TN-ELAP New User Training Monday, July 29, 2019.

TN-ELAP New User Training Monday, July 29, 2019

TN-ELAP What is TN-ELAP? Resources Registering for a User Account
Navigating TN-ELAP Attendees: Adding & Editing Inactivating & Re-enrolling Attendees Participation: Adding & Editing Save questions for the end …we’ve reserved half an hour…as we go, jot down the slide number we’re on and any questions that come up. Outline of Today's Training

What is tn-elap? Who uses it? | Where is it used? | Why do we use it?
When Where Why

TN-ELAP is: is: ELAP = Extended Learning & Afterschool Programs
a web application created by UT-SWORPS used to track student effort in CCLC & LEAP –funded programs Application just means “software;” and web just means you access it on THE WEB! You’ve heard this called “cloud-based,” too; it means the same thing. TN-ELAP is a creation of the Software Development and Systems Engineering Unit at UT SWORPS. We developed it for the Tennessee Department of Education, to track student participation in extended learning programs funded by the DOE’s 21st Century Community Learning Centers, or Lottery for Education Afterschool Programs What is TN-ELAP?

ELAP = Extended Learning & Afterschool Programs
TN-ELAP isn’t: affiliated with your school’s student information systems (Star Student, Skyward) Just FYI What is TN-ELAP?

resources Where to look? | Who to ask? | How to get started? page
We’ve made our website to be a handy reference for you guys, the users of ELAP. It’s pretty self-explanatory, but let’s do a quick review of the website’s architecture.

Resources: TN-ELAP.org for support and information!
So look at the tabs up here, in the Main Menu of the TN-ELAP.org website. Left to Right: the Home page is what you see here in this slide, describing our purpose: “the elevator speech,” if you will. The FAQs from our Users page is where we post Q & A for the most common user inquiries. The Getting Started page is a quick-start guide with basic information. The Important Dates page is exactly what it sounds like, where we post deadlines. The Register and Log In page is exactly that, and we’re gonna look at that in just a second. The Training Materials page is where we post materials like this presentation- so don’t feel like you have to write down everything you read today! And the last tab is the User News page, where you’ll find announcements and reminders. Resources: TN-ELAP.org for support and information!

sworpshelpdesk@utk.edu Where do I find the State ID for a student?
How can I look up a single student’s participation? Where do I find the State ID for a student? I’ve entered participation on the wrong date. How do I fix this? Will my attendee enrollment transfer over? I see duplicate entries on my attendees list. How do I remove duplicate attendee entries? So yes, there’s a lot of information on the site. But never hesitate to us with your questions! We’re here for you. Resources: TN-ELAP.org FAQs

registering How do I become a TN-ELAP user?
Pop quiz: anyone remember where you go to get registered for a user account? TN-ELAP.org!

Registering for a User Account
Yep! TN-ELAP.org. [A]. Click that “Register and Log In” tab [A]. Click this green Register for TN-ELAP Account button. Notice that this page is both where you register—with the Green button—and once you have a user account, where you log in (red button). Registering for a User Account

1 Capital letter 1 Number 1 Neither Important messages Password resets
Use work 1 Capital letter 1 Number 1 Neither Clicking that green button takes you here, to the New Account registration form. [A] The address you use for your account is the one used for system messages; and if you’ve forgotten your password, it’s the address where ELAP sends your password resets. Whenever possible, use your work address. [A] Your password has to have at least one capital letter, one number, and one special character --neither a letter nor a number-- such as punctuation marks,. Registering for a User Account

Registering for a User Account
Once you’ve chosen the “World’s Most Original Yet Memorable” password and confirmed it, you’ll pick your organization from the “Choose a Grantee” dropdown menu. [A] Click that dropdown to expand the list [A]. It’s pretty long, so one trick is to type the first letter of your organization to skip to names starting with that letter. After you’ve selected your organization from the list of Grantees, you have two more selections to make. Registering for a User Account

sworpshelpdesk@utk.edu To Registering for a User Account
You choose which DOE grant: 21st Century Community Learning Centers, or Lottery for Education Afterschool Programs. Then ELAP will display the Centers associated with the Grantee organization and Grant Type. Check the box for the location of your extended learning program. If you don’t see it listed, double-check the Grantee and Grant you have selected: the system is only going to list the Centers associated with that Grantee and that Grant. Once you have your location selected, [A] click the “Register” button at the bottom of the form to submit it to us. Then there’s one last step! [A] Shoot us an at the SWORPS helpdesk and we’ll get your account activated. (don’t worry about forgetting that last step- we put a reminder on the Registration page) Registering for a User Account

Navigating ELAP Application Interface | Helpful Tips
So now you’re registered. Before logging in, we want to show you a few things about getting around in ELAP. First off, how do you get to it, the application? “the ELAP website” and “ELAP the application” are two separate things. anyone have a guess?

Same Tab on TN-ELAP.org Navigating to the Log-In Page
Same page used for registering Labelled and different color Navigating to the Log-In Page

keyboard shortcut: Ctrl + D
TN-ELAP.org Register and Log In Tab Red Button keyboard shortcut: Ctrl + D red button > Account Login plug in Username & Password [<ANI] shortcut to bookmark a page [<ANI] Forgot Password link - uses provided at registration Logging In

Access level depends on your role
Contact page has 2 quick links [<A] navigation menu up top may have “Administration” depending on your role with ELAP. [<A] Contact page [<A] in ELAP has a couple shortcuts that can save you time. Main Menu Options

Contact Page Link to the website [<ANI]
Link to the Helpdesk , [<ANI] already logged in, want to send a question Contact Page

Choose Grantee, Grant, and Center
Once you log in, you’re prompted to choose from 3 dropdowns– the same ones as registration. Grantee, Grant Type, and Center. Choose Grantee, Grant, and Center

When you have your Grantee, Grant Type, and Center plugged in, your options will be listed as blue, clickable links. Only the options you have permission to access are listed. Administrative users will have the first option listed here, “Edit Center,” so you may or may not see that in your list of options. We’ll cover all of these today. Just a reminder, if you have any questions so far, just jot them down with the slide number, and we’ll cover it in Q & A later. Choose an Option

attendees Adding Attendees | Editing Attendee Information
First we’re going to explore the second option, “Attendees Screen.”

Choose an Option: Add Attendees
First let’s look at adding students, AKA Attendees. We’ll click that last bullet. Choose an Option: Add Attendees

The Add Attendee screen will open up, and this is where you input new students’ info. If you’ve got a few students to add, click the Submit/Add Another button to save the information you have entered, and open a new blank form for you to keep going with the next student. If you just need to add that one student, click Submit/Return. That will save the student’s information and take you to the Attendees Screen. That’s all there is to adding new students! Add Attendees

Choose an Option: Attendees Screen
We’re back on the main menu page now, just to show you how to get to the Attendees Screen from the option list. [A] So we click that link… Choose an Option: Attendees Screen

Attendees Screen: Overview
Filters Pane Results Pane Action Buttons And we’re taken to the Attendees Screen. There are three, main sections on the Attendees Screen. [A] First there’s the Filters Pane = all the ways you can search for students, sort your results, and selections (we’ll cover this in detail on the next slide). [A] [A] Then there’s the Results pane that displays the students your search has retrieved. [A] [A] And last, at the bottom are the Actions you can apply to students that you have selected from the Results list. [A] Attendees Screen: Overview

Attendees Screen: Filters Pane
Filters Pane…(going around clockwise) First, the Search box [A] …enter a name, or birthdate, or ID#. You can narrow your results with the buttons underneath it (for example with the name Michael, it can be a first name or a last name). If you want the system to retrieve only results exactly as you enter them into the search box, click the box for Exact Match. You can clear out the search filters you have activated with the “X” button. [A] Next tool is Global Selection- just as it sounds, you use it to select or deselect all attendees. You can click Select All and use this tool--Select by Grade Level--to toggle grade levels on or off and base your selection on one or more grade levels. (in this example, the 8th and 12th grades are on). Next is View Mode, use these buttons to switch between 2 views: either [A] as tiles on a grid, or listed in a table (like we’ve seen on previous slides). Attendees Screen: Filters Pane

Attendees Screen: Sorting and Selecting Attendees
This blue box below the Results pane can come in handy, it tells you how many names you have selected. Notice that whichever rows you have currently selected will show up in bolder text, with a darker background. To add or remove attendees from a selection, just hold down Ctrl and click the attendees you wish to select or deselect. Attendees Screen: Sorting and Selecting Attendees

Editing Attendee Information: Select Attendees for Editing
First step with most tasks in ELAP is to tell the system which records you want to edit. select the attendees you would like to edit and click the Edit Selected Attendees button [1]. Notice that the pane tells you how many you have selected. Editing Attendee Information: Select Attendees for Editing

Editing Attendee Information
Make any necessary changes and click the Save button. To return to the Attendees Screen, click the Cancel/Return button. If you would like to undo all changes that have been made and continue editing attendee information, click the Reset All button before saving. To undo the changes made to a single attendee, click the red Reset button to the far right of that attendee’s row. If you would like to cancel all changes you have made and return to the Attendees Screen, click the Cancel/Return button. Editing Attendee Information

Inactivating & Re-enrolling
Student has left? | Student has returned? Inactivating & Re-enrolling AKA Student Effort

No longer attending? Inactivate them… They can be re-enrolled later!
select names from the Attendees Screen. click the Inactivate Selected Attendees button. Inactivated attendees can be reenrolled from the Reenrollment Screen. Inactivating Attendees

#1: Button on Attendees Screen
#2: From the link on Main Menu Returning to participate? Existing attendees that have been inactivated can be re-enrolled. Two paths: #1 - Reenroll Existing Attendees button. #2 - via link on the ELAP main menu. Re-enrollment Screen: Two paths

Re-enrollment Screen: Search for returning students
When it first opens, the Enroll Pane will be empty [A]. Search for students you’re re-enrolling by ID number, first name, last name, and/or date of birth. Click the SEARCH button. Re-enrollment Screen: Search for returning students

Searching by last name “Boyd…”
Retrieves large number Back button = back to Attendees Screen View up to 75 at a time In this example [A] we searched by last name “Boyd,” [A]. With a more common last name, you may retrieve a large number (251 items). [A] You can choose how many pages to spread these results across—how many rows on one page—using Items Per Page. [A] NOTE: the Back button leaves the Enrollment Screen and takes you back to the Attendees Screen, which will clear out your search criteria (… ) [A] [A] Next we’re going to take a closer look, at the Enroll Pane. Re-enrollment Screen: Tools for Searching

Toggle open column header
Here’s that same list, just zoomed in a little closer. If you want to sort results by any of the criteria (name, DOB, state ID, grade level), [A] click the desired column header to toggle it open your sort options. [A] In this example, we’re sorting by Grade Level, ascending, so the largest at the bottom going up to the smallest at the top. When you have Sort applied, you can toggle the header open again to remove the sorting. Notice you can also hide a column while viewing your results list. Re-enrollment: Sort Results (optional)

Re-enrollment Screen: Select students & enroll
Here’s the list after sorting by grade, ascending (so 12th grade is at the bottom of the list, on page 5 ascending to the smallest grade level at the beginning of this list, which would be on the first of these 6 pages). [A] Check the box to the left of the attendee’s name you’re re-enrolling, and click the green, “Enroll” button. The system will pop up the message “Attendee Enrolled!” [A] OR, if this student is already enrolled, [A] it will pop up the message, “Attendee already enrolled.” And that’s it for re-enrolling students that were inactivated. Re-enrollment Screen: Select students & enroll

Adding | Editing Participation AKA Student Effort

Adding Participation, Step 1 of 3: Select Attendees
First Step? Select attendees from the Results pane. Click the Add Participation For Selected Attendees button (3rd /middle button). ADD: visual indication of selected: Darker fill and font on rows selected Adding Participation, Step 1 of 3: Select Attendees

Adding Participation, Step 2 of 3: Select Category & Activity
Global: record same time for all Checkboxes: individual/ selection Attendees Defaults to current date Participation Date CATEGORIES: Academics Enrichment Character Education College & Career Readiness First Categories, Then Activities Error message reminds: Category and Activity must be chosen to continue. Activities listed will depend on which of the 4 categories is selected. Check Participation Date: system defaults to current date (and you can’t revise later?) Adding Participation, Step 2 of 3: Select Category & Activity

Adding Participation, Step 3 of 3: Input time & Save
Use Morning Class button for AM times Use Hour & Minute fields record same time for all selected attendees Time in Activity Inactivated = white Activated = green Enter the time spent on the activity in hours and minutes. If the activity was in the morning, click the AM / Morning Class button. Activated, this button turns green; otherwise it stays white. [A] Click the Ok button to save your data entry. Once participation is added and saved, the entry’s ____________ can be edited, or the entry can be altogether deleted. To return to the Attendees Screen, click the Back to Center’s Attendees button. Adding Participation, Step 3 of 3: Input time & Save

Editing Recorded Participation
As with most tasks, you select students from Attendees Screen. This time click the Edit Participation button. Select the participation entries you would like to edit by selecting the Participation Date, Category and Activity. Once the participation entries are displayed, you can edit the Time in Minutes box, and change the time of day with the “AM / Morning?” button to switch between morning and afternoon. Save any changes you have made by clicking the green save button below the attendees’ names. To delete an entry, click the red trash can button. To return to the Attendees Screen, click the Back to Center’s Attendees button. Editing Recorded Participation

Adding | Editing grades

Adding & Editing Grades
To add grade information, select the attendees whose grades need to be updated from the Attendees Screen and click the Edit Grades button. Here you can edit Fall and Spring grades for Language Arts (LA) and Math with the dropdown menus. You can also enter days absent, days in ISS, and days suspended for each attendee. Once you have your data entered, click the Save button. Adding & Editing Grades

GROUPs Creating |Editing
The Groups feature enables you to select attendees based on specific focus areas. This allows you to edit participation for frequently-grouped attendees, and name your custom groupings however you prefer

Groups: How They’re Used
For example, you’re working with a group of nine, English Language Learners on their reading skills. These 9 students are in the 2nd, 3rd, …and 12th grades. You can select them using “Global Selection: All,” and [A] then narrowing your results to 2nd, 3rd, and 12th using the “Select Grade Level” buttons. But your Center’s list of names is quite long, and that approach has been tricky. [A] Groups: How They’re Used

Groups: Create a New Group
So you select them from the list… scroll down to the Groups section, and name your new group, “ELL Reading Skills.” Notice that you can also make your groups visible to others, or only for you. Click the Create Group button and your new group is saved. Now you can quickly add participation and grades for those nine ELL students! bce8f1 Groups: Create a New Group

Groups: Editing a Group
To add or remove attendees from an existing group, select the group from the dropdown menu on the left side of the Groups section. Click the Select Group Members button to select all attendees currently in the group. Groups: Editing a Group

Remove Group Members Add Group Members
To add members to a group, select attendees from the global list and click the Update Group Members button. To remove members, deselect attendees and click the Update Group Members button. To delete a group entirely, select the group from the same dropdown menu and click the Delete Group button. Groups: Adding & Removing Group Members

Reports: demo Reports are (Why/What/Who /When) “To download a report detailing participation that has been entered, click the Reporting link to expand the section. To run the report for all Attendees, make sure you do not have any Attendees selected in the list above. If you would like to run a report for specific Attendees, select them from the list (see Figure 6). Choose the type of report you would like to download, select your preferred file format (Excel or PDF), enter the date or date range you would like to include, and click the Get Report button. Certain reports also allow you to choose between displaying participation in hours or minutes, as well as whether to include details about participation by date.” (2019 Rev. Manual)

Ask us anything! Q & a

Thank you for your time and attention! Deidre Ford deidre@utk.edu
Abby Wintker

TN-ELAP New User Training Monday, July 29, 2019.

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TN-ELAP New User Training Monday, July 29, 2019.

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