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School-wide Information System (SWIS) Becoming Swift at SWIS Florida’s Positive Behavior Support Project University of South Florida.

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Presentation on theme: "School-wide Information System (SWIS) Becoming Swift at SWIS Florida’s Positive Behavior Support Project University of South Florida."— Presentation transcript:

1 School-wide Information System (SWIS) Becoming Swift at SWIS Florida’s Positive Behavior Support Project University of South Florida

2 Florida Positive Behavior Support Project at USF Becoming Swift at SWIS a. Preview SWIS III Users Manual, License Agreement, and confidentiality b. Preview SWIS account c. Data entry in practice account d. Basic report generation and customized reporting e. Building fluency activities

3 Florida Positive Behavior Support Project at USF SWIS ( School-wide Information System) Defined - SWIS is a web-based information system for gathering, entering, summarizing, reporting and using office discipline referral information Purpose - Improve the ability of school personnel to develop safe and effective educational environments

4 Florida Positive Behavior Support Project at USF Setting Up for SWIS III  SWIS Personnel at School  Who are the three identified SWIS users? School contact person?  Critical SWIS Information  Web browser and version used  SWIS login name  Two sets of passwords  Full Use for the SWIS users  Read Only for others – who are they?  Set up Hardware  At the school, make sure that one of the 2 web browsers are installed, if not installed, install one  Netscape 6.1(or higher) Internet Explorer 5 (or higher)

5 Florida Positive Behavior Support Project at USF Addressing Confidentiality Issues De-Activate all AutoComplete options in Internet Explorer that allows the computer to remember your password: Open Internet Explorer Pull down the “Tools” menu Click on “Internet Options” Click on “Content” Click on “AutoComplete” Unclick the boxes to the left called “User names and passwords on forms”and “Prompt me to save passwords” Click on “Clear Passwords Click “Ok” Click “Ok” two more times to exit windows

6 Florida Positive Behavior Support Project at USF Setting Up for SWIS III Use Web Browser Cookies  Netscape 6: Check the current settings in the preference area. Pull down the “Edit” menu and select “preferences.” Click on “Advanced.” View options on the right side of dialogue box. Select “Accept all cookies” and unselect “Warn me before accepting cookie” options. Click “OK.”  Internet Explorer 5: Cookies are set up to accept automatically. Check and make changes if necessary.

7 Florida Positive Behavior Support Project at USF Bookmark the SWIS III homepage Click on the “Favorites” pull down menu at the top of your screen Click on “Add to Favorites” Click “OK” to add as a bookmark for future reference

8 Florida Positive Behavior Support Project at USF Logging On to your school account (p. 20) From the SWIS homepage, click “Login” located at the top right-hand side of the page Enter your school’s username and your password (note: case & space sensitive) Click “Login” Click “Continue” to enter To honor confidentiality, always log off when leaving your work station

9 Florida Positive Behavior Support Project at USF Navigating through SWIS Always use the SWIS provided navigational keys to SAVE, LOG OUT, GO BACK TO PREVIOUS LOCATION… Using the Explorer or Netscape buttons to close file or go back may cause interruptions in service.

10 Florida Positive Behavior Support Project at USF Main Menu Data Entry School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists

11 Florida Positive Behavior Support Project at USF Setting up your SWIS III Account  Click on “School Address and Contact” (p.21)  In most cases, you should only need to visit this page only once a year.  This information should be entered for you when your site is set up at the University of Oregon  Review for accuracy - click “Save” if you need to make any changes  Exit your school account by clicking “Logout” at the top right-hand side of the screen.

12 Florida Positive Behavior Support Project at USF Practice Activity 1  See if you can login again.  Use the practice account username & password this time Username: facilitator Password: kimherrmann Username: facilitator Password: denisebinder Username: facilitator Password: donkincaid

13 Florida Positive Behavior Support Project at USF Main Menu Data Entry School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists

14 Florida Positive Behavior Support Project at USF Setting up a SWIS III™ Account  Click on “Enrollment/Days per Month” (P. 22)  Select a school year from upper right corner pull down menu  Enter total number of students enrolled as of the October 1 st FTE – do not adjust after this date unless you experience more than 10% change in total enrollment  Enter ethnicity enrollment, total number of students in each group  Click “Save” when finished then click “Main Menu” to return.

15 Florida Positive Behavior Support Project at USF Practice Activity 2  The school you are currently setting up has an October 1 census count of 950. Enter this number under “enrollment”.  The school currently enrolls: 400 Black Students350White Students 100 Hispanic Students100 Asian Students  Enter the following schools’ days per month: September 23 days January 22 days October 25 days February 21 days November 17 days March 20 days December 14 days April 23 days

16 Florida Positive Behavior Support Project at USF Main Menu Data Entry School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists

17 Florida Positive Behavior Support Project at USF Staff Information Menu 1. Add/Revise Staff 2. Display Staff Status 3. Merge StaffAdd/Revise StaffDisplay Staff StatusMerge Staff

18 Florida Positive Behavior Support Project at USF Setting up a SWIS III™ Account  Click “Staff Info” then “Add/Revise Staff” (p.23)  Use the “Jump to Staff” link to view the existing staff list  Click on staff name to revise  Click on “New” link to add new staff  Other Info field is optional can enter teacher’s role, team name…  Click “Save” when finished and then click “Return to Previous Location”

19 Florida Positive Behavior Support Project at USF Practice Activity 3  Click “Staff Info” then “Add/Revise Staff” (p.23)  Click “New” and add the names of three people you remember from high school to the staff list.  Click “Save” after each name

20 Florida Positive Behavior Support Project at USF Staff Information Menu 1. Add/Revise Staff 2. Display Staff Status 3. Merge StaffAdd/Revise StaffDisplay Staff StatusMerge Staff

21 Florida Positive Behavior Support Project at USF Display Staff Status Only staff that are checked will be displayed on selection lists. Use this page to remove staff who have moved or are no longer in your school from your selection lists.

22 Florida Positive Behavior Support Project at USF Staff Information Menu 1. Add/Revise Staff 2. Display Staff Status 3. Merge StaffAdd/Revise StaffDisplay Staff StatusMerge Staff

23 Florida Positive Behavior Support Project at USF Merging Staff You may need to merge staff names when: There are 2 different spellings of a teacher’s name A teacher changes his/her name Teacher’s “nickname” was used for some referrals

24 Florida Positive Behavior Support Project at USF Practice Activity 4 Try merging two of the staff members’ names that you added Click “Staff to Retain” and select staff to retain Click “Staff to Delete” and select staff to delete Click “Merge”

25 Florida Positive Behavior Support Project at USF Main Menu Data Entry School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists

26 Florida Positive Behavior Support Project at USF Student Information Menu 1. Add/Revise Students 2. Display Student Status 3. Merge StudentsDisplay Student StatusMerge Students

27 Florida Positive Behavior Support Project at USF Student Information This section is set up the same as the“Staff Information” section. There are only a couple additional fields needed when entering a new student All fields with are mandatory You must select student gender Check the IEP box if the student has one Enter student’s district ID number if planning to merge into a district database Select the student’s ethnicity

28 Florida Positive Behavior Support Project at USF Main Menu Data Entry School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists

29 Florida Positive Behavior Support Project at USF Referral Management Menu This is where you will spend most of your time 1. Add/Revise Referrals 2. Find ReferralAdd/Revise ReferralsFind Referral

30 Florida Positive Behavior Support Project at USF Add/Revise Referrals (p.25)  Click “Add/Revise Referrals”  Click “Student Name”  Click “Add Student” if the student is not on the list yet  Enter all information  Extra Info. Is a field to define any of the above fields at a more specific level. Make a key for what info is being specified in the Extra Info fields. You can not change those specifications.  Extra Info 1: Bus Suspensionb01; b02; b03; b04…  Extra Info 2: Harassmenth01-verbal; h02-physical h03-racial; h04-sexual  Click “Save”

31 Florida Positive Behavior Support Project at USF Practice Activity 5 Practice entering 3 sample referrals Practice entering 2 referrals with your schools referral form

32 Florida Positive Behavior Support Project at USF Referral Management Menu 1. Add/Revise Referrals 2. Find ReferralAdd/Revise ReferralsFind Referral

33 Florida Positive Behavior Support Project at USF Find Referral (p.27) Use this option to locate/edit a specific referral Referrals will pop-up as a report Click on the referral date if revision is needed Locate referrals by: Student Staff Date Problem behavior Combining 2 or more of the above criteria

34 Florida Positive Behavior Support Project at USF Main Menu Data Entry School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists

35 Florida Positive Behavior Support Project at USF Generating Basic Reports & Graphs (p )  Basic Reports and Graphs include:  Ave. referrals per day per month  Referrals by problem behavior  Referrals by location  Referrals by time  Referrals by student

36 Florida Positive Behavior Support Project at USF Practice Generating Reports & Graphs Click “Average Referrals Per Day Per Month” (p.29) Select a school year Select referral type Select reporting features Click “Generate Report” **If the graph does not generate, make sure your enrollment days per month are entered!

37 Florida Positive Behavior Support Project at USF Main Menu Data Entry School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Reporting Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists School Address and Contact Enrollment/Days Per Month Staff Info. Student Info. Referrals Avg. Referrals. Per Day Per Month Referrals by Problem Behavior Referrals by Location Referrals by Time Referrals by Student Other Reports and Lists

38 Florida Positive Behavior Support Project at USF Other Reports and Lists Menu (p.30) 1. Custom Referral Report 2. Custom Graph 3. Referrals by Staff 4. Suspension/Expulsion Report 5. Individual Student Report 6. Year End Reports 7. Staff/Student ListCustom Referral ReportCustom GraphReferrals by StaffSuspension/Expulsion ReportIndividual Student ReportYear End ReportsStaff/Student List

39 Florida Positive Behavior Support Project at USF Practice Generating Other Reports & Lists Click “Custom Referral Report” Follow the directions on p.30 in your “Becoming Swift at SWIS” book.

40 Florida Positive Behavior Support Project at USF Building Fluency Activities (p.37-39) Data Entry Activities Questions #1-4 Accuracy and Modification Activities Questions #6-8 Questions #11-12 Reporting Activities Question #1 Question #5-7 Question #10

41 Florida Positive Behavior Support Project at USF Tools (p.33) At the main menu click “Tools”  Data Integrity Report:  Click “Data Integrity Report”  Use data entry and revisions instructions as needed  Preferences:  Click “Preferences”  Choose General Options (language,locale, name format, start of school year…)  Data entry (default to new or first on Add Student/Staff, default ethnicity)

42 Florida Positive Behavior Support Project at USF QUESTIONS ?? Make sure you are familiar with and know how to complete all items in the “Building Fluency Activities” section (p.37-39).

43 Florida Positive Behavior Support Project at USF CONTACT INFO & WEB SITES FL - PBS Project Phone: (813) Website: RRTC - PBS Website: SCHOOL-WIDE INFO SYSTEM Website:


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