Basic Setup for a New School - complete documentation can also be accessed for complete information about using the many applications in Aspire. This documentation will go through each step and at the end of this document you will find a checklist of each item discussed in the tutorial. Apply for SSID and Move-IT logins SSID You will need to put in an Application Helpdesk ticket at apphelpdesk.schools.utah.gov and sign privacy agreements. This login is important as it gives you the ability to work with the SSID numbers for your students. Secure-Move-IT Web Site You will need to put in an Application Helpdesk ticket at apphelpdesk.schools.utah.gov. This login is important as it gives you the ability to work with the SSID numbers for your students. Typically, only two people per LEA are given access to this site. The Secure-Move-IT Web Site is where you will upload any Aspire Software files as well as other sensitive data. This request must come in an email from the director or principal at the school. School Calendar Before you can enter any faculty or student data, you need to create a Calendar track, which is your school year. You should have a track set up for each school year in both the LEA login and the school login. A Track is a calendar school year and forms the basis for all activity in a school’s database: A calendar is created for a track, students are enrolled into a track, faculty members are designated as active to teach in a specific track, and there is a master schedule for the track. The track defines cycle days, periods, and terms for the school calendar year. In addition, vacation days or non-attendance days are also defined. Your LEA (administrative level) and school track calendars should match. NOTE: Once a track is created, there is a useful order in which to proceed to get the cycles set up. The general order is as follows: Define periods, terms and cycle days. Create a school day calendar with cycle days if you are going to have cycle days. This guide will go through these steps in the order described above. Creating a Track (School Calendar Year) See Instructions separate from this document. A track will have been created for you and default information will have been entered. You will need to edit the screen and make sure correct data is entered. Terms Per Year – this field indicates how long courses last. If they are quarter classes, Terms per Year would be 4. If they are semester classes, Terms per Year would be 2. If the students have the same classes and teachers for the entire year, Terms per Year would be YE (Elementary All Year), YS (All Year - 2 Semesters), or YT (All year - 3 Trimesters). Events - this is how you will show in school days and out of school days. Cycle - number of days it takes for the students to complete all of their courses. This number defaults to “1”. If you only have one cycle day, you do not have to edit this field. Periods Per Day – number of periods in one school day. # Periods Absent = 1 Full Day – this field indicates how many periods a student has to miss to be considered absent for a full day absence. Faculty Lens Create a faculty record for each user. To create a faculty record, go to Aspire Web URL Faculty members are defined as teachers, administrators, office staff, food service workers, counselors, and any personnel in the school who require access to the Aspire system. The Faculty Editor is where basic demographic information, such as name, address, status, contacts, and permissions/passwords are entered and maintained. The faculty database is an integral part of the scheduling process. Therefore, at minimum, all teachers must be entered into the system and be assigned to the school year track before any scheduling can take place. Adding a New Faculty Member - See Faculty Documentation Student Enrollment is on the Aspire web portal – See enrollment documentation. SSID Process – Student State Identification Number The SSID process is done through the Aspire web portal. Documentation has been created for this. Ask a support specialist for this information or look under Solution Articles at https://apphelpdesk.schools.utah.gov Courses are on the Aspire Website under the LEA Lens Once your faculty and student data has been entered, you will need to get your course information entered in preparation for scheduling. This is done in Courses Application, which is found on the Aspire Website – LEA Lens - Courses. LEA Lens Permissions to access the Aspire Web URL is by giving permissions in the Control Master to users - Control Master is located on the LEA Lens – Select - Control Master Edit Groups To grant access to a specific group, see Control Master Documentation Courses – to setup courses, see Courses documentation. Add access. After Permissions have been granted - Courses are found under the LEA lens Courses – will now be available on the LEA lens Add your school courses on the web New course – will be added to the course list on Scheduling Control Master Application Control Master is found on Web LEA Lens. Control Master is where you create groups and assign permissions to those groups. This part of the tutorial will show you how to create groups for teachers. Creating Groups Log in to Web Aspire Software, using the login that USBE gave you. Once you’re logged in, and click on LEA you’ll see a screen like the one displayed below. Click on the Control Master Application. Control Master Application - see Control Master Instructions Basic Steps Checklist Use the checklist shown below to track what items you have completed. The items should Make sure completed in order. General Calendar track information Create Calendar – each term starts the day after the prior term ends Total Track School Days should not be over 180 “# periods absent = 1 full day” – set this field carefully Include term codes that will be used in scheduling Faculty Editor – add all faculty members who will be using Aspire Student Enrollment – enroll all students SSID process – UT Audit/Uploads LEA Courses – Found under LEA Lens / Courses Elementary only Scheduling / Mass Scheduling / Course Selection: use “Exclude from Clearinghouse” Cactus Core Code for classes other than the one course for attendance Course Selection – Found under Scheduling /Mass Scheduling / Course Selection Move LEA courses into track Create Mark sets Master Schedule – assign Classes to Teachers. Found under Scheduling / Master Schedule Schedule Students Assign Students (Student Schedule Assignment) – choose students by class Assign Students (Student Schedule Editor) – choose classes for individual student Loader (needs requests, rules) WEB Set up groups and permissions in Control Master Teachers set up grade book Prepare information for parent web access HINTS: Make sure SSID numbers are obtained properly and kept updated at minimum on a weekly basis. Ensure that your school calendar and terms are setup correctly before scheduling ANY students, one students are scheduled DO NOT CHANGE your school CALENDAR. Be firm in the dates your school will start and end. Ensure that Mark set for teachers’ “Grade book Subject Template” matches Mark Set in the Course Selection Editor – or teachers will not be able to “Define Class” in Grade book. Never schedule one student as a regular student and as a TA in the same class, unless you define courses as Teacher Aides Run the UTREx Clearinghouse program often – not just when the files are due Become familiar with all available documentation