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2. Welcome! Contents AIM Student Attendance System If this is your first time viewing this slide show, please review all slides. You can return any time to view all or any part of this presentation. The next slide will show you how to move from slide to slide, jump to links and return to the table of contents. Take your time and if you have any questions, please make note of the topic to discuss with your mentor. Entering accurate student data is the first step in processing attendance and maintaining the student permanent record. Let’s begin…Use your mouse to click on the start button.

3. How to use this slide show Use your mouse to click anywhere on the slide to advance to the next slide. Or you may use the arrow keys on your keyboard. Press the Esc key to end the show. Previous Slide Press Esc To END SHOW Previous Slide Next Slide Next Slide • You may also use your mouse to click on the following tabs: • The Contents tab will take you to the beginning of the Table of Contents • The Chapter tab will take you to the beginning of a Chapter • The Book tab will take you to the beginning of a Topic • When you see the words “GO TO…”, clicking on the words will jump to that link. • Try it now. Contents Chapter Book GO TO Next Slide

4. Table of Contents

5. Table of contents continued Contents

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9. Table of contents continued Contents

10. AIM Student Attendance System Contents Introduction

11. AIM Definitions Chapter • MetroED’s Areas: CCOC/P and MAEP • Provider: subdivision of an Area Contents

12. Definitions continued Book Chapter Contents

13. Definitions continued Book Chapter • Site – is a physical location related to a provider. • Term – is a date range which encompasses the duration of a set of sections. The following terms are used by all providers at MetroED: • Term 1 – Full Year Term. • Term 2 – Summer Term. • Term 3 – Fall Term. • Term 4 – Spring Term. • Term 5 – End of Year Term. • Fiscal Year – MetroED’s fiscal year is July 1 of one year through June 30 of the next year. Contents

14. AIM Student Attendance System Contents Data Integrity

15. Site Registrar Accurate Data Input Ensures Accurate Reporting Chapter Contents • District Reporting/Billing • Student Permanent Record/Transcripts/Subpoenas • TOPS/Accountability

16. WYSIWYG Book Chapter What you see is what you get! Contents Garbage IN Garbage OUT

17. Protect Permanent Records Book Chapter • Do not share your password with anyone! You are responsible for the information you enter, change and/or delete in the AIM system. Logging is turned on at all times. • If you think your password has been compromised contact the IT Department immediately. Contents • Safeguard: • Your Password • Student Identity

18. How do we protect student identity? Book Chapter • Limit access to information • Restrict access to file locations – lock when necessary • Restrict access to Site Registrar desk areas – lock when necessary • Restrict access to AIM student system – LOG OFF Contents What about Social Security Numbers? • MetroEd wants Student Social Security Numbers collected and entered in AIM. • Do ask the student to volunteer their Social Security Number. • Do record in AIM the student Social Security Number for ALL program areas. • Do protect all student information – if you print it– SHRED IT when you are done.

19. AIM Student Attendance System Contents Student

20. Step 1 – student Chapter • Verify Student Registration form is complete. • MAEP Student registration forms are multi-purpose, collecting vital data for District Reporting, Student Registration information, ERATE and TOPS Entry form data. All fields are important. Do not highlight select areas on the student registration form. All employees who assist students with registration are responsible for collecting accurate, legible and complete forms. • Many students do not realize that we have more than one school within our district. Students may consider themselves as new students because they have not attended classes at your center. • ALL STUDENTS ARE VISIABLE TO ALL PROVIDERS. • Search for ALL incoming students. Contents GO TO Reporting Duplicatesif you find multiple entries for the same student.

21. Look for duplicates Book Chapter • Duplicates usually have many of the same demographics: Name, Date of Birth, etc. Hi! My name is Bud Joe Zachariah Jr. Wow! My name is Bud Joe Zachariah Jr. Contents Look when you enroll Search before you add look when you process Attendance Search before you check in signature sheets

22. AIM – [student] Book Chapter Contents Click on the Student Button to Access AIM Student. Click on the Binoculars (Find) or (Ctrl + F) to begin your search.

23. Student search Book Chapter Click on the column header to change “search by” criteria. The selected header will be highlighted in yellow. You can search by Name, ID, Birthday, CalWorks, Social Security Number, High School ID, CSIS or Alternate ID. The Alternate ID is currently not in use. The best search criteria is by name. Type a few letters of the student’s last name followed by an asterisk * a comma and then a few letters of the first name. Contents For example: Will return:

24. Student found Book Chapter • Click on correct student record to select and press enter or click the OK button. – GO TO Update Student Record • Multiple students found with duplicate information – GO TO Reporting Duplicates • Student not found – GO TO Add a New Student Contents

25. Step 2 - Update student record Chapter • The Site Registrar who intakes the student must update the record. • The previous status is not removed – it is updated. • You must update all student information on Demographics 1 and 2 for all new and returning students. Contents Student Name Address Status

26. Student Demographics 1 Book Chapter Student Demographics 1 Contents

27. District Registrar updates Book Chapter Do not make changes to the student record that will require modifying the student history. Submit requests for changes using the online AIM Student Duplicate/Update form. The following procedure can be used for a student who is still actively enrolled.  Archived records may not be modified. Contents • NAME and/or DATE OF BIRTH CORRECTION OR UPDATE • Student completes a new registration form to change name. • Site Registrar submits request for change using the online AIM Student Duplicate/Update form. • SOCIAL SECURITY NUMBER CORRECTION OR UPDATE • Site Registrar may add Social Security number to blank fields when updating a previous student or adding a new student. • Contact District Registrar for procedures when an existing Social Security Number requires a change.

28. Begin updates: Demographics 1 screen Book Chapter Update: Address, telephone numbers, non required fields, unrestricted and blank fields. The student registration form follows the screen pattern. Use the Tab key on your keyboard to move from field to field. Use Shift + Tab to move backwards. Field Names in RED are required to complete the student record. SAVE your changes. Contents

29. Update Provider code Book Chapter • The Provider Code identifies which provider a student is enrolled with as well as which transcript will print from the student’s permanent record. The field is located on the Demographics 1 screen in the lower left portion of the screen. • It is possible for a student to be enrolled in classes with two different providers. When this occurs the Provider selected is determined by the importance of reporting. • Example: MAEP Adult High School Diploma takes precedence over CCOC Evening tuition classes because the Provider Code will determine the MAEP diploma requirements used on the transcript and grad check. • Example: CCOC Day concurrent student takes precedence over MAEP concurrent student due to grade and credit reporting to the home high school. • Contact the District Registrar if you need help determining which provider to select. Contents

30. Adult grad year Book Chapter • The “Adult Grad Yr” and “Grad Date” fields are located below the Provider Code on the Student Demographics 1 screen and are used by MAEP in their Adult High School Program only. The dates are set after the student is determined to be a MAEP graduate. These fields link the permanent transcript requirements for the school year. These requirements affect the permanent transcript department summary. • The “Grad Date” is always the graduation ceremony date, even if the student completes all requirements earlier in the school year. • Please contact the District Registrar if you suspect a student’s record contains incorrect data. • MAEP High School Diploma Site Registrars GO TO Grades and Credits. Contents MAEP USE ONLY MAEP USE ONLY

31. Update student type Book Chapter • To Update Student Type from Concurrent to Adult use the Enrollment History button located on the Student Registration screen to determine the status change date. • For students without concurrent attendance in the current school year their new Adult status should be made effective July 1, 2012. Enter June 30, 2012 as the student Status Effective date (Concurrent status END date) when updating the student type. SAVE. • For students with concurrent attendance in the current school year their new Adult status should be made effective the first day the student is eligible for adult attendance this school year. (Example: Date of TABE or ESL test) SAVE. Contents

32. Update Concurrent student information Book Chapter • Enter Home High School Name for all new concurrent students or update if student has changed schools. • Enter a grade level for all new concurrent students. AIM will auto fill the “HS Grad Yr field.” • Enter the student’s HS ID number. • Enter the student’s Emergency contact information. SAVE. Contents

33. other student status Chapter Other Student Status is used by all Providers to either allow or suppress the annual registration fee and/or class fees depending on the student’s type and program. Adult or Concurrent. All District Site Registrars must update the Other Student Status before enrolling the student in any class section. See next slide for what date to use when updating Other Student Status. Review Procedures for Veterans Initiative on next slide NEW! February 21, 2012 Contents MetroED Site Registrars refer to: GO TO METROED AIM Annual Registration and Class Fees Information Sheet GO TO Other Student Status and Fees

34. Veterans initiative – NEW 02/21/12 Identifying Veterans Initiative Students in AIM Enroll or Update Student Type to Adult status Select the corresponding Veteran Initiative Partner under Other Student Status on Student Demo 1 screen. (This selection will suppress all fees and will identify the students for special reporting purposes.) Identify the student as Veteran on Student Demo 2 screen.

35. Continue Update other student status Book Chapter To Update Other Student Status use the Enrollment History button located on the Student Registration screen to determine the status change date. For students without attendance in the current school year their new status should be made effective July 1, 2012. Enter June 30, 2012 as the Status Effective date (END date) when updating Other Student Status. SAVE. For students with attendance in the current school year their new status should be made effective the first day the student is eligible for the new status this school year. SAVE. Contents

36. Continue Update other student status Book Chapter Other Student Status Contents

37. Demographics 2 screen Chapter • Introduced in 2009-2010, Site Registrars will continue to enter Demographic 2 ERATE required fields for all students in order for MetroED to qualify for ERATE Technology discounted services. • The following Demographic 2 Screen fields are required: • Annual Household Income • Family Size Contents • NOTE: There is no field in AIM to enter Family Name, but it must be on registration form to qualify for ERATE.

38. Continue updates: demographics 2 screen Book Chapter To Update Demographics 2 fields use the Enrollment History button located on the Student Registration screen to determine the status change date. For students without attendance in the current school year their new status should be made effective July 1, 2012. Enter June 30, 2012 as the Status Effective date (END date) when updating the Demographics 2 fields. SAVE. For students with attendance in the current school year their new status should be made effective the first day the student is eligible for the new status this school year. SAVE. Contents Update Program Applicable Fields

39. Update economic special needs Book Chapter Contents

40. Step 3 – Registration Chapter Verify or Change Provider Fiscal Year, Term and Provider Contents Click on AIM status bar at the bottom of the screen to access Fiscal Year and Term dialog box

41. Verify Section details before you enroll Book Chapter Contents Click on the Course Button to Access Section Details. Click on the Binoculars (Find) or (Ctrl + F) to begin your search.

42. Aim – [course] Book Chapter Contents • Click on the Course button and use the binoculars to search for course number, then click on the Sections List tab. Select section from list and click on Sections Details tab. • OR • Click on the Course button, then click on the Sections Detail tab. Search for section and then select and enter to open.

43. Section details screen Book Chapter Verify section details: section number, term, fees, start and end dates. Report necessary changes to your Office Manager. Do not enroll students until the changes have been made. Your Office Manager may have a request form for you to use. Contents

44. Annual Registration Fee Book Chapter • METROED AIM Annual Registration and Class Fees Information Sheet • Fee Increase - $30 • All District Site Registrars must: • Update Other Student Status before enrolling the student in any class section. • Enter payments in AIM and reconcile the student fees and payment tab with each new enrollment. • Continue to enter Demographic 2 ERATE required fields for all students. • NOTE: There is no field in AIM to enter Family Name, but it must be on registration form to qualify for ERATE. Contents

45. Annual registration fee Book Chapter Click on the Fees and Payments tab. Verify Annual Registration Fee. If previously paid or if payment is with registration form, continue. If fee has not been previously paid, and there is no payment with the registration form – STOP. Students will not be registered in class until the registration fee is paid. Contents GO TO Entering Payments

46. Arranging column headers – (TIP) Book Chapter • If you will be making multiple entries for many students, drag the appropriate column header(s) closer to your last entry column header. • Examples: (see screen shots next slide) • When you you are enrolling drag the Attainable Goal 1 & 2 columns closer to the Enroll Date column. • When you are entering grades and credits, drag the Grade, Credits and Exit date column headers closer together. • When viewing the registration history screen it is helpful to move the year column from far right closer to the left side near the provider column. • Click on the column header, hold down the left mouse button and drag the column. A dark line will appear. The column header will land to the right of this dark line when you release the mouse button. • You can rearrange the columns as many times as you need. Column headers will stay in place for each log in until you change them again. Contents

47. Arranging column headers continued Book Chapter Contents

48. Student – Registration tab Book Chapter Contents Click on the New button or use the Insert key on your keyboard to add a section to the student registration screen AIM will auto fill: Title, Term, Year, Teacher, Site, Room. Enter section number, (enter Forum attendance course number if necessary) tab, enter enroll date, tab enter Attainable Goals. SAVE. Date of enrollment: Use first date eligible for attendance or first date of class if pre-registering.

49. Error - Enroll date Book Chapter This error message will occur when enrolling a student after the section has ended. Click on OK and then enter the correct Enroll Date Contents After the correct Enroll Date has been entered, if you tab, AIM will advance to the next line (thinking you want to add another section). Arrow up with your keypad and continue tabbing to the Attainable Goal 1 & 2 fields.

50. FORUMS Book Chapter • A Forum is a class that teaches multiple subjects within one class section. For example; the MAEP High School Subjects forum has 54 different subject course codes attached to the attendance section. • Forum sections are scheduled using attendance only Forum course numbers. • When enrolling a student into a Forum you must input the Sectionand the Attendance course number. • Teachers record all attendance on the attendance course only. • Grades and Credits are entered under the multiple forum subject course codes attached to the section. IT Department sets up Forums and attaches subjects. Designated MAEP Site Registrars enter the grades and credits at the student registration screen. • Forum subject course codes do not appear on Instructional Analysis report even though they are visible in AIM. • When printing TOPS forms for a Forum you must select the Section and the Attendance course number. Contents