WELCOME! Please keep the computers turned OFF, until Human Resources Staff directs you to turn them on. Thank you.

Secretary Training May 3, 2016 MCCSC Education Resource Center CoLab Presented by : MCCSC Human Resources and Information Services

Tuesday, May 3, 2016 Agenda & Schedule 8:00Welcome/Introduction of Secretaries Ms. Julia Gugel Ms. Leslie Shepherd 8:15Background Checks/HR Updates/Office Professionalism HR Staff 9:30Data Mining/Excel/Reports Mrs. Donna Clemens Mrs. Tammy Davis 12:00Dismiss for Lunch 1:00Looking up Student on DOE-STN Application Center STN | Language | Ethnicity Mrs. Tammy Davis 2:00Question & Answer Session HR Staff Mrs. Donna Clemens Mrs. Tammy Davis 3:00Dismiss **Continental Breakfast/snacks will be available

SECRETARY TRAINING Welcome to MCCSC

●New Subfinder program ●Many resources ●Dashboard ●User friendly ●Access by phone, web (iPad, computer), mobile app ●Helpful with itinerant (traveling schedules) ●Defaults time for ½ days - both mornings and afternoons ●Preference lists - more control by teachers and site ●Easy login ●Lots of shortcuts

er/en/portal/articles/ how- aesop-works?b_id=2369 ●Secretary Training in July Aesop Links

REMINDER Reasonable Assurance Letters & Evaluations were due MAY 1ST!!!

Professionalism Secretaries do it ALL!! But it is how you do it!!

10 Golden Office Rules Dress appropriately Speak clearly Listen carefully & pay attention – Don’t interrupt Don’t eat while working Don’t play on your phone Keep work area clean Provide good Customer Service Be courteous & respectful Always strive for excellence Always look in control

Dress Appropriately Remember Demeanor & Appearance are Important

Speak Clearly On the Phone & When Answering the Door ●Make sure your greeting states that we are now a 2015 “A” School Corporation

Etiquette ● s are public information - Keep it professional ●When you close and , sign off to set the tone of what you are saying….Kind Regards, Sincerely, Thank you

Listen carefully & pay attention – Don’t interrupt Remember Confidentiality

Don’t eat while working

Don’t play on your phone

Keep work area clean Organization & Time Management

Provide good Customer Service

Be courteous & respectful Office Climate & Noise Level

Always strive for excellence

Finally...Always Look in Control

New Background Check Form

Background Check Protocol ●EVERYONE that volunteers in your school must have a background check on file. No exceptions. ●Forms are available online and in print. To register online, go to mccsc.edu, click Community, then MCCSC Volunteer Team Registration. If using printed forms, please make certain they are current. ●Supervised volunteers are never alone with any students, so they are eligible for free background checks. Social security numbers are not required. ●If volunteers could be alone with students, a more extensive background check is required. The cost is $5.50. Social security numbers are required. ●Please allow 7 to 10 days for completion of a background check. We may not be able to accommodate last minute requests. ●Once approved, background checks are returned to the school of origin. Upon receipt, please notify the volunteer. Then, file the background checks in a secure, convenient location. ●Make sure the “FOR OFFICE USE ONLY” part is completed. This contains important information, including where to return the form.

Collecting Money for Volunteer Checks The State Board of Accounts requires that a receipt is provided for all money as it is collected, and that a deposit is made for all money collected within 24 hours. As such, we are revising the process for collecting money for background check fees, as follows: ●Money for background check fees may be collected at the building level. ●An auxiliary receipt must be issued. Please reference “background checks acct: # ” on the auxiliary receipt. ●Include a copy of the auxiliary receipt with the background check request form when you send it to administration for processing. ●Deposit the money for background check fees into the General Fund AP bank account. ●Please note “criminal history check” under “Other” on the deposit memo. ●Send the deposit ticket and deposit memo form to the accounting office. ●Please do not combine background check fees with other school money on the same deposit. Always use a separate deposit and deposit memo for criminal history check money.

Please turn on your computers, and login to Skyward Student. Thank you.

STN Application Center Employees Select STN Application Center

Looking up Student on STN Application Center Login Click on lookup, Lookup STN Lookup Type in STN #, click on Search Items to look at before you enter into Skyward: Birth | Gender | Ethnicity | Language When entering into Skyward Student, enter full legal name from birth certificate or passport. Please enter the full name, including middle into Skyward Student.

Skyward Student Student Info Access Click on: Login, lookup in Alphakey area type in STN #

Skyward Student – Legal Name of Student Student Student Profile Note you can lookup your student: Edit, The name should match what is on the birth certificate, or passport. If the IDOE does not have middle name, and the birth certificate does. Please enter the full legal name of the student into Skyward Student. If the IDOE does have the full middle name and your documentation does not, please enter what the IDOE has for the middle name. This will avoid many errors.

Skyward Student – Ethnicity | Race Student Student Profile If you check Ethnicity = Hispanic/Latino You must also click on Federal Race, and mark White, then click Save. If you mark Ethnicity Hispanic/Latino Ethnicity and also checkmark another Federal Race, Skyward will report the student as Hispanic. Hispanic Ethnicity trumps the race checkbox.

Skyward Student – Language Student Student Profile Special Prgms *Ltd Eng Prof Fill in the Language code that matches the IDOE: If there is a discrepancy, then we need a note from the parent stating that the original enrollment was incorrect and please scan and to

Microsoft Excel 2010 Training

Excel – Beginning Opening Excel Open Excel Click on Start, Browse to All Programs Microsoft Office Microsoft Excel 2010 I’m going to show you a few shortcuts, these are referenced on your quick guide. Creating a New Workbook - Ctrl + N You can close file now, and leave one workbook open. Ctrl +W to close.

Excel – Beginning

Excel – Beginning Opening Excel Enter the Data, listed below into the correct columns, and rows. Make sure to place your headers at the top of each column.

Excel – Beginning Saving File Saving File: Look at the current Title Bar: Saving a file – Menu Bar or Ctrl + S a. Click on File b. Click on Save As – Name the Excel File, Training Notice the change in the Title?

Excel – Beginning Closing File Closing File: Click on File Select Close or Ctrl + W (You should have saved your file, in the previous slide. If not you will be prompted to save file now).

Excel – Beginning Recent Recent: Click on File Select, Choose most recent file Then close the file again. Click on File Select Close or Ctrl + W

Excel – Beginning Open File Open File: Click on File Select, Open or Ctrl + O Browse for file you saved, or cancel and choose Recent.

Excel – Beginning Bold, Underline, Italic, Fill, Font Style, Font Color, Font Size 1.Click on Home 2.Set your headers to be: Bold Underline Italic Fill color yellow Font color- Red Font style Calibri Font size 12

Excel – Beginning Applying Lines Applying lines to a spreadsheet: Click on Home Tab Click and drag to highlight the area to apply line style to. Click on the down arrow on lines, choose All Borders

Excel – Beginning Setting Print Range Setting Print Range: 1.Click and Highlight Area you want to print 2.Click on Page Layout Tab 3.Choose, Print Area, Set Print Area

Excel – Beginning Setting Page Orientation Setting Page Orientation: 1.Click on Page Layout Tab 2.Choose Orientation, Portrait or Landscape

Excel – Beginning Setting Margins Setting Margins: 1.Click on Page Layout Tab 2.Choose Margins 3.Select Custom Margins 4.Notice on this page you can also Center on page, either Horizontally, Vertically or both.

Excel – Beginning Printing Ctrl + P Check Printer, for correct printer Settings, Print Active Sheets, or Entire Workbook? Print One Sided, or Duplex? Portrait or Landscape, Orientation Scaling - No Scaling or Scale to Fit?

Excel - Intermediate

Excel - Intermediate Renaming a Sheet Renaming a sheet: At Bottom, right click on Sheet1, rename Type in Fruit, press enter

Excel - Intermediate Adding a New Sheet Adding a New Sheet: Click on the sheet to the right, with the orange icon to insert a sheet or Shift + F11

Excel - Intermediate Deleting a Sheet Deleting a Sheet: Right click on all sheets but the one named Fruit, choose delete

Excel - Intermediate Auto Fill Auto Fill: 1.Type in 1 in cell A1 2.Type in 2 in cell A2 3.Highlight both cells, click on. At end of A2 4.Drag down to row 16, and autonumber.

Excel - Intermediate (Numbering) Now your spreadsheet looks like this. Why is line 16, showing #15? Look at A1… A1 contains the word Number, so it is a header and is not included in the auto numbering.

Excel - Intermediate Formatting - Currency Format Cells: 1.Click on Column C 2.Right Click, Choose Format Cells 3.Browse down to Currency 4.Set Decimal places to 2, and Symbol to $, Click OK:

Excel - Intermediate Formatting - Currency Now your spreadsheet, should look like this: Under Home, you can also use this shortcut, to change format, go ahead and play around with this:

Excel - Intermediate Undo & Redo Undo- Ctrl + Z or Arrow to the Left Redo- Ctrl + Y or Arrow to the Right Let’s Undo! Press Ctrl + Z or Arrow to the Left

Excel - Intermediate Wrapping Text 1.In Cell E1, Type in: Secretary of MCCSC 2.Now Click on Home Tab 3.Choose Wrap Text 4.Now your spreadsheet looks like this:

Excel - Intermediate Merge & Center 1.Click in Cell E1, and drag and highlight to G1 2.Now Click on Home Tab 3.Choose Merge & Center 4.Now your spreadsheet looks like this: 5.Now click on Cell E1, and press Delete on your keyboard 6.Click on E1, Uncheck Merge & Center to remove merged cell formatting.

Excel - Advanced Let’s Stretch...

Excel - Advanced Using Filters 1.Select all Excel Sheet, click here to do so: 2.Setting a Filter, Click on Data 3.Select Filter, or Ctrl + Shift + L Now your headers look like this, see arrows? 4.Now click on one of the down arrows 5.Uncheck Select All, and choose what you want to display. You can click on the down arrows, to pull only the data in those columns you wish to display.

Excel - Advanced Turning Filters Off/On Turning Filter Off/On: 1.Click on Data 2.Click on Filter 3. This turns your Filter Off/On Go ahead and filter by Item: Peach 4.Click on Filter Go ahead and familiarize yourself with the filter.

Excel - Advanced Sorting Sorting- Click on box to left, to select all records or Ctrl + A Select Data Tab, Choose Sort, Sort By Item Values, A to Z

Excel - Advanced Sorting Results Sorting- Sort By Item Values A-Z My data has headers is checked Click OK Now your spreadsheet looks like this: Press Ctrl + Z to Undo

Excel - Advanced Counting Records Click in Cell B18 type in Formula of Count- =COUNTIF(B2:B16,"Peach") Notice results below, show 3.

Excel - Advanced Removing Duplicates 1.Select All Cells 2.Click on Data Tab 3.Choose, Remove Duplicates 4.Uncheck Column A? Column A is Unique. 5.Click OK Now your spreadsheet, looks like this:

Excel - Advanced Let’s Undo Let’s UNDO what we just did. Ctrl + Z Or

Excel - Advanced Conditional Formatting Conditional Formatting: 1.Click to Highlight all data in Excel file 2.Click on Home 3.Select Conditional Formatting, 4.Choose, Highlight Cell Rules 5.Select, Duplicate Values 6.Choose Duplicate, Light Red Fill… 7.Click OK

Excel - Advanced Turn Off Conditional Formatting Turn Off Conditional Formatting: 1.Click on Home 2.Choose Conditional Formatting, 3.Select Clear Rules, Entire Spreadsheet

Dismiss for Lunch Lunch is 12:00pm to 1:00pm. Have a great lunch! Press the windows key on your keyboard and L at the same time to lock your screen.

Excel - Advanced Working with Formulas - AutoSum Working with Formulas, AutoSum: AutoSum and Count Numbers are the same. 1.Click in Cell C19 2.Click on Home 3.Choose AutoSum 4.Press Enter Your spreadsheet, should look like this:

Excel - Advanced Working with Formulas - Average Working with Formulas, Average: 1.Click in Cell C19, remove formula 2.Click on Home 3.Click on down arrow, Choose Average 4.Press Enter Your Spreadsheet, should look like this:

Excel - Advanced Working with Formulas - Minimum Working with Formulas, Minimum(Min): 1.Click in Cell C19, remove formula 2.Click on Home 3.Click on down arrow, Choose Min 4.Press Enter Your Spreadsheet, should look like this:

Excel - Advanced Working with Formulas - Maximum Working with Formulas, Maximum(Max): 1.Click in Cell C19, remove formula 2.Click on Home 3.Click on down arrow, Choose Max 4.Press Enter Your Spreadsheet, should look like this:

Excel - Advanced Working with Formulas - More Formulas Working with More Formulas: Subtracting Formula- =SUM(C19-C2) Dividing Formula- =SUM(C20/2) Multiplying Formula- =SUM(C21*0)

Questions & Answers Google Docs- Employees Google Docs If you do not know your password, contact the Help Desk. Scanning from copier- contact building tech, put in a Help Desk Ticket if template is not set up. SPAM s, IT never asks for any passwords, and we never about other items unless it comes directly from our IT Director. Report SPAM to - Please never click on any attachment or links that you are not aware VistaPoint and/or intercom system - or Phone Support

Questions & Answers Creating a bookmark on the web: Mozilla Firefox: View, Toolbars, Bookmark Toolbars, Drag Link down to Bookmark Toolbar, Right Click, Properties, Rename Internet Explorer: View, Toolbars, Favorites, Drag link down to Favorite Toolbar, Right Click, Properties, Rename Google Chrome: Drag link down to Bookmark Toolbar, Right Click, Properties, Rename VLOOKUP, Excel: jDc Pivot Table, Excel: Fuw46VbY

Questions & Answers Please suggest topics for future secretary meetings and/or Information Services can post onto the Skyward WIKI: