Positive Attendance (uses the default class minutes, not the actual check-in & check-out times) After School Positive Attendance Daily Count After School Positive Attendance Student Count After School Daily Sign-In Sheet After School Weekly Sign-In Sheet After School Weekly Sign-In Sheet w/Pickup Time After School Weekly Sign-Out Sheet Hourly Positive Attendance (uses the default class minutes, not the actual check-in & check-out times) Hourly Positive Attendance Totals (uses the default class minutes, not the actual check-in & check-out times) Monthly After School Attendance Sheets (negative attendance) Monthly After School Positive Attendance Sheets Monthly After School Teacher Verification Forms Period Attendance Positive Attendance Daily Present Count Positive Attendance Present Count Export Positive Attendance Student Present Count Weekly Teacher Verification Positive Attendance Expanded Learning  Program Accounting Do you want to use the SchoolWise accounting system for billing? If yes, contact SchoolWise support to setup

Create Alert Message Step 1: Select the message type template on the main control screen by clicking the specific tab (One Time Alerts, Recurring Alerts, or Email Newsletters) and then click the new alert link. Step 2: Define the alert message. Subject  contains the contents of the subject line for the email. Short Text  is used for the cell phone text message.  The Short Text (SMS) field size limit is 512 characters.  If our system has never sent a specific cell phone number a text message before, then the initial text message size will be sent via long code which is limited to 160 characters (could be less if special characters are used). This initial message limit is required by cell phone carriers as a user opt-in is required to receive texts via short code with more than 160 characters. Some cell phone carriers recommend that text messages by

Top Questions asked about Rollover and End of Year When can I enter new students into SchoolWise? You can enter new student records at any time in SchoolWise. You can pre-enroll new students in a school at any time in SchoolWise (the initial school enrollment date should be the first day they attend school). The rollover from the current school year to the upcoming school year does not have to be complete to do this. The calendar for the new school year does not have to be setup to do this.  The only limitation is that students can't be pre-enrolled in a class for the upcoming school year until after rollover has been completed. Class scheduling for the new school year can’t be done until after rollover has happened. If you re-enroll a former student, note that the end-of-year rollover auto-advance grade

Short-Term Independent Study   can be used for a maximum of 15 cumulative days per school year. If the cumulative duration is greater than 15 days, then you have to enroll the student in Long-Term Independent Study . In SchoolWise Short Term Independent Study is already in place. In the desktop app you would choose Absent then set the reason as seen below: IS Cred - Credit Verified (Work Completed) Counts toward ADA IS NoCr - No Credit (Work was not completed) Does not collect ADA IS Pend - Pending (Waiting for work to be received) Does not collect ADA For a student to receive ADA they need to be marked as: IS Cred.   While this is marked as an absence in the system it is re-calculated back into the ADA reports as a separate line item for Short Term Independent Study.  Note: The minimum number of consecutive days that a non

Taking Attendance for Short-Term Independent Study Short-Term Independent Study can be used for a maximum of 15 cumulative days per school year. If the cumulative duration is greater than 15 days, then you have to enroll the student in Long-Term Independent Study .  Short-Term Independent Study attendance records can be tracked in SchoolWise. In the desktop app you would choose Absent then set the reason as seen below: IS Cred - Credit Verified (Work Completed) Counts toward ADA IS NoCr - No Credit (Work was not completed) Does not collect ADA IS Pend - Pending (Waiting for work to be received) Does not collect ADA For a student to receive ADA they need to be marked as: IS Cred.   While this is marked as an absence in the system it is re-calculated back into the ADA reports as a separate line item for Short Term Independent Study.  Taking Attendance

Online Registration Walk-through for Parents   Online Registration Walkthrough for Parents Log in to your SchoolWise Parent Portal  (Remember that your password is case sensitive.) If you forget your login or password, click “Click Here if you Forgot your Password” , enter your email address which is on file at the school and your credentials will be sent to you. Click here for help information on creating a Parent Portal web account. Click the “ Online Registration ” button in the bottom left menu. All existing in-household parents will see the First Day packet (when published). All existing in-household parents will see the optional Student Application packet (when published).  Out-of-household parents/contacts (with an individual parent portal account) do not have access to online registration forms. New parents (without any enrolled children) who create a new parent portal account will only see the optional Parent/Student Application packets initially

The #1 Question - Yes, ROLLOVER MUST be completed BEFORE certifying EOY! SchoolWise ROLLOVER MUST be done BEFORE certifying your EOY files! Please  review and complete all 6 steps in the   Rollover Review - Best Practices Guide before moving on.   Are you required to submit EOY 1 data? Read below to find out: Elementary districts with grades K–6 DO NOT report EOY 1 . Only elementary districts with departmentalized courses in grades 7–8 and high school districts are required to submit data for EOY 1. The first EOY Certification Deadline is  July 26th, 2024  - The amendment window is open until August 16th, 2024. Pre-EOY HINTS & TIPS Please  Do Not begin EOY file submissions before the school year is over.  You should be done entering attendance, discipline records, program enrollment, and exits (students/staff) for the year. If you’ve already begun to send up files for EOY don’t worry

you to maintain more accurate data - imo. Always keep an eye on the DEADLINES and MEET them early if possible. Keep up on the CALPADS KNOWN issue and FLASH list to save yourself from chasing “errors”.   https://www.cde.ca.gov/ds/sp/cl/knownissues.asp REMEMBER – sending up files and making sure they don’t have errors is only part of the process.   REVIEW – REVIEW – REVIEW your data!  Print out and save ALL of your CERTIFICATION reports (PDF’s are best) and make sure your numbers are accurate! FUNDING is based on all of the CALPADS data! No Show - What to do Chart BELOW:

Grade 5 Math, you can choose this option to add the new assignment to all three of those math sections. If the other sections do not have a matching Assignment Category, the category from the current section will be copied to the other sections. This option is only available if you teach more than one section of the same course during the same marking period.   Please note that if one section has an assignment category of “Test” (singular) for example and a separate section has an assignment category of “Tests” (plural), a new category of “Test” (singular) will be created in the second class and perhaps affect your assignment category calculations in ways you did not plan for.  This is why Assignment Categories must be named consistently between sections.     All my sections that have a matching category name The new assignment will be added to all your class sec tions

Meal balance reports were originally designed to indicate that a negative balance means money is due. The reasoning is that many schools once required all meals to be prepaid. They were not sending out bills, but a statement of their account balance. Just like a bank account, it doesn't show a negative number when you have money in it. Only when you have over-drawn your account is it reflected as a negative number. If you want the report to show that positive numbers indicate 'balance is due' (like a utility bill would), the following reports can be used:

Overview When teachers log in they will see a list of all their classes which have been set up. The gradebook data is shown in separate tabs that align with your marking periods (such as semesters, quarters, or trimesters).    Attendance From the home screen, clicking on the Attend button for a class opens the attendance form.   Simply clicking on Abs marks a student absent.  Clicking it again recinds the absent (making them present).  If the student is late, click the Tardy 30 (greater than 30 minutes). If the student leaves early, click the Leave 30 (greater than 30 minutes). The notes field allows you to make a note in the attendance record. When you have completed taking attendance you should click the attendance status button changing it to "Attendance Taken". Once the attendance supervisor verifies the absences, the gradebook attendance will be locked for auditing purposes and you won’t

1. How do I setup an automated export? SchoolWise can setup an automated export to extract SIS data you want to share with an external service vendor. SchoolWise requires explicit consent from the LEA before we establish any automated export task to provide SIS records to an external service vendor. Click here for setup instructions and then email james@schoolwise.com with the required information needed to setup your automated export. 2. How do I stop an automated export? Email james@schoolwise.com if you want to temporarily pause an automated export or permanently cancel an automated export. Many automated imports are automatically paused by external service vendors at the end of the school year. Contact your external service vendor for more information. 3. How do I update an automated export? Many automated exports use data linked to a specific school year (ex. class rosters). When your school is ready

This mass notification system can send one-way alerts to parents, students, and staff.  Alert messages can be sent by telephone (robo-voice or recorded voice message), SMS text, and email. Alert messages can be sent as a one-time alert, automatic recurring alert, or email newsletter. Alert messages can include plain text or other information such as a phone number, email address, or html hyperlink to a website or linked document. HTML-formatted email messages can only be sent as an email newsletter. Filters allow alerts to be sent to specific groups of students/parents/staff based on a large number of criteria. One Time Alerts and Recurring Alerts can be sent by telephone, text, and email. You can disable the telephone call if desired and just send the alert via text and email. Email Newsletters can be sent by email only. Email Newsletters can include plain text or

Using the Report Explorer There are over 1500 reports available to you in the SchoolWise Desktop Report Explorer.   Note: We also have SchoolWise Web Reports which have been developed specifically for web content such as teacher gradebooks, online registration, web portal accounts, etc. Click here for more information on Web Reports. The extensive amount of reports may be overwhelming at first, but there are a few tools described below that will help you to locate what you’re looking for. When you first launch the Report Explorer from the bottom left side button, you will see the screen below.  The three main parts of the Report Explorer screen are the Search Tool (top lefty hand corner), the Category List Tree (left side panel) and the Report Description & Documentation Area (the entire right side of the form). To overview the process of locating a report - the Search Tool is always the

Report Cards Letter-Grade Report Cards  can be printed from the Desktop Report Explorer or from the Web Reports . Standards-Based Report Cards must be printed from the Web Reports. If you use both types of gradebooks (Standards-Based and Letter-Grade), Standards-Based Report Cards can be printed with marks from both gradebooks. The Standards-Based marks shown on the report card come from the Standards-Based gradebooks. The overall letter grade (from the Letter-Grade Gradebooks) will be shown as the course subject average directly below the course name in the standardized report card. The calculated GPA from the Letter-Grade permanent report card marks can also be shown. Report Card Marking Periods:   Report Cards should be printed after your term ends to capture all the attendance records. By default, Letter-Grade Report Card Marking Periods are unlocked 3 weeks before the current term ends, and then locked

SchoolWise Web User Security Click here for instructions to create a staff web user account. Staff are required to create a SchoolWise web user account before any web privileges can be granted. Once the staff web user account has been created, the appropriate privileges can be granted by a security admin with the authority to set privileges. See here for further details regarding web user privileges: https://help.schoolwise.com/docs/user-privileges The following Staff Account Security Settings can be set in your District Configuration Settings: Enable 2 Factor Authorization (2FA) Require Strong Teacher Passwords (If strong passwords are required, you can also require that passwords be changed after 1-12 months) Number of idle minutes before Forced Staff Logout Restrict teacher access to a new school year See here for more details regarding web user security settings: https://help.schoolwise.com/docs/web-configuration-settings#staff-account

classes (except for IS courses). The department code can be used for report card academic course sorting purposes. Report Card Sorting Tips Courses are normally sorted based on the alphanumeric course name. If an alternate course sort order is desired, the course department code can be used for academic courses. This course sorting trick can’t be used with ADA day classes (the ADA department should always be used, otherwise it will mess up grouping on the ADA reports).  To establish an alternate academic course sort order: An alphanumeric department code pick list is required. The pick list can be created/edited in the desktop SIS (District Setup Pick-List Items Setup). Only the Main Text field is used for report card course sorting.  Once the pick list has been established, the alphanumeric department code (01, 02, 03, etc.) needs to be assigned in the desktop SIS for every active

Web Portal Access To access your SchoolWise web portal, staff will need to create a SchoolWise web user account (this web user account is separate from a SchoolWise desktop SIS user account). A staff member must exist in the SchoolWise desktop SIS before a SchoolWise web user account can be created.  Click here  for instructions to add a staff member in the SchoolWise desktop SIS. To create a SchoolWise web user account, please follow these steps: 1. Open an up-to-date internet browser (eg. Chrome, Edge, FireFox, Safari, etc.) and enter your SchoolWise Web portal URL into your internet browser's address bar. The URL assigned to your school for SchoolWise Web access should look like this: YourSchool.schoolwise.com where "YourSchool" will be unique to your school. Do not try to connect to YourSchool.schoolwise.com . "YourSchool” is simply a subdomain prefix assigned by SchoolWise for your specific

Web Account Status A school administrator can determine the status of all web accounts (except for restricted new parent registration accounts) . 1) From the SchoolWise Web School Office Menu, click ‘Manage User List’ and go to the appropriate users tab (Teachers and Staff / Students / Parents) to see all active web accounts for the selected school year and school (select all schools if unsure of which specific school). The user account list can be filtered to only show specific text entered in the ‘Filter List’ box. Disabled web accounts are hidden by default unless you click “Show Disabled User Accounts Too”. 2) You can determine the web account status for students and parents from the SchoolWise Web ‘Student Information’ link, ‘Online Username’ field. 3) The following reports can be run from SchoolWise Web ‘Administrator Reports’ menu to verify the Parent Portal web account status for each student:  Student Parent Activation Status

Now that students are back to in-person learning or a mix of distance learning, t he state is requiring a new bi-weekly form be submitted  (eg.  AB 86 Data Submission Aggregation ) . M ost of the information has to be populated by the school, but the following can come from SchoolWise: Number of students in full-time in-person instruction Number of students in hybrid instruction Number of students in distance learning Number of students enrolled in school  Just be aware that this form is not talking about attendance but instead about how the student is being instructed. While there is no way to accurately determine what a student is doing based on what's currently entered in SchoolWise (class section enrollment and attendance is unreliable), a new student Action  can be used to track this information   as follows: Your school will need to enter this information for every