X2 Aspen Handbook - Miami-Dade County Public …ehandbooks.dadeschools.net/user_guides/183.pdf · Use the link found in the “My Applications” section of the ... If the student

X2 Aspen Handbook

Information Technology Services Technology Training Center 13135 Coral Way Miami, Fl 33175

X2 Aspen Handbook 2009 Revised: July 29, 2009

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X2 Aspen Handbook 2009

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Table of Contents

Contents

Log‐in ............................................................................................................................................................. 4

Registering Students New to Your School .................................................................................................... 6

Transferring a Student. ............................................................................................................................... 10

Scheduling Walk‐in Students ...................................................................................................................... 12

Student Schedule Changes .......................................................................................................................... 16

Adding a Course to the Master Schedule ................................................................................................... 19

Create & Schedule a New Section of an Existing Course ............................................................................ 20

Editing the Master Schedule ....................................................................................................................... 22

Adding a Teacher ........................................................................................................................................ 24

Adding a Co‐Teacher ................................................................................................................................... 25

Deleting a Class from the Master Schedule ................................................................................................ 26

Using Field Sets ........................................................................................................................................... 28

Choosing & Managing Filters ...................................................................................................................... 30

Queries ........................................................................................................................................................ 32

Troubleshooting .......................................................................................................................................... 34

Updating a Student’s Year of Graduation (YOG)......................................................................................... 34

Reports ........................................................................................................................................................ 35

Machine Specifications ............................................................................................................................... 36


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X2 Handbook

Login Use the link found in the “My Applications” section of the Applications and Sites tab found in your Employee Portal.

Enter your employee number and P‐Synch password to access the X2 Aspen application.


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The Home tab contains a welcome message and may contain important system notifications. Also, the student search window allows for rapid Aspen X2 database searches. Use the F11 key to hide the Internet Explorer browser controls. This will also free more area on your workspace.

NOTE: Once in the Aspen environment, use the X2 navigational icons and not the Explorer browser icons to operate the program.


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Registering Students New to Your School Entering students into the X2 Aspen occurs after confirming that a student is not in the X2 database. If the student is already in the database, then treat any scheduling changes as a Transfer within the same school district. If the student is not in the X2 database, research the student in ISIS to reveal the existence of a possible student identification number which would suffice to enter the student into the X2 database.

Yet, if you confirm that the student has never received a student identification number, register the student in ISIS and when the new student number is issued, use it to register the student into the X2 database. The following steps will guide you through the process.

IMPORTANT NOTE:

AGAIN: The following process does not replace ISIS registration procedures; it only enters the student into your X2 Aspen database for scheduling purposes. Follow these steps in the blue School View to add a student to the X2 Aspen database; these directions are not for students that are transferring from one MDCPS school to another. Step 1. Always register a student in ISIS first to obtain a proper M-DCPS student ID number

before adding a student to X2 Aspen. Step 2. Always search for a student in the Student Search box on the Aspen main page before

attempting to add a student. You will receive an error message if you try to add a student that already exists in the database.


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Step 3. Select the top-tab Student. Step 4. From the Options menu select -> Registration -> Register Student.

The Student Registration Wizard displays Step 1. Step 5. Select “New student”

Enter the student’s name, gender, and birthday as displayed in ISIS. Press the TAB key to generate the student’s age. Data entry errors will result in duplicate students in X2-Aspen than can only be resolved by Support Services. Step 6. Confirm name and birth date. Step 7. Click Next.


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Step 8. Enter the student’s Year of Graduation (YOG), press the TAB key and then enter the student’s ISIS ID number in the Local Identifier field exactly as it appears in ISIS. Skip the State Identifier field. Type “T” in the date space and press the TAB for today’s date.

Step 9. Click Next. Year of Graduation Conversion (YOG) Conversion Chart

2009-2010 Grade Level YOG

12 2010

11 2011

10 2012

09 2013

08 2014

07 2015

06 2016


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Step 10. Click Finish to complete the student entry into the X2 Aspen database.

The student should now appear in the Active student list.

* * * NOTE: You will receive an error message if you attempt to enter a student that

already exists in the database. Click OK and search for the student again on the Home tab.


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Transferring a Student* * Corresponds only to student transfers within the Miami‐Dade County Public Schools (MDCPS) district, not students from schools that are private or outside the MDCPS district.

IMPORTANT NOTE:

• The following process does not replace ISIS registration procedures; it only enters the student into your X2 Aspen database for scheduling purposes.

• Always enter a transfer student in ISIS first to ensure the student is in membership at your school before transferring him or her to your school X2 Aspen database.

Follow these steps in the blue School View to transfer a student registered in another M-DCPS school to your school in the X2 Aspen database for scheduling purposes. The student must already be in the X2 Aspen database at another school at the time of planned transfer.

Step 1. On the top-tab Home, use the Student Search box to verify that the student you wish to transfer is in the X2 Aspen database. Pay close attention to the student ID number. Note if the student’s Enrollment Status is active (A) or inactive (I). See Step 8 on page 11.

Step 2. To transfer a student, select the top-tab Student. Step 3. From the Options menu select -> Registration -> Transfer Student.


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Step 4. In the Transfer Student window, type the student ID for the student you wish to transfer to your school and press the tab key. The student's name, current school, and destination school will appear automatically.

NOTE: These codes will not be transferred to ISIS and are not a replacement for formal withdrawal from ISIS.

Step 5. Enter the Withdrawal information on the Current School side (left) for the student.

• Enter the withdrawal date: type the letter “T” and press Tab. • Leave the codes and reasons blank.

Step 7. Click OK to complete the transfer. The student will appear in the All Active Students list for your school and will be available for scheduling.

Step 8. IMPORTANT: If the student was inactive in Step 1, you must change his/her status to active before you can schedule him/her. From the filter menu, select All Primary Students. Then use the Ctrl+F to find your transfer student.


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Step 9. On the side-tab Student Detail, change the student’s Enrollment Status from “I” to “A” and save your changes.

Scheduling Walkin Students On the student tab locate student to schedule. Use the drop‐down menu, or Ctrl F, to select the student.


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Select the Schedule side tab and the Workspace sub‐tab. Enter the desired courses in the bottom field next to the word Number. Use capital letter and separate the sequences with a comma and a space when entering the courses (e.g.; A01, B01, P01). Click the Add button to add course requests to student.

Click the reschedule button to schedule the student.

Verify that the student schedule is complete, including term two classes. Adjust schedules as necessary. Click on the Post button to finalize the schedule. The asterisks on courses will disappear when the schedule is posted.


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ALERT: If you receive the error message “no student data found,” check the “Include in Scheduling”

box found by clicking the Student tab ‐> Schedule side tab ‐> Attributes sub tab to resolve the conflict. See additional information in the Troubleshooting section of this manual.


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The green success box confirms that classes are posted, but schedulers must verify that students are 100% scheduled, including term 2.


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Student Schedule Changes In the blue School View, find the student you wish to schedule change. Select the Student top‐tab; use Ctrl‐F to find student or use the drop downs.

Select the Schedule side‐tab, then the Workspace sub‐tab to perform class adds and deletes.


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The Workspace is the area where changes are performed ws the students requests (if there are any).

. The lower half of the window sho

Check‐mark classes to drop and click the Drop button to remove them from the schedule. Add known sequences and sections directly through the Courses box or Select sequences and sections from the entire course offering. The “Pick List” allows the user to choose replacement classes. Users can choose to search for replacement classes using the dropdowns to specify desired course sequence, period taught, or course term. Click the “OK” button after selecting desired replacement classes.


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With the schedule change complete, you have the oppor or allow it to Revert to the original schedule. You must select one of these two options before leaving the screen.

tunity to Post the schedule change

After grades are posted, you must also specify the dropped class so that grades will be applied to the correct class in ISIS.

The system will match subject areas where possible . Click the Edit button to change the default if necessary. Click OK to complete. Clicking cancel will return you to the student schedule.


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Adding a Course to the Master Schedule Courses are created in ISIS (on the PF9) and then imported to X2 overnight. You must then activate the course before you can create sections of it.

Schedule ‐> Courses Use Ctrl‐F or the dropdown to find the course you want to make available for scheduling. Click on link for the course.

Select the Build sub‐tab

• Check‐mark “Include in Scheduling” • Base Terms and Covered Terms (see table below) • Periods per cycle

Save your changes.

Base Covered PPCAnnual 1 1 1Term 2 1 1


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Create & Schedule a New Section of an Existing Course In the blue School View, select Schedule top‐tab ‐> Master side tab. From the menu bar, select Options ‐> Add

The add section screen will appear. Carefully provide the following information. Use the magnifying glass to select from existing lists of teachers and rooms, and use dropdown lists where possible to reduce data entry errors.

• Number of the sequence to which you wish to add the new section. The next sequential sequence number will automatically appear in the Section Number box.

• Primary Staff Name and Primary Room Number • Schedule Term Code (FY, S1, or S2) • Enrollment maximum • Section closed at max indicator


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Assign the period the class will be taught in by clicking on the blue “Edit Schedule” link. Select the class period for the new section. Click OK to confirm the period selection.

Click Save on the add section menu.

Co‐Teachers may be added at the same time you create the section by accessing the Teacher sub‐tab.


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Editing the Master Schedule Changing a Period

In the blue School View, go to the Schedule top‐tab. Use Ctrl‐F or the dropdown to find the sequence and section that you would like to change. Click on the sequence/ section link you wish to change.

To change the period, click on the period the section is scheduled in currently. This will open a grid and allow you to change the period.

Select the new period in which you wish to schedule the class.

WARNING:

X2‐Aspen trusts that you will not double schedule a room. There is no warning message if you schedule multiple classes in a room during one period. Be careful when you change periods.

Click OK to close the period‐change grid.


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Click the Save button before leaving the screen.


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Adding a Teacher In the blue School View, select the Staff top tab to display the Staff List. Pull the Options menu to Add.

The New Staff dialog appears with the Details open.

Required Fields:

• First Name

• Last Name

• Teacher Number

• Local Identifies (Employee Number)

• Type (Choose from the drop‐down list)

• Department (from the drop‐down list) Click the Save button at the top or bottom of the dialog to add the teacher.


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Adding a CoTeacher Special Note: Co‐teachers will not transfer to ISIS; they must still be added manually in ISIS on the PF9 Course Record screen. From Schedule top‐tab ‐> Click on sequence/section link of the class to which you wish to add a co‐teacher.

Master side‐tab ‐> Teacher sub‐tab from the Options menu, select Add .

Use the Magnifying Glass to pick the name of the co‐teacher, set the Schedule Term and the role of the co‐teacher.


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Click to save changes.

Deleting a Class from the Master Schedule IMPORTANT: Make schedule changes to all students in a section prior to deleting class. From the Options menu select DELETE to remove a class. A deleted class CAN’T BE UN‐DELETED. From the Schedule top‐tab ‐> Master side‐tab. Use Ctrl‐F or the dropdown to find and check‐mark the section you wish to delete.


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From the Options menu, select Delete.

The class will be eliminated from your master schedule in X2.

The class will be inactivated in ISIS. This section cannot be re‐used later.


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Using Field Sets Throughout X2 Aspen, you can use field sets to customize the columns that appear in a list. When you create field sets, you define the columns of information you want for every record on the page.

Manage your field sets in the upper right‐hand corner of each page by clicking on the Field Set menu. From this area of the page, you can modify an existing field set. To edit an existing field set, select Default Fields from the drop down list.

The Manage Field Sets dialog box will appear. Make a copy for yourselfas a starting point for the new field set by selecting Default [district], then click Copy.

In the Name field, type your user name. At the Type field select User from the drop‐down list.

Click Save.

Owner’s Username


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To Edit the Copied Field Set

Select copied field set (e.g. your user name) and click edit.

To Add/Remove fields from the Selected Field list, do one of the following:

• Hold the CTRL button and select the fields you want in your selection, click Add/Remove.

• Click each field one at a time, click Add/Remove.

Click the Up/Down buttons to move the fields into the order that you want them displayed on your page. Click Save when the Selected Fields list contains all of the fields you want on your page, in the order in which you want them to appear.

NOTE: If you wish to make this new Field Set to be the default set, open the Manager again and move your new set to the top of the list.


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Choosing & Managing Filters Use filters to search your school’s Master Schedule for individual teacher or student schedules.

1. Filters are available on all tabs. The list displays according to the filter that is first in the list.

2. Select the tab you wish and click on the Filter icon to see the list of filters.

3. Select the filter you want to use. The list changes to reflect your choice.

4. If you wish your list to default to this filter, click on the filter icon and choose Manage Filters.


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5. The Filter Manager appears. 6. Highlight the filter you want to use as the default. 7. Click the Up button until that filter moves to the top of the list. 8. Click the OK button to confirm your choice. Now your list will open every time you navigate to it and display according to your default filter.


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Queries You use queries to find a group of records that match specific criteria at a particular time from a list page. For example, you can perform a general search for a group of students with the same year of graduation, or a more specific search for students in the same graduating class in a particular homeroom.

The Query search tool is accessed from the Student, Staff and Schedule tabs in the blue School View mode.

A “New Query” search window appears and is ready for your input. Once you have selected the

To perform a Query search, select the tab you require, and in the Options menu, select Query.

Table, Field, Operator, and Value, click on the Add button to see your search in the bottom of the window.

our search for faster access at a later time.

Click the Search button to generate the information requested. You will also have the choice of savingy


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our search will generate a new list based on all parameters given to the database. This process can be repeated as often as you require new data sorts.

ALERT: Note that the filter now says “Custom Selection”. To return to the full list, change the filter ack to the regular default filter. (See the above illustration.)

Y

b


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Troubleshooting

Updating a Student’s Year of Graduation (YOG) Begin on the Student top tab. Select Options from the menu bar ‐> pull to Registration, then to Promote /Demote Student.

Use the magnifying glass (picker) to choose the student whose YOG you will update.

Enter today's date (type a lower case letter “t” and press the TAB key). Use the Picker to enter a reason (Repeat Grade or Double Promote). Enter correct YOG and press the TAB key. Verify that the YOG and current grade are correct.

Save changes.


Appendix A

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Reports

Name Location

Student Schedule Top Tab > Student (Select Student) > Side Tab Schedule > Reports menu > Student Schedule Sheet

Student Schedule Change Report

Top Tab > Student (Select Student) > Side Tab Schedule > Reports menu > Student Schedule Change Report Form

Teacher Schedule Top Tab > Staff (Select Teacher) > Side Tab Schedule > Reports menu > Teacher Schedule Sheet

Master Schedule Top Tab > Schedule > Side Tab Master > Reports menu > [Teacher Schedules] Sort results by “Teacher” or “Department” as desired.

Class Lists

Top Tab >Schedule > Side Tab Master (select desired classes)> Options menu > Show Selected > Reports menu > Class Lists. When finished return filter to “All Records.”

Student Schedule Breakdown (Over or Under Enrolled)

Top Tab > Schedule > Side Tab Master> Reports menu > Student Schedule Breakdown (Over or Under Enrolled)!


Appendix B Machine Specifications

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Appendix C

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X2 Aspen User Authorizations: Issued by a Principal, at a given work location, in the Quad A+ system. All authorizations take 48 business hours to process.

WSHA: Aspen Administrator Authorization: Full build, scheduling and reporting capability. User Suggestion: Only the most experienced scheduling personnel.

WSHB: Aspen User

Authorization: Student scheduling and reporting capability. User suggestions: Anyone who needs to create or adjust student schedules and print reports.

WSHO: Aspen View Only

Authorization: Schedule viewing and reporting capability only. User Suggestion: Anyone who must needs access to student and teacher schedules and reporting; these users have no edit cabablities.

Only one authorization (highest) is required per user.

Documents

X2 Aspen Handbook - Miami-Dade County Public …ehandbooks.dadeschools.net/user_guides/183.pdf · Use the link found in the “My Applications” section of the ... If the student