Cityspan for STEM Programs

1. Cityspan for STEM Programs January 2012

2. Using Cityspan for STEM • Create S.O. or YBTC Activities: enter student demographic information, activity schedule and assign instructor (5-14) • Enroll Participants in Activities: students who will be attending (15-19) • Enter Attendance: Enter attendance on a weekly basis • Ensure accurate and complete data: check system reports and get help as needed

3. CityspanAccess • Go to: www.youthservices.net/chicagops Schools with CSI, ASAS, Debate and Decathlon programming already have Cityspan logins. However, YBTC and S.O. coaches are responsible for inputting and managing program data for their activities. Please be sure to work with coaches and coordinators of other programs to ensure Cityspan responsibilities are clear.

4. Navigating Cityspan The left-hand menu is static and will be your primary way to navigate the page. Tabs you will use include: • School • Activities • Participants & Staff • Reports

5. Creating Activities in Cityspan • Pages 6-14 will review how to create an activity in Cityspan. • Creating a New Activity • Entering Activity Information • Entering Student Demographic Information • Entering Activity Category • Entering Target Enrollment and Program Description • Creating a Schedule • Assigning Staff • Completing and Editing Activities

6. Creating A New Activity Adding your activity to Cityspan: • Go to Activities/Events on the left-hand colum • Select “Add activity on top column 2 1

7. Entering Activity Information Cityspan will prompt you for information about your activity. • Title: Name your activity “YBTC” or “Science Olympiad” (you can add qualifiers, such as JV or Varsity in your title) • Primary Funding Source: YBTC/SO • Program Year: “FY11-12” • Service Partner:Leave this section blank • Serice Type: “Group Activities” • Track: Leave blank • “Save & Proceed”

8. Entering Student Demographic Information • Program Eligibility Requirements • Gender: Both • Fee Scale: None • Grades Eligible Check all the grades served in your activity

9. Entering Activity Category Category: It is critical that you select the correct category for you club, as this will determine which activity description is populated in your activity

10. Entering Target Enrollment and Program Description • Target Enrollment Number: Total number of student enrolled • Target Enrollment Number by Grade • Location: Facility and room number • Activity Description: The activity description will be pre-populated based on which category you select

11. Creating a Schedule Create a Schedule • Select “add multiple dates” if your club meets on a regular weekly schedule • Enter your start and end dates • Enter the days and times when your club usually meets

12. Assigning Staff • Mark the appropriate check box under “Activity Staff” • Select the staff member’s name from the drop-down menu; select role and staff type. • Click “Assign Staff” Please Note: • Having the correct staff enrolled facilitates accurate stipend payment. • You can assign more than one instructor to a class. • If the name of the coach is not listed in the drop down menu of teachers, see next slide.

13. Assigning Staff, continued 2 If your instructor is not listed in the drop-down menu, you can add them to the list • Go to “Participants & Staff” (left hand menu) • Click “Add Person” tab (top menu) • Select Program staff for person type, enter name and click “add person” 3 1

14. Completing and Editing Activities Once you have finished all of the steps, your activity should say “complete” in the upper right corner. If it says “incomplete,” there are one or more areas with incomplete information. You can go back and edit activities on an as needed basis. Edit Activities using the Edit buttons in an Activity: • Schedule: • Add dates • S.O. Invitational, Saturday practices, or any other practices that are added to your schedule • Delete dates activity did not meet • i.e. MLK Day, Holidays • Change times • Accurate time duration in Cityspan ensures programs meet the required number of total hours • Add / Delete Staff • If your instructor changed at any point during the year

15. Tracking Student Participation • Pages16 to 19 will review how to enter student enrollment and track attendance • Activity Enrollment • Enrollment Start Dates • Activity Attendance

16. Activity Enrollment • Click on the “Enrollment” tab • “Click here to enroll new participants” or click the “enroll” button. • You can browse by last name, search by full name, or find all CPS students at your school. • Select student name then click “next step” to enroll the student Please Note: • If you use the browse feature, you can enroll multiple students at once. • Drop Participants who quit or do not show up, per your school’s guidelines.

17. Enrollment Start Dates • Set the start date for each of your students. You can choose to set the default as the first day of service or today’s date. • For students who joined after the program start date, you can customize the enroll date. • Taking the time to set enroll dates may benefit your attendance rate. For example, if your club started on 1/10/12, but Karen B’s enroll date is 1/25/12, she will not be included in your attendance roster before 1/25/12, therefore will not need to be marked absent for classes between 1/10 and 1/25. *After you complete entering your student enrollment , click “done” and “return”.

18. Activity Attendance • Enter attendance by clicking on the Attendance tab in the activity. • Enter attendance for each day. • Use the top toolbar (“All Dates,” “All Thru Today”, etc) to ensure all historical attendance is complete • The “Completion” column should read X/X for all days with complete attendance. If you have incomplete attendance, the number will show up in yellow or red.

19. Ensure Accurate and Complete Data Pages 20-25 will review how to improve your data quality and check compliance • Improving Data Quality: Scheduling • Cityspan Reporting tools

20. Improving Data Quality • Schedule activities as they take place. • Example: Mrs. Smith runs S.O. from 2:30-4:00. One group of students come on M, W. Another group of students come on T, Th. • You should create 2 activities; do not group this into one activity. You can add qualifiers in the activity name to distinguish the two groups (JV/Varsity/ Tower and Helicopter team/ etc.) • Delete scheduled days that the program did not meet (holidays, spring break, etc.). • Drop students that are no longer attending the activity.

21. Improving Data Quality Delete scheduled days that the program did not meet (holidays, spring break, etc.) • Click “Edit” next to the activity schedule. • Select date(s) to delete. • Click “Delete Selected.” • Review system message to ensure you are not deleting days with attendance. • Click “Confirm Delete.”

22. Types of Cityspan Reporting Tools Information Compliance Performance Reports ReportsReports

23. Performance Reports OPCC primarily uses the “Activity Status Report” to review program enrollment, attendance rate, and total hours in session. You should generate this report on a regular basis to check your own compliance with the program requirements. • Activity Status Report - For each activity, calculates total enrollment, total dropped students, total service dates, total present records, total activity records, and average daily attendance. For each event, displays event attendance.

24. How to Run a Report in Cityspan • Select the report you want to generate. • Screens may vary by report type, and some reports include parameters to further define the data on the report. • Click the Generate button to access the report. While the report is generating, a Popup Blocker may appear directly below your toolbar (see below). Put your mouse on the bar and right click to disable it, and then left click to accept the download option offered on the mini-menu that appears. • A file Download window will appear and ask “Do you want to open this file?” Click on Download File and then click Open. The page where you downloaded the file may appear that it is still downloading when in fact the report is now saved where you specified or opened, depending on your selection. Enter a Begin and End Date, when presented with these fields, to limit the data on the report to this timeframe.

25. Activity Status Report Attendance Rate - Calculated as Total Present Records / Total Activity Records. % Sessions w/ Attendees: Number of sessions with at least one present record / Total number of sessions. % Attendance Entered: Number of attendance records marked (P, Ab, Ex) / Number of possible attendance records. Note: any cancelled sessions or sessions with all students absent, no attendance entered, or no students enrolled should be deleted.

26. Don’t Forget! 2/15/12 Deadline to create Cityspan YBTC/S.O. Activities, enter student enrollment and update student attendance to-date

27. Your Resources • Technical Help • Help Desk:1-866-GO-YOUTH • Central Office Staff • Michael Matsey– mamatsey@cps.k12.il.us • Christine Koh – cekoh1@cps.k12.il.us