eSchoolPlus+ Textbook System User's Guide

eSchoolPlus+

Textbook System

Users Guide

Updated 92019

2

Table of Contents

Overview of the Alief ISD Textbook Bar Code System

How bar-coding is used within the District

eSchoolPlus+ Terms

Obtaining Barcode Labels and Barcode Equipment

Textbook Catalog - Searchable Textbook Catalog

Creating Barcode Records

Labeling Textbooks and Materials with a Barcode

Receiving Textbooks with Existing Barcode Labels

Editing Existing Barcoded Textbooks and Materials

Student Searches amp Saving Searches

Custom Searches

Assigning Barcoded Materials to Students

Assigning Barcoded Materials to Students by Course

Assigning Barcoded Materials to Staff

Looking Up Barcoded Materials Who Has

Retuning Barcoded Materials from Students and Staff to the Campus Bookroom

Returning Barcoded Materials to the Warehouse

Creating New ldquoTextbook Catalog Recordsrdquo for Local Campus Use

Marking Textbooks as Lost Damaged Overdue amp Paid

Placing ldquoHoldsrdquo on Student Records indicating that a Student has a ldquoLostrdquo Textbook

Looking up Campus Enrollments by Subject Course amp MLC

Searching For ESL Enrollment by Campus andor Grade

Reports

3

Overview - The Alief ISD Textbook Bar Code System

The Alief ISD Textbook Inventory System is a program developed by the eSchoolPlus+ programmers with the assistance of the Alief ISD Management Information Systems Department (MIS) This system is a valuable tool that can be utilized to track textbooks and manage textbook accountability at the campus level When properly implemented this system can provide up-to-date information as to a campusrsquo current textbook status and listings of campus textbooks checked out to specific students and teachers Available functions within this system include the ability to generate parent letters and a multitude of helpful reports To utilize the bar-coding system and assign textbooks and materials to students and staff students and staff must have ID badges andor unique ID numbers Please note that while the development of this program is overseen by MIS the daily management of the system is administered by Central Distribution

Very important Please be aware that the utilization of the textbook barcode system will require the allocation of time and resources Along with the purchase of the required equipment and labels employee time must be available to affix labels on the textbooks check textbooks in and out and manage the system on a daily basis All campuses using the barcode system depend upon one another to maintain accurate information Example The barcode system will not allow textbooks to be checked out to any student that has an outstanding textbook or textbook debt This means that if a student failed to return a textbook prior to leaving a middle school then a high school would be prevented by the system from checking out new textbooks to that student until this debt was rectified This also means that if a campus fails to properly update that studentrsquos record then all other campuses would be prevented from checking out textbooks to that student

Accessing the Alief ISD Textbook Barcode System The Alief ISD Textbook Inventory System is located on the districtrsquos local intranet at httpsespdistrictaliefisdneteSchoolPLUSAccountLogOnReturnUrl=2feSchoolPLUS Once properly logged onto a district computer using your personal password simply type esp in the web browser address bar and hit enter

4

How Bar-coding is used within the District

It is important to note that barcoding technology is used exclusively at the campuses for tracking materials internally and for checking materials inout to students and staff Barcoding IS NOT used by the District Bookroom to track andor transfer educational materials to and from campuses

It is important to understand that the eSchoolPlus+ Inventory system does not communicate with any other software suite used in the district Transactions in one system are not recorded in any other system

Campus textbooks and materials are ordered from and returned to the District

Bookroom using the eSchoolPlus+ system however assigned barcodes are not a piece of information that is used in communication between the campus and any other campus or the Central Textbook Warehouse The eSchoolPlus+ System records the total number of textbooks at each campus and is the official campus inventory record

Please note that when a campus ldquoAssigns materials to the Warehouserdquo in the

eSchoolPlus+ Inventory system this simply means that the materials are no longer listed on campusrsquo eSchoolPlus+ record

To summarize eSchoolPlus+ is used to send textbooks to and from a campus It will record

how many ldquototalrdquo textbooks are at a campus by titleISBN eSchoolPlus+ is the official record of what a campus has in inventory and lists

the number of textbooksmaterials for which the campus is accountable The eSchoolPlus+ Barcode System is used for internal campus transactions

only (Checking out materials to students and staff) Using eSchoolPlus+ Barcoding a campus may or may not choose to check out

materials to specific students and staff Using eSchoolPlus+ barcoding within a campus is a campus based decision

Example - If a campus receives 100 textbooks from the warehouse but chooses to only barcode and track 75 of the textbooks within their campus the Unisys system will show the campus as having 100 textbooks but the eSchoolPlus+ system will only list the 75 textbooks entered into the barcode system

5

eSchoolPlus+Terms

Assign to Building ndash A function that codes barcoded material as belonging to a specific

campus o The assign to building function is also used to return materials from students and

staff back to the building Assign to Staff - A function that codes barcoded material as belonging to a specific staff

member at a campus Assign to Warehouse ndash A function that codes barcoded material as not belonging to a

specific campus any longer Using this function removes the materials from a campusrsquo eSchoolPlus+ listing

Student Center ndash An area within eSchoolPlus+ where textbooks are assigned to students

o Note - this is the only area where students can be assigned textbooks o Once within the Student Center select the Textbook folder for assigning options

Warehouse ndash The district bookroom When materials are coded as belonging to the warehouse it means that the materials are not assigned to a specific campus These materials may be reassigned to a campus by using the ldquoAssign to Buildingrdquo function

Enrollment ndash A section in the Textbook Center that lists the number of students enrolled in specific courses The enrollment totals display a campusrsquo entitlement for specific textbooks

MLC ndash (Multiple List Code) - A term used by TEA to group subjects and grade levels o Example MLC 2030 = Spelling 2nd grade

MLC 3030 = Spelling 3rd grade MLC 4030 = Spelling 4th grade

PEIMS ndash PEIMS stands for ldquoPublic Education Information Management Systemrdquo Each course taught in Alief ISD is governed by a specific PEIMS course number (as assigned by TEA) This PEIMS number not only defines the course description but also defines the amount of credit a student will receive for completing the course successfully

o Important ndash PEIMS numbers and MLC numbers are linked together by TEA to determine textbook entitlements eg if a campus is teaching 25 students using PEIMS 02510006 they are entitled to 25 textbooks from MLC 38A0

Record Hold ndash The function of marking a student record as having an outstanding textbook and preventing the student from receiving records until the debt is resolved

Marking Textbooks as Lost Stolen Paid for etc ndash The function of recording a textbook with a specific status Marking a textbook assigned to a student as lost will prevent the student from receiving additional textbooks to take home

6


Campuses that wish to utilize the Alief ISD bar-code system must purchase barcode scanners and barcode labels Scanners - All barcode scanners will work with the Alief ISD textbook barcode system However some of the less expensive scanners and ldquopenrdquo type scanners are very slow

It is recommended that each campus have at least two scanners to ensure smooth operation One suggestion is to have a scanner in the area where textbooks are normally checked inout and another scanner in an office area for ease of use (Logistical considerations must be decided by each campus) Scanners are available from most of our awarded vendors that carry office andor computer supplies Labels ndash Labels must be purchased through the Central Distribution Warehouse where it is presently stocked and are available in rolls of 2000 labels The cost is approximately $005 per label Please note that it is extremely important that no duplicate barcode numbers be present within the district For this reason MIS monitors the numbering sequence of all barcode labels and ensures that no duplicate numbers are purchased For the purpose of scanning into eSchoolPlus+ campuses must not and cannot purchase their own labels directly from any vendor

7

NAVIGATING TO ESCHOOLPLUS TEXTBOOK CENTER

To navigate to the Textbook Center you must first go to the My eSchoolPLUS icon in the left

navigation pane Then from the menu select Textbook Center from the Legacy menu group

8

Textbook Catalog

To search the textbook catalog navigate the following steps

Within ESP select the ldquoTextbook Centerrdquo folder Select ldquoTextbook Catalogrdquo See the example below for entering search criteria Once inside the ldquoField Namerdquo box searches can be conducted using multiple criteria

including searches for title grade ISBN MLC etc Select search Select a Textbook from the list produced by the search

9

Textbook Catalog

(continued) Note - An extended description (a listing of items contained within a kit) can be found by selecting the ldquomorerdquo button on the right side of the page See below

Note - Items listed within the ldquoExtended Descriptionrdquo can also be searched This is especially helpful if a component is returned and you are unsure in which kit it belongs See the search example below

10

Textbook Catalog (continued)

Once a specific Textbook record is selected you may view various fields such as the Adoption Date Copyright Date Price etc See below Please note the three check boxes at the bottom of the record Ok to Order Active For Local Use Only These check boxes control the ordering and tracking options for each item Ok to Order ndash If checked means that the item is listed in District Bookroom (Warehouse) records and may be requested by entering a eSchoolPlus+ textbook requisition (and must be returned to the bookroom by entering a textbook return) This item is tracked on campus inventories Active ndash If checked means that it is an active item used either in the District Bookroom or locally at a campus If your campus created this record for local use and it is no longer needed un-check this box and the record will not appear on future reports For Local Use Only ndash If checked means that it is a record created for use at campuses only This item cannot be ordered from the District Bookroom (Warehouse)

11


Creating a barcode record is the process of linking a barcode (and its associated number) to a specific textbook Once this link has been created a simple scan of the barcode will be all that is needed for the computer system to recognize that specific textbook Barcode records can be created in one of two ways a single barcode (one barcode at a time) or by creating a range of barcode numbers (multiple barcodes to be used on the same title textbook) Creating a single barcode record To create a single barcode record

Select Textbook Center Select Assign Barcodes Select Assign by Criteria to Building

o You may be directed to a page listing a prior ISBN search record Select NEW The screen should appear as shown below Using the drop-down box or keyboard entry

o Select your building o Select the textbook ISBN o Select the Book Type o For single number entries ldquotabrdquo past START amp END boxes and proceed to Assign

Bar Code Details amp enter single number or a series of numbers by scanning

After entering the data select ldquoSaverdquo After SAVING your entry ESP will re-direct you to a page that lists ALL Barcode records

for that particular ISBN

12

Creating a Range of Barcode Records

After you have counted the number of textbooksmaterials to barcode you may create a set number of barcode labels Note - creating a range of barcode labels can only be prepared for one textbook title amp type at a time eg after you receive 40 new Algebra 1 student textbooks you may create 40 labels for these student textbooks If you also received two Algebra 1 teacher edition textbooks which is a different type of textbook you must create a new range using the correct ISBN and book type for the Teacher Editions To assign a range of barcodes

Select Textbook Center Select Assign Barcodes Ensure that your campus is selected Select Assign by Criteria to Building Once inside the ldquoAssign by Criteria to Buildingrdquo screen (see below)

o Select your building o Select the New button o Select the textbook ISBN o Select the Book Type

At this point with the cursor in the ldquoBar Code Startrdquo filed scan your first barcode label

(lowest number scanned first)

Then Scan last barcode number (the highest number) After entering the correct data select save to create the barcode records Labels within the previously entered range are now ready to be affixed to the inside front

cover of the textbook Be sure to affix only those labels whose barcode records have been created in

eSchoolPlus+

13

Placing Barcode Labels on Textbooks and Materials

It is the responsibility of the campuses to place barcode labels on new textbooks

Please note that textbooks that are being redistributed within the district (tofrom other campuses) may already have a barcode label on it Textbooks with existing labels can and must be used Be sure to check all textbooks for existing labels prior to affixing a new label to the textbook

To ensure that barcode labels are not accidentally damaged please place barcode labels on the front inside cover of the textbook Barcode label should be placed in upper-right corner of ldquobook platerdquo box so it will not be hidden when the book is properly covered For ease of scanning the placement of barcode labels should be kept as uniform as possible throughout entire textbook inventory It is also recommended that the barcode number be written on the inside cover of the textbook in permanent ink This will make it possible to identify the textbook should the label be removed by a student See the example below

NOTE Some campuses interpret missingremoved barcodes as indicative of a ldquostolenrdquo textbook ndash students are not given credit for returning such a book and must pay for a LOST textbook

14


To receive a textbook with an existing barcode (textbook that already has an Alief ISD barcode label on it)

Select Textbook Center Select Assign Barcodes Select Assign to Building Ensure that your campus is selected

And select SEARCH

Ensure that the cursor is on the ldquoBarcoderdquo field and then scan the barcode label o The textbook information should automatically fill into the remaining fields o The next line should become available making it possible to scanreceive

subsequent materials o Be sure to leave the status field blank (This field can be used at a later date to

code textbooks as lost stolen etc) After entering the data select ldquoSaverdquo

If you scan a pre-existing barcode and get the following ERROR message

Then this particular textbookbarcode has not been scanned to ldquo998rdquo prior to being transferred to Warehouse as part of a Textbook Return

15

Receiving Textbooks with Existing Barcode Labels (continued)

You will need to search for the previous campus ownership using the BARCODES function located in the ESP Menu under Assign Barcodes Once you have ascertained the original campus you should make contact with their Textbook personnel and inform them that you have the textbook If the textbook has not been stolen or lost request that they release that barcode record by scanning it to ldquo998rdquo using the Assign To Warehouse function

16

Editing Existing Barcode Records

If an error has occurred while creating a barcode record it is possible to change the textbook information associated with that barcode It is not necessary to remove the barcode label from the textbook To change barcode information

Select Textbook Center Select Assign Barcodes Select Barcodes Either scan or manually enter the barcode number Once inside the ldquoBarcodesrdquo screen (see below)

o You may change the ISBN number o You may change the Book Type o You may update the Status field

Select ldquoSaverdquo when finished making changes

17


When assigning textbooks to students using the eSchoolPlus+ barcode system you must first start by identifying the student This step must be done in the Student Center not the Textbook Center To conduct a Student search

Select Student Center Select Search

o Ensure that your campus is shown in the Building field o If your campus is not shown in the Building field click the arrow (drop-down box)

and select your campus Once inside the Student Search screen either

o Move the cursor to the Student ID field and scan their ID badge or o Manually enter their ID badge number in the Student ID field

Select the Search button

18

Custom Searches amp Saving Searches

To save time during student textbook checkout it may be advisable to have preset student searches saved for ldquoquick searchingrdquo To setup and save a student search

Select Student Center Select Search Select Advanced Search (the tab at the top of the page) Once inside the Advanced Search page you may add search criteria one line at a time

o In the example below a search has been created for The Killough Middle School campus only (Building = 43) Grade 7 students only (Grade = 07) Active students only (Current status = A)

Once the search criteria have been entered you may name your search for future reference In the Custom Search Name field enter a name for your new search

o In the example below we have entered ldquoKillough 7th Graderdquo for our new search Select the search button to conduct the search and also to save the search with the new

name o It is important to note that you must select the search button and conduct the

search for the search to be saved After selecting search your new search can now be found in the ldquoFavoritesrdquo drop-down

box within the Advanced Search screen

19


(continued) Example of Custom Search Results

Custom search parameters have many options and can have many fields See the example below Searches can include andor be limited to

o A range of Student Names o Grade Level o Community or Team o Counselor o LEP Status o Etc

20


Textbooks are assigned to students within the Student Center folder There are two methods for assigning textbooks to students

1 Assign by Criteria (Whereby you select a student record first and are then able to scanassign a textbook or multiple textbooks to the student)

o This method is used when you do not know the studentsrsquo ID number 2 Assign by Student ID (Whereby you scan the student ID and then scanassign a

textbook or multiple textbooks to the student) Assign by Criteria To assign multiple textbooks to a student

Select Student Center Conduct a student search and select a specific student (student record) See the

previous section ldquoStudent Searches amp Saving Searchesrdquo While remaining within the Student Center select the Textbook folder (not the Textbook

Center Folder) Select Assign by Criteria The studentrsquos name will appear at the top of the record as well as fields for entering

textbook information Scan the barcode number for the first textbook Select the Save button when finished assigning textbooks

Please note that the eSchoolPlus+ Textbook Barcode system will not allow students that have lost or outstanding textbooks on their student record to receive additional textbooks to take home before their record is cleared

Per state law students must receive a textbook to use while in class This can be accomplished by assigning class set textbooks to Teachers for Teachers to issue and collect for the duration of each class

21

Assigning Barcoded Materials to Students (continued)

Assign by Student ID To assign textbooks to a student using the Assign by Student ID function

Select Student Center While remaining within the Student Center select the Textbook folder (not the Textbook

Center Folder) Select Assign by Student ID Scan the students ID badge or manually enter their student ID number Select Save The student name will appear at the top of the record as well as fields for entering


22

Assign Textbooks to Students by Course

The Assign By Course function allows an ESP Textbook bar-coding user to rapidly assign a single book title to one entire class roster at the same time This process is ideal for Elementary and Intermediate Campuses where books are used strictly in the classroom (not taken home) and where student signatures on individual student textbook assignment records are not required

If your campus has students sign a copy of their individual book record each time new material is added and this record is kept on file for future reference then the Assign By Course function should probably not be used

Using the Assign By Course Function as a Report To generate a specific class roster repeat the steps listed below After creating the report this roster can then be printed and used for random book checks or to view who in a class does not have the proper book checked out

Select Textbook Center from ESP menu

Select Assign Barcodes

Select Assign By Course

23

Assign Textbooks to Students by Course (continued)

The screen you are directed to should look like this

Fill in the available blanks with the required information

Campus Number (sample ndash 101 Youens)

Book ISBN (sample ndash Math Grade 1B Bilingual)

Book Type (sample ndash TEA Consumable textbook)

Course Number (sample ndash 01MB Bilingual math Grade 01) (A course number list can be found in ESP under Course Catalog setup) If you do not know the proper Section Number then click on the drop-down arrow to right of the empty box This will open a Pop-Up Window with course number as shown below

24


When this Pop-Up Window opens click on the ldquoSEARCHrdquo button to generate a list of instructorrsquos names and section numbers

Highlight one and click the ldquoOKrdquo button This will close the Pop-Up Window and add the section number to the original Assign By Course screen Click the ldquoAssign Bar Codesrdquo button to generate a class roster (see below)

You may now enter a textbook barcode number next to each studentrsquos name who is to receive a book Once you have completed this select ldquoSAVErdquo Select ldquoSEARCHrdquo to repeat this process for another class group

25

Assigning Barcoded Materials to Staff Textbooks are assigned to Staff within the Textbook Center folder To assign textbooks andor other barcoded materials to staff

Select Textbook Center Select Assign Barcodes Select Assign to Staff

o An ID box will appear for the entry of the ID number Scan the staff memberrsquos ID badge or manually enter the staff ID number Select Save

o If you do not know the staff ID number Click the arrow beside the box for a listing of staff members

Select the correct staff member and select OK Once the staff member has been selected scan the textbook barcode Continue to scanenter materials until finished and select Save

26

Looking up Barcodes ndash ldquoWho Hasrdquo To look up barcoded material found during locker searches or turned in as ldquoowner unknownrdquo follow the steps below To look up barcode information

Select Textbook Center Select Assign Barcodes Select Barcodes Either scan or manually enter the barcode number amp click ldquoSEARCHrdquo button

o Once scanned information will appear showing the owner and status of the material

Select ldquoSearchrdquo to leave the screen without making any changes If the textbook being searched belongs to your campus and the barcode record needs updating such as changing the Status or ISBN code these changes can be made while on this screen Also while on this screen the REASSIGN button can used to quickly return book to bookroom without switching to another screen

Important - If a textbook is found belonging to another campus be sure to contact that campus and return the textbook Campuses cannot make changes to barcoded materials that belong to another campus

27

Returning Barcoded Materials from Students and Staff to the Campus Bookroom

The function of returning barcoded materials from Students and Staff to the campus bookroom utilizes the same program as assigning materials initially to the building ldquoAssign to Buildingrdquo (You will notice that the title of the page is ldquoAssign Building Return Textbooksrdquo) To return barcoded textbooks and materials from students and staff

Select Textbook Center Enter your campus number (if necessary) Select Assign Barcodes Select Assign to Building Ensure that the cursor is on the ldquoBarcoderdquo field and then scan the barcode label or

enter the barcode number manually o The textbook information should automatically fill in the remaining fields o The next line should become available making it possible to scanreceive

subsequent materials o Be sure to check the status field o If the textbook just scanned is marked as lost etc be sure to update the screen

Once the data has been entered select ldquoSaverdquo

28


The function of returning barcoded materials from a campus to the warehouse utilizes the ldquoAssign to Warehouserdquo program Remember that assigning textbooks to the warehouse means that the materials will no longer be tracked at your campus via the eSchoolPlus+ barcode system (Materials will stay on a campusrsquo official inventory until returned via the Unisys Textbook System) To return barcoded textbooks and materials to the warehouse

Select Textbook Center Select Assign Barcodes Select Assign to Warehouse Enter your campus number (if necessary) Ensure that the cursor is on the ldquoBarcoderdquo field and then scan the barcode label or enter

the barcode number manually o The textbook information should automatically fill in the remaining fields o The next line should become available making it possible to scansend


After entering the data select ldquoSaverdquo

29


In addition to tracking materials ordered from the Warehouse campuses may barcode and track locally acquired items within the eSchoolPlus+ Barcode System Before a barcode record can be created and before any new materials can be barcoded a new Textbook Catalog record must be created To create a new Textbook Catalog Record

Select Textbook Center

Select Textbook Catalog

Select the ldquoNewrdquo button

Once the ldquoNewrdquo button has been selected a blank screen similar to the one below will appear

Fill in the appropriate fields o Fields with a red asterisk are mandatory and must be filled in

When adding new records you may click the ldquomorerdquo button to add an extended description to the item (contents of the kit rules regarding its usage etc)

At the bottom of the record make sure that o The ldquoOK to Orderrdquo field is un-ticked This means that this item cannot be

ordered from the warehouse o The ldquoFor Local Use Onlyrdquo field is ticked This means that it is for campus use

only

Select the Save button when finished entering data

See the sample records below

30

Marking Textbooks as Lost Damaged Overdue amp Paid Textbooks checked out to students and staff can be updated to reflect their current status at any time There are two methods for marking textbookmaterials as lost stolen etc

1 If you know the barcode number of the textbookmaterial to be updated



Select Barcodes

Either scan or manually enter the barcode number Once scanned information will appear showing the owner and status of the material

Select the drop down box in the Status field and choose the appropriate code

Select the ldquoSaverdquo button when finished making changes

2 If you only know the student name with lost textbookmaterials to be updated Select Student Center While remaining within the Student Center select the Textbook folder (not the

Textbook Center Folder) o Select Assign by Criteria and conduct a student search to select a specific

student After selecting the student the studentrsquos name will appear at the top of the record as

well as fields listing current textbooks assigned to them Edit the Status field as appropriate Select the ldquoSaverdquo button when finished making changes

31

Placing ldquoHoldsrdquo on Student Records for Lost Books

Placing temporary ldquoHoldsrdquo on student records is a function of marking a student record as having an outstanding textbook which prevents the student from temporarily receiving records until the debt is resolved To place a hold on a student record

Select Student Center Select Search and locate the correct student (see ldquoStudent Searches and Saving

Searchesrdquo) Select Demographic Select Academic Place a check mark in ldquoReport Card on Holdrdquo field to activate the ldquoReasonrdquo and ldquoExtra

Descriptionrdquo fields immediately below the ldquoReport Card on Holdrdquo field Click on the arrow beside the ldquoReasonrdquo field and select T1 to add the first hold (T1 =

Outstanding Textbook 1) see example below o Up to 15 textbooks can be marked as outstanding (T1 ndash T15)

Fill in the ldquoExtra Descriptionrdquo to describe the reason for the hold (It is recommended that you add the barcode school year the textbook title and the price for future reference)

Only add one textbook for each record code so that the records can be deleted individually should the student only pay for one textbook at a time

Select Save Please note that other departments may place ldquoHoldsrdquo on student records When removing the last HoldReason (by clicking the ldquoDeleterdquo check box on the right) from a student record be sure to remove the check mark in ldquoReport Card on Holdrdquo field Example Reason Codes

32

Sample Record Hold

Sample Report Card Hold Report

33

Looking up Campus Enrollment(s) To view a campus enrollment in eSchoolPlus+ (ESP) navigate the following steps

Within ESP select the ldquoTextbook Centerrdquo folder Select the ldquoBuildingrdquo folder Select ldquoEnrollmentrdquo Once inside the Building Enrollment screen searches can be conducted using multiple

criteria however the following search yields a listing of all building MLCscourses and is the most popular search

Search by Campus (showing all MLCs for the selected campus)

Click the ldquosearchrdquo button to conduct a new search Within the ldquoAreardquo box select ldquobook_enrollrdquo Within the ldquoField Namerdquo box select ldquoBuildingrdquo Within the ldquoConditionrdquo box select ldquo= equalsrdquo Within the ldquoValuerdquo box enter the campus organization number

o Remember to omit the number zero if it is the first digit in your campus organization number (007)

See the example below

34

Looking up Campus Enrollment(s)

(continued) Press the ldquoSearchrdquo button This search will produce a list of all MLC being used at the campus To view an enrollment click one of the MLC numbers (which are links to the enrollment for the selected courseMLC) See the example below

Once an MLC has been selected the screen will display the following useful information

Student Membership ndash reflects the number of students currently enrolled in the course Teacher membership ndash reflects the number of Teachers currently teaching the course Highest Enrollment ndash reflects the most students enrolled in the course during any one

day during the school year This number is critical because it reflects the highest number of textbooks that were needed during the school year

High Enrollment dates ndash Lists the dates when the peak enrollment occurred See example on next page

35

Looking up Campus Enrollment(s) (continued)

To return to the MLC listing click the ldquoListrdquo button To conduct a new search click the ldquoSearchrdquo button

36

Looking up ESL Enrollment(s)

To view campus ESL enrollments in eSchoolPlus+ (ESP) navigate the following steps

Within ESP select the ldquoStudent Centerrdquo folder Select ldquoSearchrdquo Click the ldquoAdvanced Searchrdquo tab Once inside the Advanced Search screen searches can be conducted using multiple

criteria including searches that include multiple grade levels andor multiple campuses The example search below yields a listing of ESL students for a single campus and single grade level

Search ESL Enrollment by Campus amp Grade Level (showing a listing of ESL Students for the selected campusgrade) This report will have four lines of search criteria 1 Select the campus

Within the ldquoAreardquo box select ldquoDemographicrdquo Within the ldquoField Namerdquo box select ldquoBuildingrdquo Within the ldquoConditionrdquo box select ldquo= equalsrdquo Within the ldquoValuerdquo box enter the campus organization number (example 1 = Hastings

42 = Olle 110 = Petrosky) o Go to the next row

2 Select the grade level

Within the ldquoAreardquo box select ldquoDemographicrdquo Within the ldquoField Namerdquo box select ldquoGraderdquo Within the ldquoConditionrdquo box select ldquo= equalsrdquo Within the ldquoValuerdquo box enter the grade level (example 01 = 1st grade 07 = 7th grade

10 = 10th grade) o Go to the next row

3 Select the student status (ESL)

Within the ldquoAreardquo box select ldquoLEP Student Informationrdquo Within the ldquoField Namerdquo box select ldquoLEP Status Coderdquo Within the ldquoConditionrdquo box select ldquo= equalsrdquo Within the ldquoValuerdquo box enter y (lower case y = yes)

o Go to the next row 4 Select active or inactive student status

Within the ldquoAreardquo box select ldquoDemographicrdquo Within the ldquoField Namerdquo box select ldquoCurrent Statusrdquo Within the ldquoConditionrdquo box select ldquo= equalsrdquo Within the ldquoValuerdquo box enter a (lower case a = active students only Entering an i

would list inactive students) After entering the search criteria listed above click the search button

37

Looking up ESL Enrollment(s) (continued)


After clicking on the search button a report similar to the one shown below will appear For a count of ESL students included in the report see the Number of records found at the top of the report See the example below

38

Available Textbook Reports

Select Cognos Reporting at the bottom of the links in the main ESP menu bar Select Alief Reports Select Textbook Center

39

Available Textbook Reports (continued)

A variety of reports are available for student amp instructor textbook tracking purposes Lost Books Student Report WH3 ndash Useful as an ldquooverdue textbookrdquo report ndash ie it compares student schedules with current textbook assignments and identifies books that should be returned due to a schedule change It only works if the student was at one time scheduled in the appropriate class and dropped out of it Be sure to use current ldquoschool yearrdquo (ie SY ending in May 2009 = school year 2009) Report Card Holds Listing ndash Allows the user to generate a list of ldquoreport card holdsrdquo that have been entered This report includes all hold ldquotypesrdquo (Library Textbooks etc) Student Assignment Listing ndash Generates a list of textbooks amp student records w user specified sorting parameters Primary use would be to create a ldquoLOSTrdquo list Student Assignment Listing for a Date Range ndash This report can be used to track books currently checked out It allows the user to sort the list by narrowing the search to a specific date range indicating when the materials were ldquochecked outrdquo Textbook for all students in CourseSection ndash This report can generate individual student textbook records in a batch by a specific coursesection This is useful when conducting book-checks and EOY textbook collection WH4 Reports are used to generate phone call lists for use with auto-dialer programs

The First report includes guardian and emergency-contact numbers in the list

The ldquoOne Numberrdquo version only includes the primary contact phone

2

Table of Contents

Overview of the Alief ISD Textbook Bar Code System

How bar-coding is used within the District

eSchoolPlus+ Terms


Textbook Catalog - Searchable Textbook Catalog


Labeling Textbooks and Materials with a Barcode


Editing Existing Barcoded Textbooks and Materials


Custom Searches


Assigning Barcoded Materials to Students by Course

Assigning Barcoded Materials to Staff

Looking Up Barcoded Materials Who Has

Retuning Barcoded Materials from Students and Staff to the Campus Bookroom



Marking Textbooks as Lost Damaged Overdue amp Paid

Placing ldquoHoldsrdquo on Student Records indicating that a Student has a ldquoLostrdquo Textbook

Looking up Campus Enrollments by Subject Course amp MLC

Searching For ESL Enrollment by Campus andor Grade

Reports

3





4














5

eSchoolPlus+Terms
















6




7




8

Textbook Catalog




9

Textbook Catalog



10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





3





4














5

eSchoolPlus+Terms
















6




7




8

Textbook Catalog




9

Textbook Catalog



10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





4














5

eSchoolPlus+Terms
















6




7




8

Textbook Catalog




9

Textbook Catalog



10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





5

eSchoolPlus+Terms
















6




7




8

Textbook Catalog




9

Textbook Catalog



10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





6




7




8

Textbook Catalog




9

Textbook Catalog



10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





7




8

Textbook Catalog




9

Textbook Catalog



10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





8

Textbook Catalog




9

Textbook Catalog



10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





9

Textbook Catalog



10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





10



11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





11









12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





12









eSchoolPlus+

13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





13






14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





14




And select SEARCH






15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





15



16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





16






17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





17








18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





18










19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





19





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





20












21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





21






22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





22








23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





23








24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





24





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





25






26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





26






27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





27







28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





28







29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





29











only



30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





30





Select Barcodes








31










32

Sample Record Hold


33








34







35



36
















37




38



39





31










32

Sample Record Hold


33








34







35



36
















37




38



39





32

Sample Record Hold


33








34







35



36
















37




38



39





33








34







35



36
















37




38



39





34







35



36
















37




38



39





35



36
















37




38



39





36
















37




38



39





37




38



39





38



39





39





Documents

eSchoolPlus+ Textbook System User's Guide