PRN BCeSIS

Posted by Bowyer Deb at March 9th, 2010

Home School Transfer is a feature in BCeSIS that allows two schools to share access of a student.  This allows the home school - where the student is currently located - to retain the ability to finish report cards; attendance; fee management, etc for a student prior to withdrawing them.   The new admitting school can also have access to the student to assign them a homeroom or courses; take attendance; print reports, etc.  So each school can get their business done.

The process is outlined in detail starting on page 31, section 5 in the quick reference guide titled “Registration and Demographics Reference Guide” located at:

https://www.isw-bc.ca/csi/nodefreeform.do?method=display&page=QRG_Registration

Each of the schools has to do their particular task, so it’s important that you have a conversation with the secretary at the other school.

Posted by Bowyer Deb at January 28th, 2010

During the wireless writing project and during FSA’s people often would like a label with the student’s PEN on it.  These cannot be done within BCeSIS itself so must be extracted and then created using mail merge in Word.

Here is a “how to guide” on doing that process.  Can be used for many other things as well.

Click here to read document

Posted by Bowyer Deb at November 26th, 2009

I have struggled with how to assign a single student (or a few) their “diploma type”.  This often comes into play when you have a student that is not in grade 10 or higher but is taking a grade 10 or higher course with a provincial exam.  You will get an error when trying to timetable the student that reads “test session date is missing”.  This means that a diploma has not been set for that student.

click on the link below to access the how to:

How to Assign a Single Student a Diploma Type

Posted by Bowyer Deb at November 26th, 2009

Last year I was asked by one of the administrators if they could extract mark entry data from BCeSIS for statistical purposes.

In the past they had been creating a spreadsheet with data that the teachers had manually compiled and forwarded to them.

But if you are using BCeSIS to create report cards, that data already exists.

You have to be a bit familiar with Excel to be able to sort; delete columns; graph, etc.

Click on the link below to view my how to guide:

How to Extract Mark Entry Data

Posted by Bowyer Deb at October 22nd, 2009

Here is a quick reference guide on how to transfer a course for a whole class of students, along with their existing marks and attendance.

click on the link below:

course transfer - pdf

Posted by Bowyer Deb at October 7th, 2009

Here is the document to follow when doing a Baragar Extract to send to the board office.

Click here to read document

Posted by Bowyer Deb at September 23rd, 2009

The BCeSIS level 2 help desk has compiled this document that may help you determine if you are truly frozen in BCeSIS or not.

Please click here to access it:

3 Quick Tests document

Posted by Bowyer Deb at September 16th, 2009

When you receive an error report from the PEN coordinator regarding a duplicate student, then you need to do a job ticket to us with the following information so that we can get the BCeSIS Level 2 help desk to delete the duplicate.  Once the duplicate is deleted and you admit the proper student, the PEN will be included with that student record.

Please include ALL this information in the job ticket, in this format:

Please delete this duplicate student:

Pupil #

Legal Last Name

Legal First name

Legal Middle Name

Usual Last Name

Usual First Name

Usual Middle Name

Gender

Birthdate

PEN - typically this student has NO PEN assigned and you can state that

Please keep this student:

Pupil #

Legal Last Name

Legal First name

Legal Middle Name

Usual Last Name

Usual First Name

Usual Middle Name

Gender

Birthdate

PEN

Before you submit the job ticket, you MUST admit the student that has the PEN attached.  Do a restrictive query based only on legal last name, gender and birthdate.

The ministry will give you info in the report regarding the student that you need to admit.

Make sure that student gets updated with any demographic, attendance, courses, etc information that you had entered on the student you are going to get deleted.

Typically we delete the student without the PEN and keep the student that has the oldest pupil number and the PEN attached.

Once you have admitted the proper student and made the demographic changes, then you can w/d the student who will be deleted.  Once I get the job ticket then I will put in a heat to get that student deleted.  Your enrollment numbers will be accurate and the information on the student will be as well.

Thanks

Posted by Bowyer Deb at September 10th, 2009

This is taken from an email sent to clerical and admin on September 9, 2009:

Just wanted to let you know a few things about how we wish to communicate with staff regarding issues with BCeSIS.

1.  We’d appreciate it if you and your staff would create a job ticket when they require help with BCeSIS.  e.g.  password change, account creation, glitches, etc.

2.  We understand that you don’t always want staff creating their own job tickets, so please let them know of the policy at your school.  Maybe they could email your clerical and the clerical could create the job ticket.

3.  When you create a job ticket both Sharon Schell and I can respond to that ticket.  If you email or phone either of us directly, you may not get as quick a response.  We’re both part time employees and aren’t always sitting at our desks.  A job ticket is something we can look at even when we aren’t at our desks.

4.  If we receive a job ticket, we usually respond via job ticket.  So your staff need to look for an email from helpdesk@prn.bc.ca so they can see what the solution is.

5.  If you need help on how to update a job ticket to give us information we ask for, or to clarify an issue, then please read the information on www.bcesis.prn.bc.ca

6.  If a teacher is not listed on the job ticket system and we have to send them information on a new password or other BCeSIS issue, then we will try to directly email them.  So please ask them to watch for an email from either Sharon or me or even helpdesk@prn.bc.ca as we are able to cc to people via the job ticket.

7.  If a new teacher does not yet have email or is not yet on the job ticket system, then we will notify the clerical, via the job ticket, the pertinent information on the user and password.  We’d appreciate you passing that confidential information on to the user.

8.  Please try to avoid sending duplicate job tickets.  If we get several tickets on the same issue then Sharon and I might end up locking a user out.  e.g.  she changes a password for someone and lets them know, then we get another job ticket that I respond to and change it again.  Not a good thing.

I hope this helps to clarify the processes in getting help with BCeSIS.

Deb

Posted by Bowyer Deb at September 9th, 2009

The BCeSIS helpdesk has provided us with a list of “good practices” for using BCeSIS.  Please share with your staff.

click below to access the PDF:

Good Practices Guide 2009