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OnCourse Handbook OC handbook created to provide new basic understanding of how to use OnCourse for grading, taking attendance and lesson planning. https://goo.gl/kfMbdm
OnCourse has additional tutorials online. Log into OC click on the “OnCourse University” for a list of their trainings. https://goo.gl/RrXmFA
Proper Attendance Coding in OnCourse List of Attendance Value and Excused / Reason Code to be used for each type of absence. What to do when students register but don’t begin school as planned or leave temporarily or permanently. https://goo.gl/koStr5
OnCourse FAQs Elementary Sections for mSGP In order to view a student’s information in OnCourse or in Realtime, a teacher must be listed on a section in which the student is enrolled. There are three ways to use sections to associate a student and a teacher. https://goo.gl/KBddQF
Elementary Mid-Year Changes (from section to section) Transferring a student in OC requires a few steps to ensure the students grades / indicators are not deleted and to make sure teachers are “tagged” to the correct students for their mSGP score. https://goo.gl/nzT9wR
Student Logs - FAQ Student section membership and managing the section enrollment log so that state and federal reporting is accurate. https://goo.gl/waV731
Teacher Logs - FAQ Teacher section membership and managing the section enrollment log so that state and federal reporting is accurate. https://goo.gl/GXpA6Z
Last Minute Registration FAQ What to expect when working with students who register to attend immediately. https://goo.gl/tRVzEi
New Registered Students Who Don’t Attend What to do when students leave temporarily or permanently and when students register but then don’t begin school as planned. https://goo.gl/G4m6v8
2018-2019 Report Card Schedule How to Post to Our Social Media Feeds
The 2018-2019 report card schedule is also located on the district website under Calendars & Schedules. Email notification is sent to parents informing them that their child’s grades are ready to be viewed in OCC on the respective date. https://goo.gl/CsS6qe
Do you have something exciting that you want shared on our social media sites? Complete the form, linked below to have your news shared. http://bit.ly/WTPS-share-news
New Apps New Technology Systems
New Copier Information (UniFlow Follow-me Print)
OnCourse Discipline OnCourse SIS OnCourse Attendance OnCourse Lesson Planner WTPS App Blackboard Home notification
OnCourse Online New Registration OnCourse Online Re-Registration SchoolDude Online Permit System InfoFinder Online Field Trip Form SchoolDude Technology Help Desk (replacing Footprints) UniFlow Follow-me Print
Driver Installation https://goo.gl/rPYK12 Printing https://goo.gl/d6Nrxv New Toners Call the number on the UBS sticker located on the front/side of your printer. You must give them the ID# when calling.
18-19 NJSMART Reporting Need Help with a District
Program?
Community Pass
An overview of required state reporting. https://goo.gl/4WFEhE
Who should you call? https://goo.gl/9vDzAe
Parents should email [email protected] with any questions. WTPS staff should contact ToniAnn Concato. [email protected]
BlackBoard Attendance Calls
New Automated Attendance calls will be set up in Blackboard.
The daily Attendance Calls will be as follows: Elementary Schools -10:00am Middle Schools - 10:00am High Schools - 10:25am
If the School Building would like to cancel the call for the day contact [email protected].
Account Access in CSI Jinnee [email protected]
BlackBoard Notification Jen Nemetz - [email protected]
Community Pass Toni Ann Concato - [email protected] [email protected]
CSI Patricia Andrade - [email protected] Jyh-Woei Shiue - [email protected]
Destiny Jyh-Woei Shiue - [email protected]
MLP (My Learning Plan) Jen Nemetz - [email protected]
NJSMART Christine Langille - [email protected] Jen Nemetz - [email protected]
OnCourse - (general questions) Patricia Andrade - [email protected] Jyh-Woei Shiue - [email protected]
OnCourse - Enrollment/Registration/Transfers Christine Langille - [email protected] Jen Nemetz - [email protected]
OnCourse - Grades (no grades on report card, change grade after mp lock, etc.)
Christine Langille - [email protected] Patricia Andrade - [email protected]
Parent Portal email Christine Langille - [email protected]
Realtime Mary Monisera (Special Service) - [email protected]
Technology Related Issues Building Based Technician
WTPS Social Media Tracy Leigh - [email protected]
WTPS Website Jen Nemetz - [email protected]
General Data Issues and Systems [email protected]
OnCourse Teacher Handbook
Taking Attendance in Oncourse .............................................................. 2
Selecting a Points-Based or Weight-Based Grading Method ............... 3
Adding Assignments ................................................................................ 4
Assignment Details and Current Average Continuously Updated ....... 5
Elementary Teacher Indicator Report ...................................................... 6
Adding a Comment in OnCourse Grade Book ........................................ 7
Sending an Email ....................................................................................... 8
OnCourse Connect .................................................................................. 10
My Planner ................................................................................................ 11
Linking Classes to Your Lesson Planner .................................... 11
Creating a Template ....................................................................... 12
Writing Your Lesson....................................................................... 16
Creating a Discipline Incident .................................................................. 19
FAQs ........................................................................................................... 20
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OnCourse Teacher Handbook
Taking Attendance in Oncourse
● Click the “Attendance” tab
● The program will open to the
current date, which will
display on the screen. To
select a different date, click on
the date on the calendar.
● Use the drop-down menu at
the top of the screen to make
sure you are in the correct
homeroom / class period.
● Adjust a student’s status by using the drop-down boxes to select their attendance code and
excused code.
● When finished, click the
“Save” button in the
top-right corner of the
screen. All red triangles
(unsaved records) will
disappear, and a green
checkmark will appear in
the taken column.
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OnCourse Teacher Handbook
Selecting a Points-Based or Weight-Based Grading Method
Use the Grading Method area of the toolbar to select the preferred option. This can be changed later,
but it is recommended to select one and sticking with it.
The next step is to set up Grade Book categories, tests, participation, homework, etc.
● Click the “Add Category” button on the left toolbar
● Fill out the form that appears:
▪ Name-
▪ Description-(Optional)
▪ Weight-
▪ Add category to other
classes: click the checkbox
next to any class name to
add this category to other
sections.
● Click “Save”
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OnCourse Teacher Handbook
Adding Assignments
● Click the “Add Assignment” button from the
left toolbar
● Fillout the add assignment form ; some special
fields on this form are as follows:
Category- choose the category where the
assignment will reside
Assignment weight -(weight-based grade books
only)
High Score- determine the high score of this assignment.
Use Check Mark to Score - to make this
assignment a checkbox Pass/Fail assignment.
Publish to Web- students and guardians have a
secure login to OnCourseConnect.com, where
they can retrieve their grades when a teacher
‘publishes’ them. To publish this assignment
immediately, check this box. Leave it blank to
publish it later (when grades have been
entered).
Non-Calcualted Assignment - check this box
when this assignement’s grades are NOT meant
to be calcuatedinto the sutdent’s average.
Add this assignment to other classes - check
the box next to the target class and select the
category from the drop-down menu.
● Click “ Save” when this form is complete.
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OnCourse Teacher Handbook
Assignment Details and Current Average Continuously Updated
Set Student Averages to “Published” (Green) •As Each Assignment is Graded, Set the assignment to “Published” (Green) •Publish each assignment as soon as any grades are entered – if you enter a grade, it will be calculated into the average. So if you do not display the assignment as soon as a student has a grade for it, your portal average will include assignments that aren’t showing – that could lead to confusion / questions!
•If your assignments are current throughout the marking period – NO FURTHER ACTION IS NEEDED AT GRADING TIME!
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OnCourse Teacher Handbook
Elementary Teacher Indicator Report
● To add progress indicators for elementary students, click on “Add Indicators”
● The indicator window will open
● Click in the box to enter the indicator number from the pull down menu
● You can select “quick fill” to enter a value for a student or an indicator and can click in the appropriate box to change a single value
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OnCourse Teacher Handbook
Adding a Comment in OnCourse Grade Book
● 1-select the check box next to comments at the
top of the screen
● 2-click on the icon next to “General Comment”
● 3-this will open a window to add a comment
that will be published in OnCourse Connect
➢ If there is a comment already the icon is a
pencil.
➢ To remove a comment, delete the text and save.
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OnCourse Teacher Handbook
Sending an Email
Using this utility option allows teachers to send e-mail to guardians, keep a history of e-mail messages sent, create templates for standard e-mail messages, and set up a standard, automatic signature for e-mails sent from the OnCourse Grade Book. How to Compose and send a message: ● Click Compose E-mail. A list of all your classes will open.
● Click the class in which the student is a member. The screen below will open showing guardian emails. An
e-mail can be sent to all guardians.
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OnCourse Teacher Handbook
● To send an e-mail to all guardians, click the check box, Check/Uncheck All, at the top of the list.
● To send an e-mail to an individual guardian e-mail contact(s), click the check box next to the appropriate e-mail address(es). The same e-mail message can be sent to multiple e-mail addresses.
● If you have created templates for standard messages, select the appropriate template from the drop down list.
● If you want to designate a class period for, select the appropriate period from the drop down list. If you select a period, another list box will be added to the screen from which you can choose a specific assignment.
● Type an appropriate subject.
● Type the message in the large text box provided. If you have selected an assignment, a
placeholder for the assignment information will be added to the text box automatically. You may type additional information also.
● Click Preview to review the message you have created. Note: There is no spell check associated
with this screen. Click Send to send the message after previewing it.
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OnCourse Teacher Handbook
OnCourse Connect
Clicking on the OnCourse Connect tab will allow a teacher to see what the parents see in the public portal.
Click on your school on the left-hand side and select the letter of the last name of the student you would like
to see. Click on the name and the student portal opens up. You can see Attendance, Grades and Comments.
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OnCourse Teacher Handbook
My Planner
Linking Classes to Your Lesson Planner
It is very important to link your classes (sections) to your lesson planner template. If you don’t link your classes, your students will see the homework for *all* your classes, not just the class they are taking!
You only need to link your classes to your template one time. This does not have to be done each week.
To Link Your Classes to Your Lesson Planner Template:
● In the OnCourse My Planner tab, in the left navigation bar, expand the templates folder and choose the template you wish to link.
● With the template open, click on the block (row and column) you wish to link first (e.g., Monday
AP Government and Politics).
● In the popup box, click “Class Linking” in the left navigation bar. The popup box displays the Day and Period (column) chosen from the planner, so you always know what part of your planner you are working on.
● When you click Class Linking, a list of your sections will appear in the right hand side of the box. Check off the section(s) that should see the homework for this block of your planner. Click Save to save the link.
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OnCourse Teacher Handbook
● To link the next block (row and column) of your planner, use the dropdown boxes for Day and Period to select a new block. Select the sections that should see the homework for that block and click Save to save the link.
● When you are finished linking classes to each block in your planner, click Save & Close to close the popup box.
Creating a Template
1. My Planner, Opening a Template
1. On the left sidebar, click the + to open the folder Templates
2. Click Add New or My Template
3. You will see a new tab labeled My Template in the tab bar
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OnCourse Teacher Handbook
2- Rename your template
● Click the Rename button on the toolbar
● Type your new template name
● Save
3- Adding Your Column Headings
● Click in the column header area.
● Type the Class, Period, or Time as you prefer.
● Click OK
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OnCourse Teacher Handbook
4- Creating Your Lesson Plan Framework
● Click in a Lesson Plan block, this will open the editor.
● Type your framework in the lesson plan top section. ie. essential questions,
bellringer, etc.
● Save & Close
Note: Within the lesson plan editor is the only location in which you must select Save or Save & Close.
5- Copying and Pasting Your Lesson Plan Block
Once your first block is completed, you'll want to copy/paste it into the rest of the lesson plan grid so
that each block on your page has your framework loaded.
● Move your mouse over the lesson plan block.
● The copy icons will appear in the top right cover of the block.
● Click the Copy This Block icon (top left).
● Move the mouse to the next block and click the paste icon (bottom left).
● They next step will show you how to copy and paste rows and columns.
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OnCourse Teacher Handbook
Copying and Pasting a Row, Column, and Page
● These same floating copy tools are available for the Row, Column, and Page.
● See the images below for the locations of these tools.
Your template is almost done!
Once your framework has been copy/pasted into each block, your template is almost done (see
example below).
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OnCourse Teacher Handbook
Check the Default Template box at the far right of the toolbar.
● This will auto load your template when a new week is opened from the Navigation
Calendar
Writing Your Lesson
1. Choosing a Week to Plan
● Click on the My Planner tab.
● OnCourse will open a blank plan grid for the current week, as identified by the dated
tab.
● Plans must ALWAYS be written into the tab that corresponds to the week in which they
will be taught.
● To choose a different week to work in, use the calendar in the top-left corner.
● The selected week will appear in a new tab in the lesson plan grid.
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OnCourse Teacher Handbook
2. Writing the Plan
● Click in any plan block to open the Lesson Plan Editor. ● Type plans in the large box marked “Enter Lesson Plan Here” (see green box, Figure 1).
In the example below, the teacher has clicked the Monday Language Arts section, and has started
entering plans.
3. Copying and Pasting Text Within the Editor
● Information from Word, or other sites can be copied into
your plans.
● Copy the information from the outside source.
● Use 1 of the 3 pasting options: Regular, Word, Plain Text.
● Regular Paste - this option is best for pasting directly from
OnCourse, or small text passages.
● Paste from Word - this option attempts to preserve formatting from Microsoft, and avoids
extra characters.
● Paste as Plain Text - this options removes all formatting and paste the basic text.
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OnCourse Teacher Handbook
4. Assigning Homework
● Homework is entered in the bottom section of the editor.
● Include the Class or Subject, if your school is not using the Class Linking feature.
● Save & Close the Editor.
5. Homework Posting
● Once the lesson plan is saved, a house icon
will appear.
● Homework will post at 2pm EST on the day
of the assignment. (This may vary per
district.)
● Assignments can be changed at anytime
and will update automatically in real-time.
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OnCourse Teacher Handbook
6. Posting Completed Lesson Plans
● When your lesson plans are complete you will Post Plans for administrative review.
● Simply check the box to post and uncheck the box to revoke access.
Creating a Discipline Incident
● Click on the “People” tab
● Click on the left side of the screen, use the “search” tool to locate the
student who will be written up, and click their name.
● The student record will open. Click on the “Discipline” tab.
● Click “ Add Incident” button
● Fill out the form that appears, and click “Save”
*Incident Description (Internal/Public) the internal description will be available to school faculty only.
The public description may appear on discipline letters or in the portal.
*Once saved, the incident referral will be forwarded to an Assistant Principal to assign a disposition to
the student.
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OnCourse Teacher Handbook
FAQ
How to change a Grade after the Marking Period is Over (Locked)?
If it is a final grade (marking period average, midterm, or final):
See the building principal or vice principal—administrators have the ability to change final grades on
the “Grades” subtab of the “People” tab.
If it is an assignment grade:
● Request that the grade book be unlocked and make the changes directly in the grade book. ● See your school secretary to request a help desk ticket be entered in the Student Data Change
desk. ● The ticket must include the name of the teacher and the course and section information. ● The teacher and the building principal will be copied on a help desk email notification when
data processing unlocks the section. ● The section will be left open until the close of the following business day and then re-locked. ● If changes are not made in time, a new ticket will need to be created.
When are parents notified about Grades /Indicator Reports?
Secondary Progress Reports & Report Cards 2018-2019
Marking Period
Progress Notification to Parents
End of Marking Period
Marking Period Grades Finalized/Parents Notified
1 Oct 11 Nov 15 Nov 27
2 Dec 21 Jan 20 Feb 6
3 Mar 6 Apr 12 Apr 18
4 May 17 Jun 19 Jun 27
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OnCourse Teacher Handbook
Elementary Report Cards 2018-2019
Marking Period End of Marking Period Marking Period Grades Finalized/Parents Notified
1 Nov 30 Dec 7
2 Mar 8 Mar 20
3 Jun 20 June 27
What to do when a student is going to be transferred from your class?
● Click on the “Report Tab” and select the “Grades Extract” report.
● Complete the fields in the drop down menu and select “view report”
● A excel sheet will be saved with the student grades for your class.
21 | Page 8-8-2018
2018-2019 Attendance Coding
2018-2019 Attendance Coding
Reason for Absence Daily Attendance Period Attendance Attendance Letter State Reporting Comments
*College Visit * *Take Child to Work *Religious >> *Participation in Veteran’s Day *District busing closure/issue preventing student from having transportation
Non-Att Day plus appropriate reason code
Non-Att Day plus appropriate reason code
Will not count as an absence
Will not count as a possible day or a present day
Students with only these types retain perfect att %
*Bedside *Field Trip *In School Suspension
Present plus appropriate reason code
Present plus appropriate reason code
Will not count as an absence
Will count as a possible day and a present day
Use “Present” even though student is not in the classroom
*Excused *Illness/Medical *Death in Family *Dismissed Early *Out of School Suspension
Absent plus appropriate reason code
Absent plus appropriate reason code
Will count as an absence
Will count as an absence, but not a truancy
Adjustments can be made to letters / credit by hand for DIF, summons, etc.
*Unexcused *Cut
Absent plus appropriate reason code
Absent plus appropriate reason code
Will count as an absence
Will count as both absent and truant for NJSMART
PREK 3 Day Only Students
PreK Non-Att Day Students attending PreK 3 day ONLY must be marked PreK Non-Att Day (excused code in the drop down menu) on the other two days of the week they are not in school so that EOY attendance reports for the state are correct
*College Visits : Non-Att Day absence up to 3 days per school year for students in grades 11 and 12
>>Religious Holidays: 1) Students may not be deprived of any award or eligibility or opportunity to compete for an award because of religious absences; 2) Students who miss a test or exam because of absences on a religious holiday must be given the right to take an alternate test or examination; 3) Absence for religious holiday must be recorded in school register, group or class attendance as excused/non-att; 4) Absence or a religious holiday must not be recorded on any transcript or application or employment form or any similar form 5) The student must present a written excuse signed by a parent or guardian before the Holy Day is observed to be entitled to above privileges. For the list of NJ State Board of Education approved religious holidays for 2018-2019: https://www.state.nj.us/education/genfo/holidays1819.pdf
Managing Elementary Sections for Student Access and mSGPGeneral Ed / Resource / ICS
Section Enrollment Controls Student Access● In order to view a student’s information in OnCourse or in Realtime, a teacher
must be listed on a section in which the student is enrolled.
● There are three ways to use sections to associate a student and a teacher:
1 2 3List the teacher on an academic
section for instructional purposes / mSGP
List the teacher as “hidden” on an academic section / no mSGP
Use Student Linking for non-academic purposes
Link the teacher to the class and check the “primary” box. This will report the teacher to the state as accountable for
student performance.
Link the teacher to the class, then uncheck the primary box, uncheck “print on report card” AND REMOVE the teacher from the
teacher change log. This allows the teacher to see the class but not get reported to the
state as academically accountable.
Use student linking to associate teachers with students for special
purposes such as ASSP, field trips, special events, etc.
Section Enrollment Controls mSGP
Student / Section Type Teachers for mSGP
General Ed General Ed
Resource (pull out replacement) (“.1”) Resource
ICS (in class support) (“.2) General Ed, ICS
Note - in the case of an all day co-teaching situation, the ICS teacher may also be added to the general ed section.
● Students in grades 4 through 11 must be mapped to LAL and Math teachers for mSGP.
● Sections need to be created for each student type, and teachers mapped as follows:
Creating A Section - Elementary● Choose a course from the drop down
○ SUBJ # - this is the gen ed course○ SUBJ #.1 - this is the resource course○ SUBJ #.2 - this is the ICS course○ Example - Math 4 (gen ed),
Math 4.1 (resource), Math 4.2 (ICS)
● Name the section○ Use the course number and the next
available section number. Append ateacher if desired.
○ Example - the first section of READING 4.2 would be 8026-01(+ teacher if desired).
● Complete all other boxesas shown in the screenshot
Course Numbers - ElementaryGen Ed Resource ICS
Grade 4LAL
Reading 8010 8015 8026
Writing 8012 8017 8027
Word Study 8014 8019 8028
Math 8020 8025 8029
Grade 5LAL
Reading 9010 9015 9026
Writing 9012 9017 9027
Word Study 9014 9019 9028
Math 9020 9025 9029
Elementary Mid-Year Changes
There are two options for handling report card indicators when a student changes sections mid-year:
A) Display both sections on the performance report B) OR copy the indicators to the new section
Display both Sections Copy the Indicators
● Remove the students from the original section by using transfer or drop. Make the effective date the last day the student was in the section
● Print or screenshot the indicators from the original section using any performance report.
● Add the student to the new section using transfer or add. Make the effective date the first day the student was in the new section.
● Remove the student from the original section using transfer or drop. Make the effective date the last day the student was in the section.
● Go back to the original section and re-enter the student using add. Choose the default effective date (it doesn’t matter, you will be deleting the log entry).
● Add the student to the new section using transfer or add. Make the effective date the first day the student was in the new section.
● Click the Class Enrollment Log tab and delete the entry record you just created, leaving the mid-year exit as the most recent line in the log.
● Use your printout or screenshot as a reference to enter the indicators in the new section.
● Each section will have the correct dates for reporting, both sections will appear on the report card, and each will have indicators for only part of the year.
● Each section will have the correct dates for reporting, the indicators will all appear under one section on the performance report.
OnCourse Student Log FAQs
Student Class Enrollment / Student Class Enrollment Logs
Class Enrollment Log Entry Class Enrollment Log Exit
Why do some students have no entries on the Class Enrollment Log?
NO ENTRY listed: If the student was in the section the entire year, the default entry will be the first day of school and no entry
NO EXIT listed: If the student was in the section the entire year, the default exit will be the last day of school and no entry
Why do some students have exits on the Class Enrollment log with no entries?
NO ENTRY listed: If the student was in the section from the first day of school, the default entry will be the first day of school and no entry listed
EXIT listed: The student will have an effective date of exit - the last day they were scheduled in that section
Why do some students have entry dates on the Class Enrollment Log with no exits?
ENTRY listed: The student will have an effective date of entry if they entered the section after the first day of school.
NO Exit listed: If the student was in the section until the end of school, the default exit will be the last day of school and no entry listed
There is no need to manually create log entries for any student who has been there the entire year and already listed on the Class Enrollment.
Student Drop/Transfer In the Student log, select the student’s name and click either the Drop Students or Transfer Students button.
Student Drop: Students dropped from a section will be removed from the course and their report card will no longer show any grades from this course. Make sure to put the effective date of the drop, not the date you are making the entry.
Student Transfer:
Any final marking period grade earned in the first course will transfer to the “Override” area in the corresponding marking period of the destination course. All assignment/test grades will be e-mailed to the new teacher for review, however, these assignment/test grades will not appear in the new teacher’s Grade Book.
A student started attending a different section two weeks ago, and I just found out now. What date do I use? Always use the date that the student actually began attending the section, even if you found out about the change later. Enter the date the student actually started into the “effective date” box. Check the log to be sure it is showing the actual entry date.
OnCourse Teacher Log FAQs
NJSMART will only take one period of attendance per teacher, per section, per year. This means that we can’t report two different time periods in the same school year for a single teacher on the same class.
Section Entry and Section Exit dates are important as the information is used in the mSGP calculation to determine the time in course for the teacher of record.
A teacher went out on maternity leave - what do I do with the section? If a teacher is on leave, which teacher gets reported?
● When a teacher is on leave, they will not have access to the Grade Book. ● The LTR will be the primary for the section and have access to the Grade Book. ● Unlink the teacher from the section using the effective exit date (first day of leave). Add the LTR to the
Teacher log and click Print On R.C. and Primary ● If the effective entry date of the LTR or the effective exit date of the teacher needs to be adjusted,
go to the View Change Log and add another log record. Remove the one not needed. ● The change log should now show the entry and exit of your original teacher and the entry date of your
LTR. ***If a teacher is on leave, they will not have access to the Grade Book. After an LTR is added to the section, the teacher must be deleted as the Print on RC and Primary and there must be an entry showing their effective exit date in the Teacher View Change Log.
My teacher taught at the beginning of the year, left, then came back and taught again at the end of the year. What do I put in the log?
NJSMART will only take one period of attendance per teacher, per section, per year. This means that we can’t report two different time periods in the same school year for a single teacher on the same class. It is up to the school to choose which time period should be reported. Edit the teacher log to reflect the desired period.
I realized I have the wrong teacher on a section - how do I fix this?
● Unlink the teacher and delete them. ● Then go to the View Change Log and delete that entry. This will erase any connection between
the teacher and the section.
My teacher was only here part of the year, but the students on her course roster for the NJSMART submission are showing all year.
● The teacher log should show the dates he/she was in the specific section. ● The students should show the dates for that section, not the teacher’s dates
Last Minute Registration FAQ
How do I know when a new student has submitted a registration form? You should get an email letting you know the person has made an appointment. However, if you do not add appointment slots to your calendar the parent will not be able to schedule and may or may not follow up by calling you. Best practice is to create slots on your calendar, and also to keep an eye on the “Pending Approval” view within InfoSnap to see new students. How do I approve a registration in InfoSnap? In most cases, check “Enroll in SIS” and the Approve button will light up. See page three of the InfoSnap documentation for further information. Can I approve a registration without residency or other documents? Yes. If you are reasonably sure the student will attend, you can approve the registration and get additional documentation later. Check the “Follow Up” boxes for any areas where you need to follow up. You can find the checked submissions again later in the “All Submissions” view by choosing the appropriate “Follow Up” box under “Tagged.” How long will it take for my new student to be moved to Oncourse? Once you have approved your student, their submission will move to the “Pending Delivery” area in InfoSnap. Data Processing monitors this area and transfers new students over to OnCourse within about 24 hours, usually on the same working day. How long will it take for my new student to appear in Realtime? Student demographic information is transferred from OnCourse to Realtime nightly. Students appear in Realtime the day after they are entered into OnCourse. How long will it take for my new student to appear in BlackBoard? Student demographic information is transferred from OnCourse to BlackBoard nightly. Students appear in BlackBoard the day after they are entered into OnCourse. How do I get my new student’s network username / password? In OnCourse, go to the student’s General screen and choose the Miscellaneous tab in the lower half of the screen. The student’s username is the OnCourse Connect Username / OnCourse ID. Their password is the Network Password. You may want to create an Advanced Search with these fields for quick access. How do the student’s parents get their account information for OnCourse Connect? Parents should go to the Wayne Schools website and either click on the icon link on the right or go to Family Links and click on OnCourse Connect. Parents should click on the Forgot Password? link and enter the parent contact email given to the district. Parents will receive an email with their username and a link to change the password.
How do I get my new student’s State ID? Data processing obtains State IDs directly from the state using the NJSMART portal. Once the state has assigned IDs, they have to be transferred back from the portal to OnCourse. This process is done every few weeks throughout the year, more frequently at the beginning of school and during state testing.
New Registered Students Who Don’t Attend
Students who register and then do not come to school as scheduled: 1) If a student will not be attending at all, delete any attendance marked for them and enter an exit ticket. Data will mark the student a ‘summer exit’ if they were here last year or remove their enrollment records entirely if they were starting new. 2) If a student will be starting later than scheduled, delete any attendance entered for them and enter a ticket to update their start date. Data will update their enrollment to reflect a future start date.
Absences of 10 days or fewer: Students should not be disenrolled, they should just be marked absent.
Absences of more than 10 days: If the student is still in New Jersey, mark them absent. If the student is out of the state or out of the country, enter a student data change ticket to disenroll the student and delete any absences marked after the date the student departed. When the student returns enter a ticket to re-enroll them.
Students whose whereabouts is unknown: When a student’s whereabouts can’t be determined, they should be marked absent for 10 days and then dropped out on the 11th day missing. This should be done only in extreme cases, please make every effort to locate the student
Exiting students: If a student is no longer attending in your building, please enter a student data change ticket to exit them from the enrollment register right away, as of the date they stop attending. Please do not wait for them to be ‘signed out.’
- OnCourse needs to reflect who is actually present in our buildings even if paperwork is pending in the office.
- Leaving them active on our register causes conflicts in the NJSMART portal when they enter another district.
- EVERY ‘dropout’ code counts against our published district graduation rate. Please make every effort to determine where exiting students are going. Use “T” (transfer) code as a rule and “D” (dropout) code only as a last resort
Report Card Schedule
2018-2019
Secondary Progress Reports & Report Cards
Marking Period Progress Notification to Parents
End of Marking Period
Marking Period Grades Finalized/Parents
Notified
1 Oct 11 Nov 16 Nov 27
2 Dec 21 Jan 30 Feb 6
3 Mar 6 Apr 12 Apr 18
4 May 17 Jun 19 Jun 27
Elementary Report Cards
Marking Period End of Marking Period Marking Period Grades Finalized/Parents Notified
1 Nov 30 Dec 7
2 Mar 8 Mar 20
3 Jun 20 Jun 27
How to Post to Social Media
If you have something exciting that you want shared on our social media sites, please complete the form, linked below to have your news shared. http://bit.ly/WTPS-share-news
2018-2019 NJSMART Reporting
Each year we are required to make several submissions to the NJDOE / NJSMART. As a district our goal is to work together to ensure the information we submit is timely and accurate. Yearly NJSMART Reports SID Snapshot (Student Enrollment Snapshot) - October SMID Snapshot (District Staff Snapshot) - October State Testing Submission - October
State Submission - November Special Education Submission - November Staff Submission - November
State Submission - June SID Snapshot (Student Enrollment Snapshot) - June SMID Snapshot (District Staff Snapshot) - June
CTE Submission - August Course Roster Submission (Teachers & Students) - August
OCTOBER 2018 NJSMART SID Snapshot (Student Enrollment Snapshot) - October
Identifying which students are our reporting responsibility and verifying their information.
Office Responsible: School Offices, Central Office - Student Support/CST & Health Services Timeline: Deadline for all Student Changes/Info Needed to data processing is October 1, 2018 Deadline: NJSMART reporting due date is October 15, 2018
Teachers: Check class rosters against students in the classroom. Notify the school office ASAP of any discrepancies.
High School Guidance:
Verify ELA and Math Graduation Pathway information for students in grade 12.
Offices: Review enrollment against students in the building. Notify data processing ASAP of any enrollment discrepancies and any students who enter or exit the school.
Student Support/ CST:
Verify classification and placement / program code for all students in Realtime. Ensure students determined ineligible at initial eval are marked DI (00) and students declassified after receiving services are marked Declassified (99).
Health Services: 1)Verify Free and Reduced Rate lunch information in OnCourse. 2)Verify LEP information in OnCourse. 3)Verify non-public rosters.
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2018-2019 NJSMART Reporting
NJSMART SMID Snapshot (District Staff Snapshot) - October
Identifying all district staff and verifying their information.
Office Responsible: Central Office - HR Timeline: Deadline for all Student Changes/Info Needed to data processing is October 1, 2018 Deadline: NJSMART reporting due date is October 15, 2018
Central Office - HR: Verify information and enter all district staff. Send all changes to HR
NJSMART State Testing Submission - October
Identifying which students are our reporting responsibility for testing and verifying their information, particularly testing accommodations. Ensuring information submitted is consistent with the SID Snapshot.
Office Responsible: School Testing Coordinators, Student Report/CST & Reading Specialists Timeline: Deadline for all Student Changes/Info Needed to data processing is October 1, 2018 Deadline: NJSMART reporting due date is October 15, 2018
Testing Coordinator:
Facilitate identification and collection of accommodations
Student Support/CST & Reading Specialists:
Provide accommodation data
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2018-2019 NJSMART Reporting
NOVEMBER 2018 NJSMART State Submission - November
Additional information for in district and out of district ‘sent’ students.
Office Responsible: Central Office - Student Support Services & Compliance Timeline: Deadline for all Student Changes/Info Needed to data processing is October 29, 2018 Deadline: NJSMART reporting due date is November 19, 2018
Student Services: Verify and enter attendance as of Oct 15th for all students in Out of District placements. Verify and enter Title I information.
Compliance: Verify status of homeless students.
NJSMART Special Education Submission - November
Special education information for all students who are currently involved in the special ed process (including ongoing evals and classifications/declassifications since the last SID snapshot).
Office Responsible: Central Office - Student Support Services/CST Timeline: Deadline for all Student Changes/Info Needed to data processing is October 29, 2018 Deadline: NJSMART reporting due date is November 19, 2018
Student Suppport/CST:
Review case dates, services, and case information (see the NJSMART tab) of all classified, determined ineligible, and recently declassified students in Realtime.
NJSMART Staff Submission - November
Identifying all district staff and verifying their information.
Office Responsible: Central Office - HR Timeline: Deadline for all Student Changes/Info Needed to data processing is October 29, 2018 Deadline: NJSMART reporting due date is November 19, 2018
Central Office - HR: Verify information and enter all district staff. Send all changes to HR
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2018-2019 NJSMART Reporting
JUNE 2019 NJSMART State Submission - June
Additional information for in district and out of district ‘sent’ students.
Office Responsible: Central Office - Student Support Services & Compliance Timeline: Deadline for all Student Changes/Info Needed to data processing is June 14, 2019 Deadline: NJSMART reporting due date is June 28, 2019
Student Services: Verify and enter attendance as of Oct 15th for all students in Out of District placements. Verify and enter Title I information.
Compliance: Verify status of homeless students.
NJSMART SID Snapshot (Student Enrollment Snapshot) - June
Identifying which students are our reporting responsibility and verifying their information.
Office Responsible: School Offices, Central Office - Student Support/CST & Health Services Timeline: Deadline for all Student Changes/Info Needed to data processing is June 10, 2019 Deadline: NJSMART reporting due date is June 28, 2019
Teachers: Check class rosters against students in the classroom. Notify the school office ASAP of any discrepancies.
High School Guidance:
Verify ELA and Math Graduation Pathway information for students in grade 12.
Offices: Review enrollment against students in the building. Notify data processing ASAP of any enrollment discrepancies and any students who enter or exit the school.
Student Support/ CST:
Verify classification and placement / program code for all students in Realtime. Ensure students determined ineligible at initial eval are marked DI (00) and students declassified after receiving services are marked Declassified (99).
Health Services: 1)Verify Free and Reduced Rate lunch information in OnCourse. 2)Verify LEP information in OnCourse. 3)Verify non-public rosters.
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2018-2019 NJSMART Reporting
NJSMART SMID Snapshot (District Staff Snapshot) - June
Identifying all district staff and verifying their information
Office Responsible: Central Office - HR Timeline: Deadline for all Student Changes/Info Needed to data processing is June 10, 2019 Deadline: NJSMART reporting due date is June 28, 2019
Central Office - HR: Verify information and enter all district staff. Send all changes to HR
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2018-2019 NJSMART Reporting
AUGUST 2019 NJSMART CTE Submission - August
Identifying all students in CTE Program
Office Responsible: High School Offices Timeline: Deadline for all CTE Info Needed to data processing is June 14, 2019 Deadline: NJSMART reporting due date is August 3, 30219
High School Offices:
Verify students and student information needed for the CTE Program.
NJSMART Course Roster Submission (Teachers & Students) - August
Report the teachers and co-teachers who are responsible for each course section’s roster and the students enrolled in those course sections.
Office Responsible: Teachers, School Offices Timeline: Deadline for all Student Changes/Info Needed to data processing is June 21, 2019 Deadline: NJSMART reporting due date is August 2, 2019
Teachers Check class rosters against students in the classroom. Notify the school office ASAP of any discrepancies.
Offices Check sections for correct teachers.
Make sure any teachers on leave are not linked to a section. If there was an entry/exit date, that should be listed in the Teacher Log. If the teacher was out on leave for the entire year, their name should not be linked to a section and should not be listed in the Teacher Log.
Correct any teachers listed on sections that did not run this school year. There should be NO linked teachers or any teachers listed in the Teacher Log.
Correct any students listed on sections that did not run this school year. There should be NO students in the Class Enrollment or in the Class Enrollment Log.
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