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Elementary Achievement Setup via Web

(EAS) Grades 1-8

Report Card Administrator’s Manual

2017-2018

Elementary Achievement Setup (EAS) - Report Card Administrator’s Manual Grades 1-8 School Information Systems (SIS)

Trillium version 3.16 and EAS version 5.40 - 2 - September 2017

2017. The contents of this manual are the property of Toronto District School Board and are covered by copyright laws. Any unauthorized duplication of this manual, in whole or in part, without the expressed permission of the publisher is strictly prohibited.



TABLE OF CONTENTS

INTRODUCTION ............................................................................................................. 5 Conventions Used in This Manual ............................................................................... 5 Security ....................................................................................................................... 5 Trillium Sign On Screen ............................................................................................... 6 Trillium Web Elementary Achievement (TWEA) Home Page Login .............................. 6 Change School Year .................................................................................................... 7 Toolkit .......................................................................................................................... 8

ACCESSING ELEMENTARY ACHIEVEMENT (EAS) ..................................................... 9

SCHOOL REPORT PERIODS TAB .............................................................................. 10 Mark Entry End Date ................................................................................................. 11 Report Card Print Date .............................................................................................. 12

CLASS SUBJECTS TAB ............................................................................................... 13 Subjects Assigned to Class (Section 1) ..................................................................... 14 French Delivery Mode ................................................................................................ 16 Co-Ed Health Education and Physical Education ....................................................... 16 IEP Information .......................................................................................................... 18 Assigning Subjects to HSP /ESL/LEAP /LO Classes ................................................. 18

Subject Matrix - Read Only (Section 2).......................................................................... 19

Update Teacher Assignments (Section 3) ..................................................................... 19 “Second” Teacher for Team Teaching Purposes ....................................................... 21

GENERATE ACHIEVEMENT RECORDS ..................................................................... 22 Generate Achievement Records For All Students ...................................................... 22 Generate Achievement Records For Individual Students ........................................... 23 Generate Achievement Records By Homeroom/Class ............................................... 24

SUBJECT ASSIGNMENT BY STUDENT TAB .............................................................. 25 Subject Assignment By Student - (Modify Individual Student Timetable) ................... 25 Copy Student Assignment ......................................................................................... 29

REPORT LAUNCHER VIA TRILLIUM AND TRILLIUM WEB REPORTS ...................... 31 Achievement Validation (Elementary) ........................................................................ 32 Elementary Achievement Matrix ................................................................................ 33 Growing Success Compliance Report - (Report Periods 1 & 2 Only) ......................... 34 Missing Achievement Data ........................................................................................ 37

CALCULATE ATTENDANCE TOTALS ......................................................................... 38 Recalculate Median Prior To Printing Official Report Cards ....................................... 38

CREATE STAFF GROUPS AND ASSIGN TEACHERS ................................................ 39

REPORT CARD PRINTING PROCESS ........................................................................ 41 Step A: Build the PDF file of the Report Cards .......................................................... 41 Step B: Print Report Cards ....................................................................................... 43 Producing Report Cards for Inactive Students ........................................................... 45

ACCESSING PREVIOUS SCHOOL YEAR REPORT CARDS VIA TWEA .................... 47

REPORT GENERATOR ................................................................................................ 48 Introduction ................................................................................................................ 48 Teaching Assignments Form ..................................................................................... 50



Exceptional Students Form ........................................................................................ 51 Achievement Data Extract 1-6 and 7-8 ...................................................................... 52

STUDENT AVERAGE CALCULATIONS ....................................................................... 55

REMINDERS................................................................................................................. 56

GENERAL INFORMATION ........................................................................................... 57



INTRODUCTION

CONVENTIONS USED IN THIS MANUAL

Throughout the manual, the following symbols are used to provide you with helpful information or warnings.

Indicates special Tips & Tricks to save you time and effort or provide other helpful information.

Indicates warnings about potential problems you may encounter, and instructions on how to avoid them.

Indicates that the mouse should be clicked to perform an action or make a selection. Unless noted all clicks are single clicks.

Refers to the Alternative Report Card (ALTRC) application and/or process.

SECURITY

Principals and Vice Principals have full access to all areas of Trillium and Elementary Achievement Setup (EAS), Trillium Web Elementary Achievement (TWEA) and Alternative Report Cards (ALTRC).

Report Card Administrators (RCA’s) have limited access to Trillium for EAS setup and full access to TWEA.

Teachers have access to TWEA and/or ALTRC only. Note: Trillium is accessed through Administrative computers. Request to add Trillium to a non-Administrative computer can be made by Principal/Vice Principal only. Send email to the Client Service Desk at [email protected].

Report Card Administrator and/or New Teacher (LTO) Access

Principals/Vice Principals can email SIS Support directly with RCA changes (i.e. add or delete access).

If a Teacher has been setup in the EAS and state they still do not have access to TWEA, security may not have been granted. Note: At the beginning of the school year SIS creates user ids centrally for all Teachers to have access the TWEA. After that initial process an email request MUST be submitted by the Principal/Vice Principal or Report Card Administrator, NOT the Teacher themselves.



TRILLIUM SIGN ON SCREEN

1. Double on the Trillium icon on your desktop, the Trillium Sign On screen will appear.

2. In the Select Database field, ensure Trillium Production DB is selected.

3. In the User ID field, enter your TDSB network account (6-digit employee number including leading zero).

4. In the Password field, enter your TDSB network account password.

5. OK, or press the Enter key on the keyboard.

Multiple Trillium Accounts: You may have one Trillium user id for your day school and another if you work at a night or summer school. Ensure to select the appropriate user id.

TRILLIUM WEB ELEMENTARY ACHIEVEMENT (TWEA) HOME PAGE LOGIN

From the TWEA Home Page RCA’s have the ability to login as an RCA to setup achievement and/or as a Teacher to access TWEA.



CHANGE SCHOOL YEAR

The data in Trillium is stored by the Academic (School) Year. The current year is the default. To access previous School Years follow these steps:

WITHIN TRILLIUM: 1. From the Picture Menu in Trillium, select Action ► Change School Year.

2. The Change School Year window will appear allowing you to select the academic year from the Current Year drop down menu.

3. OK. 4. Trillium does not time-out.

WITHIN WEB ELEMENTARY ACHIEVEMENT SETUP (EAS):

1. Select appropriate academic year from the Year drop down menu.

2. The EAS application will time-out in 30 minutes if you do not save and/or move from tab to tab. You will receive a warning message that your session is about to expire.



TOOLKIT

Through Trillium Principals, Vice Principals and Report Card Administrators can access a number of different areas or applications relevant to the Elementary Achievement process. From the Trillium Picture Menu select the Toolkit tab to access the following:

1. Report Generator: A number of reports that are not accessible through Trillium (Report Launcher) are found in Report Generator. For details, refer to the Report Generator Section at the back of this manual.

2. SIS Website: Contains a number of resources relevant to the Elementary Achievement Setup process. These include Training Videos, SIS Monthly Updates.

3. TWEA: Principals, Vice Principals and Report Card Administrators can launch TWEA (Trillium Web Elementary Achievement) directly from Trillium.



ACCESSING ELEMENTARY ACHIEVEMENT (EAS)

In Trillium there are two ways to access the Elementary Achievement Setup: 1. From the Picture Menu in Trillium, on the Elementary Achievement tab >

Elementary Achievement Setup button.

OR from the Reports tab > Trillium Web button > select School then Elementary Achievement Setup.

Note: If you were previously logged into the setup and/or are logged out the following window will appear.

2. In the Username field, enter your TDSB network account (6-digit employee number).

3. In the Password field, enter your TDSB network account password.

4.



SCHOOL REPORT PERIODS TAB

1. User name: Indicates who is logged into the application (EAS). 2. Log out button: Used to Exit the application. 3. Session Timeout: The application will time out in 30 minutes if you do not save and/or

move from tab to tab. 4. Indicates School Name 5. Indicates School Year 6. Report Periods:The radio button under the Select column indicates the Report Period

you are working in. 7. Start Date /End Date:These dates define the period of time for which attendance totals

(i.e. lates and absences) will be calculated for each student. These dates are defined centrally by the Teaching and Learning Department and cannot be changed.

8. Mark Entry End Date (MEED): Is the last day Teachers can enter marks/comments on the web. Teachers can access TWEA, ALTRC and TRELLIS up until midnight of the selected date. At 12:01 a.m. they will be locked out.The MEED is set by the Report Card Administrator or Principal/Vice Principal. Teachers must be advised of the date set. This date may be changed at anytime.

9. R.C. Print Date: Indicates the date in which Report Cards go home and appears on the top of Report Cards.

10. Calculate Atd After Date: Official Report Cards cannot be printed until after the End Date of the Report Period.

11. Publish Date: Is not currently being used by the TDSB, ignore this field. 12. Initial Generation Date: Indicates the first time a full generation of achievement records

was done for the Report Period. Only generate achievement records for the current Report Period. If generated in error, contact SIS Support to remove.

13. Lock: The lock box prevents generating achievement records in error. Remove the checkmark for the current Report Period only.

DO NOT USE INTERNET BACK ARROW OR REFRESH; IT WILL LOG YOU OUT OF THE APPLICATION.



MARK ENTRY END DATE

The Mark Entry End Date (MEED) allows Teachers to start entering Report Card data for the current Report Period in Trillium Web Elementary Achievement (TWEA). Changing the MEED to a date in the future is not recommended until AFTER the achievement seutp is completed. Note: Principals, Vice Principals and/or Report Card Administrators choose the Mark Entry End Date. This date is not determined by the Board. The Mark Entry End Date can be changed at any time during the school year. Teachers can access web applications (TWEA, ALTRC and TRELLIS) up until midnight of the date set. Teachers should be advised of the date set.

1. the calendar field located below the Mark Entry End Date heading to activate the calendar.

2. Select the date from drop down calendar.

3. Confirm SAVE.



REPORT CARD PRINT DATE

1. On the School Report Periods tab, under the Select heading the appropriate

Report Period radio button.

2. R.C. Print Date initially is pre-populated with the first day of school for all three Report Periods. This date must be changed to reflect the date Report Cards go home (as per Teaching and Learning directive). It also appears on the top of printed Report Cards.

All three Report Periods (R.C. Print Date) must be entered before the window will save. If information is not entered a red “Mandatory Field” message will appear.

3. Confirm SAVE.



CLASS SUBJECTS TAB

The Class Subjects tab is used to assign subjects to Teachers. Teachers and grades are school specific.

Before RCA’s begin the set up they should gather the information required from the Teachers. Two reports have been specifically designed for this purpose:

For assistance with creating these reports from Report Generator, contact SIS Support or review the Report Section at the back of the manual.

1. Teaching Assignments Form (Teacher specific, subject/grade level)

2. Exceptional Students Form (student specific i.e. HSP, LO, LEAP).

VERY IMPORTANT: RCA’s must check with their Administrators to ensure class re-alignment is complete (late September) before beginning the achievement setup.

The Class Subjects tab is divided into three (3) sections: 1) Subjects Assigned to Class 2) Subject Matrix 3) Update Teacher Assignments

Note: Columns can be sorted by on the column headers.



SUBJECTS ASSIGNED TO CLASS (SECTION 1)

1. to Select the Primary Class 2. the ADD button.

VERY IMPORTANT: Subjects MUST be assigned to the “Primary” Homeroom ONLY.

Adding Subjects to the “No” (Non Primary) Homeroom will cause issues when printing Report Cards and the Primary Homeroom Teacher will not have access to the Homeroom Learning Skills Marks (E,G,S,N) in TWEA.

3. the First Teacher drop down list to select a specific Teacher’s name. (If a Teacher is not appearing on the list, check with Office Staff).



4. to select Grade level(s) that applies to the First Teacher.

5. button will close drop down.

6. Select Subject(s) taught by the First Teacher. (The Subjects box list displays mandatory subjects first than optional). Only ONE optional per Report Period allowed.

7. VERY IMPORTANT: You MUST Apply to Class button and Save for data to

be populated.

The window will indicate Record(s) Saved.



Note: For split Homeroom/Classes, subjects would be assigned to each grade level (Example: “Music” Grade 2; “Music” Grade 3).

Suggestion Only: If assigning Family Studies and Design and Technology to Grade 7 & 8 students’ select optional subject Unified Arts. Within the Unified Arts text box the Teacher can specify the exact subject being taught i.e. Family Studies or Design and Technology. This will avoid numerous manual changes by RCAs in future Report Periods.

FRENCH DELIVERY MODE

Delivery Mode for French automatically defaults to Core, to change use drop down.

Subjects taught in French can be indicated by the Delivery Mode drop down.

CO-ED HEALTH EDUCATION AND PHYSICAL EDUCATION

The Co-Ed check mark defaults indicating Health Education and Physical Education is being taught to males and females.



The button can be used to remove subjects selected in error. Input the check mark for the subject(s) you want to delete. The following message will appear. Confirm Yes or No.

The window will indicate Record(s) Deleted.

Repeat the above steps for ALL Primary Classes and reporting First Teachers. When adding a subject for a First Teacher, other than the Homeroom First Teacher, the Teacher field MUST be filled in for ALL Report Periods. If not the following message will appear indicating you have not completed the task.

message will appear until corrected.



Once subjects have been selected the Strand icon will display. icon to open. Delivery Mode for the subject can be selected or let teacher(s) input in TWEA.

To collapse window choose Cancel or OK.

Save.

IEP INFORMATION

It is highly recommended that the IEP flag be set for individual students through TWEA by Teachers, unless the school is a Special Education school and the entire student population is on an IEP.

ASSIGNING SUBJECTS TO HSP /ESL/LEAP /LO CLASSES HSP, ESL, LEAP & LO Primary Homeroom Classes usually run for half a day and contain students in multiple grade levels. The same students may integrate in other Classes throughout the day for other subjects. To assist with accommodating these students we recommend you follow the process below.

1. The Exceptional Students Form should be built and used to capture the information required for assigning students the correct subjects, teachers and grade level. Refer to the Reports section at the end of the manual for details.

2. Assign only Language and Math at the appropriate grade levels with the Primary HSP

Teacher and modify all subjects in the Subject Assignment by Student window. Refer to Subject Assignment by Student instructions in this manual for details.

3. For the remaining Report Periods 1 and 2 the “Copy Student Assignment” feature should be used. Refer to Copy Student Assignment instructions in this manual for details.



SUBJECT MATRIX - READ ONLY (SECTION 2)

The Subject Matrix window displays subject information for all classes in a Read-Only format. Although the information cannot be changed it can be sorted by clicking on the column headings.

UPDATE TEACHER ASSIGNMENTS (SECTION 3)

If a Teacher is leaving and being replaced by another Teacher (i.e. LTO) the First Teacher’s name may be changed at anytime during the school year. The same procedure applies when a permanent Teacher returns from a leave and replaces the Long Term Occasional (LTO).

1. From the Select Teacher field select the Teacher who is leaving. Subjects that were assigned to that Teacher will appear in the bottom area of the window.

2. From the With Teacher field select the Teacher who is replacing them.

3. Select ALL Subjects taught by the leaving teacher and appropriate Reporting Period(s).

4.

5. You will receive the following message. Select Yes or No.



6. To confirm the change has taken place, go back to the Class Subjects tab, Subjects Assigned to Class section, from drop down select Class. The First Teacher field will indicate the replacement Teacher.

Reminder: When the First Teacher is changed to reflect the LTO teacher, they should also be added to the appropriate Staff Group(s) in Trillium (if applicable). If corrections need to be made to individual subjects for First Teacher use the Multiple Teacher button under the First Teacher column:

1. In the Class Subjects window Subjects Assigned to Class section.

2. the Multiple Teachers button and use the drop down list for the corresponding field with the correct Report Period and select the replacement Teacher from the list.

3. OK and Save.

The icon indicates the change has been made. To view on the icon.



“SECOND” TEACHER FOR TEAM TEACHING PURPOSES

A Second Teacher is used when a Teacher requires access to the same subject. Example: First Teacher teaches all Language strands with the exception of Media Literacy. The “Second Teacher” teaches only the Media Literacy strand. Both will have access to the Language box but will only report on the strands they teach.

1. In the Class Subjects tab, Subjects Assigned to Class section, select the appropriate Class, Subject and Subject Teacher.

2. the Multiple Teachers button Second Teacher column.

3. drop down arrow in the Second Teacher field. Select the Teacher from the available staff list for required Report Periods.

4. OK

5. Save

First and Second Teachers can be changed anytime during the school year. You DO NOT need to regenerate achievement records to capture the change.

KG Teachers Tab - Review Quick Reference Card titled “ QRC RCA Adding Additional

Teachers to Kdgn Communication of Learning” (i.e. to add multiple teachers to JK/SK frames) posted on TWEA Home Page > Documentation tab.

NEWW



GENERATE ACHIEVEMENT RECORDS

This function assigns subjects to individual students based on the Homeroom/Class they are in and the subjects assigned to that Homeroom/Class. It also creates rows in the database that will store Marks, Comments and Learning Skills. Generating Achievement Records for a particular Report Period will automatically give Teachers access to student achievement data in Trillium Web Elementary Achievement (TWEA) provided the Mark Entry End Date is set to a date in the future. VERY IMPORTANT: After Achievement Records have been generated the following two (2) reports MUST be run. DO NOT open up the web to Teachers until you are sure the achievement setup is correct. See Reports Section of this manual for further details on building the reports.

1. Elementary Achievement Matrix Report - Used to verify the subjects assigned to Teachers, and displays all classes for all grades and the First and Second Teachers.

2. Achievement Validation (Elementary) - Provides a listing of students that are missing mandatory subject(s); active and inactive students enrolled less or more than 42 days but have no achievement; subject grade is different from student’s enrolment grade.

GENERATE ACHIEVEMENT RECORDS FOR ALL STUDENTS

1. School Report Periods tab. 2. Unlock the Reporting Period you are working in. 3. Save (to open Build Achievement and Calculate Attendance sections). 4. Select radio button for All Students. 5. Generate Achievement. 6. Save.



Once Achievement Records have been generated you will receive the following message: “Generate Achievement completed successfully”.

Initial Generation Date will be shown.

GENERATE ACHIEVEMENT RECORDS FOR INDIVIDUAL STUDENTS

When do you generate using the “Some Students” button? If you have already generated achievement records and a new student(s) registers in the school, you need to generate achievement to pull the student into TWEA.

1. School Report Periods tab. 2. Unlock the Reporting Period you are working in. 3. Save (to open Build Achievement and Calculate Attendance sections). 4. Select radio button for Some Students. 5. Student Search.

6. Enter Student Name.

7. Find. 8. In the Search Results area, the check box for Selected Student(s). 9. OK (which brings you back to the Generate Achievement window). 10. Generate Achievement Records. 11. Save.



GENERATE ACHIEVEMENT RECORDS BY HOMEROOM/CLASS

When do you generate using the Homeroom/Classes button? If you have already generated achievement records then realize an entire Class is missing a subject(s).

1. School Report Periods tab.

2. Unlock the Reporting Period you are working in.

3. Save (to open Build Achievement and Calculate Attendance sections).

4. Select radio button for Homeroom/Class Search.

5. Select Some Homerooms/Classes radio button.

6. Homeroom/Class Search.

7. Select the Homeroom.

8. OK (which brings you back to the Generate Achievement window).

9. Generate Achievement Records.

10. Save



SUBJECT ASSIGNMENT BY STUDENT TAB

SUBJECT ASSIGNMENT BY STUDENT - (MODIFY INDIVIDUAL STUDENT TIMETABLE)

VERY IMPORTANT: This window will only contain student data AFTER achievement records have been generated. The Subject Assignment by Student feature is used to modify INDIVIDUAL STUDENTS

ONLY (HSP, LO, LEAP). DO NOT use this window if a class is missing a subject(s). Adding missing subjects to entire class would be done in the Class Subjects tab.

1. Select Subject Assignment by Student tab.

2. The following message is displayed in regards to subsequent regeneration of Achievement Records “Any changes made in this window will result in the student not being included in subsequent regeneration of Achievement Records. Manual changes of the student records will be required”.

3. on the button.

4. The Search Students window will open select By Class (Primary class student is assigned to).



5. Select the student(s) you need to modify.

6. OK, selected student(s) will be available to modify.

7. In the Select Alternate Subject section.

8. on the button.

9. In the Select Alternate Subject area, select the Class relevant to the First Teacher who will be teaching the subject to the students.

10. From Select Subject fields choose Subject.

11. From Selected Student(s) field choose appropriate student(s).

12. Check off Grade level.



13. on button. If appropriate criteria was not selected you will receive the following message “Subject, students(s) and report period(s) must be selected”.

14. OK

15. Go back to the Select Alternate Subject section by on the button and go through the above steps again.

16.

17. message will indicate changes have been saved.

18. Continue adding subjects to the individual student(s) being modified by using the

button. 19. Added subject(s) can be seen in the bottom area of the window.



VERY IMPORTANT: If attempting to delete a subject that has comments or marks an error message will be shown next to the subject name. All subjects and marks MUST be removed in TWEA in order to delete the subject(s) in setup.

REMINDER: Once a student has been modified you DO NOT need to regenerate achievement records.



COPY STUDENT ASSIGNMENT

The “Copy Student Assignment” feature gives Report Card Administrators the ability to copy any manual changes made in the Subject Assignment by Student window in Report Period P to Report Period 1 and any manual changes made in Report Period 1 to Report Period 2. Students that were modified in previous Report Periods will not be available in this window until AFTER achievement records have been generated for the upcoming Report Period.

1. Radio button to select the Report Period to be copied.

2. Student(s) that were modified will be listed. Select student(s) you want to copy.

3. The button shows Student Subject Details assigned to the selected student. OK to close window.

4.



5. You will receive the following message. Yes or No to continue.

6. If the selected subjects were unable to copy over for the selected student(s) for the selected Report Period, the following pop-up message will appear and display the detailed errors for the appropriate student. OK to exit the pop-up. Note: Errors report can be ignored. The report displays students that have been modified and dealt with already.



REPORT LAUNCHER VIA TRILLIUM AND TRILLIUM WEB REPORTS

It is extremely important that schools run the following reports to ensure the elementary achievement setup is accurate. Corrections need to be dealt with PRIOR to letting the Teachers onto TWEA and definitely before printing Official Report Cards. The following three (3) reports are currently located in two (2) areas; Trillium Report Launcher and Trillium Web application.

1. Achievement Validation Report - To be built and verified after setup is complete and prior to letting Teachers onto TWEA.

2. Elementary Achievement Matrix - To be built and verified after setup is complete and prior to letting Teachers onto TWEA.

3. Growing Success Compliance Report - Used to verify data in Report Period 1 & 2 Only.

To Access Reports via Web Application: From the Trillium Picture Menu > select the Reports Tab > Trillium Web button.

1. Once opened select the Reports tab. 2. Select Folders at the top left side. 3. Open Organization folder. 4. Open Trillium folder. 5. Open Reports folder. 6. Open Elementary Achievement folder. 7. Select appropriate Report.



8. To get details about the report, hover over the Description area.

ACHIEVEMENT VALIDATION (ELEMENTARY)

The Elementary Achievement Validation is a VERY IMPORTANT report which provides a listing of students that are missing a mandatory subject(s). It must be run PRIOR to opening up the web to Teachers. Report also provides the following warning messages:

1. Active student enrolled for less than 42 days, but has no achievement. 2. Active student enrolled for more than 42 days, but has no achievement. 3. Inactive student enrolled for more than 42 days, but has no achievement

records. 4. The subject grade is different from the student’s enrolment grade.

IMPORTANT: The Art subjects (Dance, Drama, Music, and Visual Arts) and History or Geography (Gr. 7-8) are not checked by this report since they do not have to be taught in every Report Period. However, RCA’s must assign these subjects to students for all three (3) Report Periods and Teachers must check N/A if not taught (re Growing Success Policy).

To Access Reports via Trillium Report Launcher:

1. From the Trillium Picture Menu, the Reports tab and select the Report Launcher button.

2. plus sign to the left of Elementary Achievement folder to expand the folder.

3. Highlight Achievement Validation (Elementary).



4. button.

5. Use the drop down arrow in the Report Period field to choose a Report Period.

6. the button.

7. This report should be run repeatedly until ALL corrections have been made, prior to letting Teachers onto the web (TWEA).

Ramification: Once Teachers enter mark/comments in TWEA and a subject needs to be changed in the achievement setup the Teacher involved will have to remove all marks/comments in order for the change to be made by RCA.

ELEMENTARY ACHIEVEMENT MATRIX

The Elementary Achievement Matrix Report is used to verify the subjects assigned to Teachers. It displays all Classes for all Grades and the First and/or Second Teachers assigned to achievement for each subject within a selected Report Period. If a Teacher has not been assigned to achievement for a subject the cell on the Matrix Report is left blank. This report can be created before generating achievement records for the Report Period.

1. From the Picture Menu in Trillium, the Reports tab and select the Report Launcher.

2. the plus sign + to the left of the Elementary Achievement folder to expand the folder.



3. Highlight Elementary Achievement Matrix.

4. .

5. Use the drop down arrow in the Report Period field to choose a Report Period.

GROWING SUCCESS COMPLIANCE REPORT - (REPORT PERIODS 1 & 2 ONLY)

The Growing Success Compliance Report identifies students with Report Cards that are not fully compliant with Growing Success Policy. This report should be produced by Principals, Vice Principal or Report Card Administrators and distributed to Teachers for follow up, before the final copy of the Official Report Card is printed and signed for Report Period 1 and Report Period 2.

1. From the Trillium Picture Menu, the Reports tab and select Report Launcher button.



2. to open the Elementary Achievement folder.

3. Select the Growing Success Compliance Report.

4. button.

5. Select the appropriate Report Period from the drop down arrow.

6. In the “Include Students enrolled for” and “to” fields, enter values to specify start and end numbers of days. Only those students who have been enrolled for the number of days in the entered range will be displayed on the report. The default values will be 1 to 200.

It is suggested that the “Include Students Enrolled for” be changed to 42.

7. Select the criteria by either Homeroom or Teacher. If Homeroom is selected, a

list of Classes will appear and you can either use the feature or individually check off.



When the report is run by Homeroom, all Teachers for the class (both Homeroom and subject) will be included in the report.

8. button.

9. Printer button in the Toolbar to print the report.

Not all issues can be corrected by the Homeroom Teacher. Some may require School Administrator adjustments. Example: FSL / Special Education/IEP flags. The report checks for the following:

Missing Learning Skills Indicators.

Discrepancies between a Student’s FSL program and the reporting of French on the Report Card.

Students who have a subject with the IEP checked but have no Special Education information recorded in Trillium, or vice versa.

Students assigned to an FSL program but have no subjects flagged as being taught in French.

History and Geography or Social Studies not assigned at the appropriate grade level.

Mandatory subjects that have not been assigned to students.

Note: Office Staff check the Error Management Dashboard (EMD) daily. Depending on the time of year achievement errors will also appear on the EMD, which is typically shared with RCA’s.



MISSING ACHIEVEMENT DATA

This report provides a list of all students Missing Achievement Data. The report can be selected by Teacher or by Class. The X under the Comment and/or Mark column indicates that the field is missing data. Note: Teachers have the ability to run this report for their own class in the Web application (TWEA). 1. From the Trillium Picture Menu the Reports tab and select Report Launcher

button.

2. sign to open the Elementary Achievement folder.

3. Select the Missing Achievement Data (Elementary) report.

4. button.

5. Once the report has opened the drop down arrow to select the desired Report Period.

6. The Select by: and Sort by: fields as well as the Include defaults do not need to be changed.

7. From the Available box select the class or classes and move them to the

Selected box. 8. button to generate the report.

9. Select Printer icon in the Toolbar to print.



CALCULATE ATTENDANCE TOTALS

Prior to printing Official Report Cards from Trillium the application will force you to calculate attendance. The attendance totals (absences/lates) are those accumulated between the Start Date and End Date of each Report Period. RCA’s may choose to calculate attendance totals on a regular basis to allow Teachers to view up-to-date attendance while working on Report Cards in TWEA.

1. School Report Periods Tab. 2. Unlock current Report Period and Save. 3. Select Attendance box. 4. Calculate button.

RECALCULATE MEDIAN PRIOR TO PRINTING OFFICIAL REPORT CARDS

If Grade 7 or 8 marks are changed and the medians do not appear correctly on the Report Cards when printed, the Grade Median should be re-calculated.

1. School Report Periods Tab. 2. Unlock current Report Period and Save. 3. Select Median box. 4. Calculate button.



CREATE STAFF GROUPS AND ASSIGN TEACHERS

The Staff Group Maintenance function allows for the creation of Staff Groups and the association of Teachers with various Groups. Group comments created in Comment Builder tab within TWEA can be viewed, modified or deleted by any member of the Group. Staff Groups remain on file from one year to the next. Only new Groups need to be created in Trillium as required. The Report Card Administrator does have to assign Teachers to these Staff Groups each year. From the Trillium Picture Menu, on the Staff tab and select the Staff Group Maintenance button.

1. Add button in the Toolbar to add a new Group. In the Group field, type

the name of the Group.

2. Tab to the Description field and type the same Group name. Repeat steps 2 and 3 until all Staff Groups have been created.

3. Staff to Group tab. The staff list will appear in the “Available” list box.

4. drop down arrow in the Assign field. Select the name of the Group to which you will be assigning staff.



5. From the Available box, select the Teachers being assigned to the Group and

the right pointing arrow to move them to the Selected box.

6. Repeat Steps 4 and 5 until Teachers have been assigned to the appropriate Groups.

7. Save button before exiting this window.

Teachers who are not part of a Staff Group will only have access to their Personal Comment Bank in TWEA. They will not have access to the Group Comments functionality.

New Teachers must be assigned to the appropriate Staff Groups as they become Active throughout the school year.



REPORT CARD PRINTING PROCESS

Official Report Cards for students enrolled in Grades 1 - 8 are printed from Report Launcher in Trillium. Report Cards may be printed for the entire school, for a specific Homeroom, Grade or for Individual students (Active or Inactive). The RICOH photocopier should be used to print Report Cards. Printing of the Elementary Report Cards is a two Step Process.

Step A: Build the PDF file of the Report Cards Step B: Print Report Cards

STEP A: BUILD THE PDF FILE OF THE REPORT CARDS

1. From the Trillium Picture Menu, the Reports tab and select Report Launcher button.

2. to open the Elementary Achievement folder. 3. Select Achievement Report Cards (Elementary).

4. .

5. The Select/Sort window will open. Selection Criteria drop down list and choose the appropriate criteria.



6. Grades drop down to select the appropriate grade level that corresponds to the selection criteria.

7. From the Available box, move the applicable information into the Selected box

in the upper section of the window by highlighting and using the arrow.

Report Cards must be printed by Grade (i.e. 1-6) and then, if applicable (7 & 8) as the template is different for each grouping.

The lower section of this window is used to specify the sort order of a split class (example Grade 1/ 2) in which the Report Cards will be printed. Grade and Legal Name is recommended.

8. From the Available box, move the applicable information into the Selected box

by highlighting and using the arrow.

9. OK to proceed to the next screen.

10. Select the applicable Report Period from the drop down.

11. For the Print Options: select either the Draft or Official radio button according to the Report Card being produced.

If “Draft” is selected, the Report Cards will have the Draft watermark across the page.

Note: Printing Draft Report Cards takes longer because of the extra graphics.

The values displayed in the “Available” box for selection depend on what has been chosen from the Selection Criteria drop down menu and the Grades drop down menu.



12. the Build Report button.

You will receive the following two messages: “Please wait…Several minutes will be required to generate a large number of Report Cards” then “Report request submitted for processing”.

13. OK.

14. Lower to Exit the Report Launcher window.

STEP B: PRINT REPORT CARDS

To check the status of the print job, View or Print Report Cards:

1. From the Trillium Picture Menu, select the Reports tab.

2. Report Queue button.

3. The Status column may display Waiting, Processing or Completed in the Queue. The Queue # will reflect the number of the print job.



4. button located at the bottom of the window to update the Waiting or Processing status of your request. Repeat until the status shows Completed: 100% done.

5. It is not necessary to remain in this window; you may access other areas of Trillium or other applications and come back to this window later. The print job will remain in the Report Queue until you select View Report.

6. button to display the PDF Report Card file. It may take a few seconds before the Report Cards are displayed on the screen.

7. A floating toolbar may be visible when you hover in the lower portion of the

window with your mouse pointer. Either the printer image OR “Show Adobe Reader Toolbar” to anchor at

the top of the page and then the image.

The following message may appear briefly, ignore as printing process will continue. Do not select Refresh the page or your print job will be cancelled.

8. In the Print dialogue box, select your printing options and either OK or Print.

9. The upper red once printing is complete to leave this window. The date on the Report Card will automatically default to the R.C. Print Date set in the School Report Periods window in the Elementary Achievement Setup (EAS).



If necessary, the date can be changed in the School Report Periods tab.

Select the correct Report Period.

Choose date from the calendar by within in the date field.

prior to leaving this window.

PRODUCING REPORT CARDS FOR INACTIVE STUDENTS

Report Cards can be produced for students who have left in the current school year and previous school years, provided Teachers entered data for them. Note: Report Cards can only be produced at the TDSB school the student attended.

1. From the Picture Menu in Trillium, the Reports tab and select Report Launcher button.

2. Select the Achievement Report Cards (Elementary).

3. button and the Select/Sort window will appear.

4. Selection Criteria: drop down list and choose Student.



5. Inactive checkbox and the Active box to remove the check mark.

6. If student is in grade 7 or 8 the Grades: drop down list and select 7-8.

7. From the Available box, find and move the student(s) into the Selected box in

the upper section of the window by highlighting and using the arrow.

8. button to continue.

9. Follow above Step A (7 thru 14) to build PDF file.



ACCESSING PREVIOUS SCHOOL YEAR REPORT CARDS VIA TWEA

Only Principals, Vice Principals and Report Card Administrators can produce Official Report Cards OR change marks and/or comments for previous school years. Contact SIS Support at 395-4357 Option #4, if changes need to be done over the summer. Trillium security will be temporarily modified in order to access.

Mark and/or comment changes must be done on the Web (TWEA) by selecting the previous School Year and the appropriate Report Period.

Note: In June 2015 (2014-2015 School Year) the Summary of Marks (Grades 1-8) was issued to all TDSB students. All marks/comments were uploaded into TWEA.

If a Summary of Marks blank template is required contact SIS Support.



REPORT GENERATOR

INTRODUCTION

Report Generator is a reporting tool. It uses the familiar ‘wizard’ method to guide you through the process of creating a report step-by-step. Report Generator is used to create supplementary reports for specific use within the TDSB that are not available from Report Launcher in Trillium or Web Reports.

There are several reports in Report Generator that apply to the Elementary Reporting (Achievement) Process. They are described below. To access Report Generator, follow these steps:

Note: Office staff DO NOT have access to the Elementary Achievement folder in Report Generator. RCA’s must be logged on to an Administrative computer using their TDSB network account (6 digit employee # and network password).

1. From the Picture Menu, Select the Toolkit tab and then the Report Generator

button.

2. On the Introduction screen, under Reporting Options Select Predefined Report. 3. button. 4. In the Select Predefined Report screen, open the Elementary Achievement folder

by clicking on the plus (+) sign to the left of the folder.



5. Double on the report you wish to produce, or once on the report and then the Select Report button. This will take you back to the Introduction screen and the Run Report radio button will be selected. The report chosen will appear below it in blue.

6. the button. The School Code and School Year are mandatory criteria for all reports in Report Generator and therefore are described only once in this part of the instructions. They will not be repeated for each report.

7. School Code under Criteria Columns to highlight it, then on the List button. Your School name will be displayed on the pop-up window. OK and then Add Criteria. You will see your school code added to the bottom part of the window.

8. Repeat this step for School Year. The School Year can either be selected from a List by on the List button, or it can be entered manually in the Value field in the format YYYYYYYY.

9. Add Criteria.

The remaining steps are described with each Report below, as these may vary from one Report to the next.



TEACHING ASSIGNMENTS FORM

The Teaching Assignments Form is a tool that RCAs can use to gather the information they will need from Teachers to do the achievement setup. The form allows Teachers to indicate which subjects they teach to their class and at what grade level. Subjects taught to their class by other Teachers can also be indicated on this report.

The report looks at the grade level of the students in each class and produces a separate check box for each grade level per subject. This report can be produced at any time however, RCA’s should hold off building the report until class re-alignment is complete (later September). When generating the report, select only the PRIMARY classes.

Follow Steps 1-9 outlined in the Introduction section of Report Generator.

1. class code. the button and select the Primary classes.

Multiple classes can be selected by holding down the Ctrl key and on the Class Codes.

2. OK button. The Value field will display your selection.

3. button. This will now move the class codes to the bottom of the window.

4.

5. button.

6. From the Menu, File > Print.



EXCEPTIONAL STUDENTS FORM

The purpose of this report is for Homeroom Teachers of Special Ed Classes (HSP, LEAP, LO) to identify for each student the subjects that they teach as well as which Teachers will be teaching other subjects to these students. This report can be produced at any time however, RCA’s should hold off building the report until class re-alignment is complete (later September).


1. class code. the button and select the Special Ed. Primary Class. Multiple classes can be selected by holding down the Ctrl key and on the Class Codes.

2. OK button. The Value field will display your selection.

3. button. This will now move the class codes to the bottom of the window.

4.

5. button.

6. From the Menu, File > Print.



ACHIEVEMENT DATA EXTRACT 1-6 AND 7-8

The Elementary Achievement data that is stored in Trillium can be extracted via Report Generator and saved in various electronic formats for the purpose of importing it into other applications.

Because of the different format of the grade 1-6 Report Card from that of the grade 7-8, two extracts have to be created.

The instructions below show how to extract the data and save to Excel.


1. Report Period. Type the Report Period in the Value: field (P, 1, 2).

2. Add Criteria button. 3. the status indicator code. From the Pick List select Active. If no status indicator

code is selected, both Active and Inactive students will be included in the report.

4. OK.

For Progress Report Card data, use P (capitalized).



5. Add Criteria button. 6. To produce the report for all students, regardless of their average, on Next.

To restrict the report to students with a certain average on student average, select a value from the Operation drop down and type in the grade/mark in the Value field.

For an explanation on how the Student’s Average is calculated from letter grades, or how the grades/marks for subjects with strands (Language, Second Language e.g. French and Math) are calculated, refer to “Student Average Calculation” at the end of this section. 7. Type in the letter grade or mark in the Value field.

8. Add Criteria button. 9. Next. 10. Finish button.

11. Once the report has finished building, File > Save As…



12. When the Save As window opens, select the XLS (Microsoft Excel) radio button. 13. Include Headings checkbox. 14. OK. 15. When the Save As window opens, specify where to Save in and enter File name. 16. Save button. 17. Open Excel and file you created.

Note: Excel is not supported by the SIS Team.



STUDENT AVERAGE CALCULATIONS

For both the Grades 1-6 and 7-8 Extracts:

Only Subjects with letter grades/marks are used in the calculation of the Student’s Average. In other words, if a letter grade/mark was not given for a particular subject, that subject will not be included in the Student Average Calculation.

For Language, French, Native Language and Mathematics, any letter grades/marks in the database for each strand are added up and divided by the number of strands to come up with one letter grade/mark for the Subject. That letter grade/mark is then added up with other subject letter grade/marks and divided by the number of subjects to come up with the student’s average.

Grades 1 - 6:

Before any calculations can be performed with letter grades, they must first be converted to a numeric mark. Using the Ministry’s Growing Success Policy Document, pg. 40, the following conversion values are used when calculating the Student Average in the Achievement Data Extract Grades 1-6:

Conversion Process:

1. A letter grade is converted to the “Converted” value (i.e. a C+ = 68%) using the Validation Table above.

2. All converted numeric values are then used to calculate the student’s average (i.e. the sum of all marks divided by the no. of marks). For example (69+75+83+73+70+77+79+67/8=74.125%).

3. The numeric value representing a student’s average is compared to the range of values under <Low> and <High> on the Validation Table above and then converted back to the letter grade that corresponds to that range (i.e. 74.125% = B).



REMINDERS

Subject Teachers names DO NOT appear within the Subject box on Official Report Cards printed from Trillium. They do appear on TWEA Draft Report Cards.

If required, Second Teachers can enter their name within the text box of the Subject taught.

Only the Primary Homeroom Teachers name appears on the top of Report Cards.

Only the Primary Homeroom Teacher has access to the Homeroom Learning Skills Marks (E,G,S,N) in TWEA.

Any Teacher that teaches a subject to a class will have access to the Learning Skills Comment box in TWEA.



GENERAL INFORMATION

The School Information Systems (SIS) Team is available to provide assistance to Report Card Administrators from 7:45 am to 5:00 pm, Monday through Friday. Note: When leaving a voice message after 4:00 p.m., ensure to include an alternative phone number (i.e. cell phone) that you can be reached at, as the office phones go directly into the evening voice messaging service after school hours.

If Teachers require assistance with Trillium Web Elementary Achievement (TWEA) application or have policy related questions, they must speak directly to the Report Card Administrator, Principal or Vice Principal, and/or review documentation posted on the TWEA Home Page.

If a Teacher has been setup in the Elementary Web application (EAS) and state they do not have access to TWEA using their TDSB network account (6 digit employee # and network password) TWEA security will need to be granted.

Request for Teacher access to TWEA must come directly from the Report Card Administrator, Principal or Vice Principal not from the Teachers themselves.

The Security Turnaround Document in Report Generator > Security folder shows all staff in the school who has access to Trillium and/or TWEA. For assistance building this report call SIS Support. If the Teacher is not listed on the report send an email directly to SIS Support requesting TWEA access be granted. Employee name and employee number must be included.

Email: [email protected]

Live Chat: http://tdsbweb/sis/adcheck.asp

Phone: (416) 395-4357 Option #4

mailto:[email protected]

http://tdsbweb/sis/adcheck.asp

Documents

Elementary Achievement Setup via Web (EAS) Grades 1 …schools.tdsb.on.ca/TWEA/documentation/rcas/Grades 1-8 Achievement... · Elementary Achievement Setup via Web (EAS) ... REPORT