have now completed the data entry for the BMI Part 1: Student Weight Status Category Reporting

• Please complete the data entry for the BMI Part 2: Health Conditions Survey

• Click on Home to exit