Becoming Swift at SWIS

1
Becoming Swift at SWIS

• Laura A. Riffel, Ph.D.

2
Becoming Swift at SWIS

• Users Manual, confidentiality, and license
• Open the program
• Data entry
• Basic report generation and customized reporting

3
SWIS (School-wide Information System)

• Defined
• SWIS is a web-based information system for
  gathering, entering, summarizing, reporting and
  using office discipline referral (ODR)
  information
• Purpose
• - Improve the ability of school personnel to
  develop safe and effective educational
  environments

4
Setting Up for SWIS III

• SWIS Personnel at School
• Who are the three identified SWIS users? School
  contact person?
• Critical SWIS Information
• Web browser and version used
• SWIS login name
• Two sets of passwords
• Full Use for the SWIS users
• Read Only for others
• Set up Hardware
• At the school, make sure that one of the 2 web
  browsers are installed, if not installed, install
  one
• Netscape 6.1(or higher) Internet Explorer 5
  (or higher)

5
Addressing Confidentiality Issues

• De-Activate all AutoComplete options in Internet
  Explorer that allows the computer to remember
  your password
• Open Internet Explorer
• Pull down the Tools menu
• Click on Internet Options
• Click on Content
• Click on AutoComplete
• Unclick the boxes to the left called User names
  and passwords on forms and Prompt me to save
  passwords
• Click on Clear Passwords
• Click Ok
• Click Ok two more times to exit windows

6
Setting Up for SWIS UseWeb Browser Cookies

• Netscape 6 Check the current settings in the
  preference area.
• Pull down the Edit menu and select
  preferences.
• Click on Advanced.
• View options on the right side of dialogue box.
  Select Accept all cookies and unselect Warn me
  before accepting cookie options.
• Click OK.

• Internet Explorer 5 Cookies are set up to accept
  automatically. Check and make changes if
  necessary.

7
Bookmark the SWIS homepage

• www.swis.org
• Click on the Favorites pull down menu at the
  top of your screen
• Click on Add to Favorites
• Click OK to add as a bookmark for future
  reference

8
Logging On to your school account (p. 20)

• From the SWIS homepage, click Login located at
  the top right-hand side of the page
• Enter your schools username and your password
  (note case space sensitive)
• Click Login
• Click Continue to enter
• To honor confidentiality, always log off when
  leaving your work station

9
Navigating through SWIS

• Always use the SWIS provided navigational keys to
  SAVE, LOG OUT, GO BACK TO PREVIOUS LOCATION
• Using the Explorer or Netscape buttons to close
  file or go back may cause interruptions in
  service.

10
Main Menu

• Data Entry School Address and Contact
  Enrollment/Days Per Month Staff Info. Student
  Info. Referrals Reporting Avg. Referrals. Per
  Day Per Month Referrals by Problem Behavior
  Referrals by Location Referrals by Time
  Referrals by Student Other Reports and Lists

11
Setting up your SWIS III Account

• Click on School Address and Contact (p.21)
• In most cases, you should only need to visit this
  page only once a year.
• This information should be entered for you when
  your site is set up at the University of Oregon
• Review for accuracy - click Save if you need to
  make any changes
• Exit your school account by clicking Logout at
  the top right-hand side of the screen.

12
Practice Activity 1

• See if you can login again.
• Use the practice account username password this
  time
• Username facilitator Password
  laurariffel

13
Main Menu

• Data Entry School Address and Contact
  Enrollment/Days Per Month Staff Info. Student
  Info. Referrals Reporting Avg. Referrals. Per
  Day Per Month Referrals by Problem Behavior
  Referrals by Location Referrals by Time
  Referrals by Student Other Reports and Lists

14
Setting up a SWIS Account

• Click on Enrollment/Days per Month (P. 22)
• Select a school year from upper right corner pull
  down menu
• Enter total number of students enrolled as of the
  October 1st FTE do not adjust after this date
  unless you experience more than 10 change in
  total enrollment
• Enter ethnicity enrollment, total number of
  students in each group
• Click Save when finished then click Main Menu
  to return.

15
Practice Activity 2

• The school you are currently setting up has an
  October 1 census count of 950. Enter this number
  under enrollment.
• The school currently enrolls
• 400 Black Students 350White Students
• 100 Hispanic Students 100 Asian Students
• Enter the following schools days per month
• August 22 days
• September 23 days January
  22 days
• October 25 days February
  21 days
• November 17 days March
  20 days
• December 14 days April 23
  days
• May 23 days

16
Main Menu

• Data Entry School Address and Contact
  Enrollment/Days Per Month Staff Info. Student
  Info. Referrals Reporting Avg. Referrals. Per
  Day Per Month Referrals by Problem Behavior
  Referrals by Location Referrals by Time
  Referrals by Student Other Reports and Lists

17
Staff Information Menu

• 1. Add/Revise Staff2. Display Staff Status3.
  Merge Staff

18
Setting up a SWIS Account

• Click Staff Info then Add/Revise Staff (p.23)
• Use the Jump to Staff link to view the existing
  staff list
• Click on staff name to revise
• Click on New link to add new staff
• Other Info field is optional can enter teachers
  role, team name
• Click Save when finished and then click Return
  to Previous Location

19
Practice Activity 3

• Click Staff Info then Add/Revise Staff (p.23)
• Click New and add the names of three people you
  remember from high school to the staff list.
• Click Save after each name

20
Staff Information Menu

• 1. Add/Revise Staff2. Display Staff Status3.
  Merge Staff

21
Display Staff Status

• Only staff that are checked will be displayed on
  selection lists.
• Use this page to remove staff who have moved or
  are no longer in your school from your selection
  lists.

22
Staff Information Menu

• 1. Add/Revise Staff2. Display Staff Status3.
  Merge Staff

23
Merging Staff

• You may need to merge staff names when
• There are 2 different spellings of a teachers
  name
• A teacher changes his/her name
• Teachers nickname was used for some referrals

24
Practice Activity 4

• Try merging two of the staff members names that
  you added
• Click Staff to Retain and select staff to
  retain
• Click Staff to Delete and select staff to
  delete
• Click Merge

25
Main Menu

• Data Entry School Address and Contact
  Enrollment/Days Per Month Staff Info. Student
  Info. Referrals Reporting Avg. Referrals. Per
  Day Per Month Referrals by Problem Behavior
  Referrals by Location Referrals by Time
  Referrals by Student Other Reports and Lists

26
Student Information Menu

• 1. Add/Revise Students2. Display Student
  Status3. Merge Students

27
Student Information

• This section is set up the same as theStaff
  Information section.
• There are only a couple additional fields needed
  when entering a new student
• All fields with are mandatory
• You must select student gender
• Check the IEP box if the student has one
• Enter students district ID number if planning to
  merge into a district database
• Select the students ethnicity

28
Main Menu

• Data Entry School Address and Contact
  Enrollment/Days Per Month Staff Info. Student
  Info. Referrals Reporting Avg. Referrals. Per
  Day Per Month Referrals by Problem Behavior
  Referrals by Location Referrals by Time
  Referrals by Student Other Reports and Lists

29
Referral Management Menu This is where you
will spend most of your time

• 1. Add/Revise Referrals2. Find Referral

30
Add/Revise Referrals (p.25)

• Click Add/Revise Referrals
• Click Student Name
• Click Add Student if the student is not on the
  list yet
• Enter all information
• Extra Info. Is a field to define any of the above
  fields at a more specific level. Make a key for
  what info is being specified in the Extra Info
  fields. You can not change those specifications.
• Extra Info 1
• Extra Info 2
• Click Save

31
Practice Activity 5

• Practice entering 5 sample referrals
• Then make up 3 referrals on pretend students from
  your imagination.

32
Referral Management Menu

• 1. Add/Revise Referrals2. Find Referral

33
Find Referral (p.27)

• Use this option to locate/edit a specific
  referral
• Referrals will pop-up as a report
• Click on the referral date if revision is needed
• Locate referrals by
• Student
• Staff
• Date
• Problem behavior
• Combining 2 or more of the above criteria

34
Main Menu

• Data Entry School Address and Contact
  Enrollment/Days Per Month Staff Info. Student
  Info. Referrals Reporting Avg. Referrals. Per
  Day Per Month Referrals by Problem Behavior
  Referrals by Location Referrals by Time
  Referrals by Student Other Reports and Lists

35
Generating Basic Reports Graphs (p. 28-29)

• Basic Reports and Graphs include
• Ave. referrals per day per month
• Referrals by problem behavior
• Referrals by location
• Referrals by time
• Referrals by student

36
Practice Generating Reports Graphs

• Click Average Referrals Per Day Per Month
  (p.29)
• Select a school year
• Select referral type
• Select reporting features
• Click Generate Report
• If the graph does not generate, make sure your
  enrollment days per month are entered!

37
Main Menu

• Data Entry School Address and Contact
  Enrollment/Days Per Month Staff Info. Student
  Info. Referrals Reporting Avg. Referrals. Per
  Day Per Month Referrals by Problem Behavior
  Referrals by Location Referrals by Time
  Referrals by Student Other Reports and Lists

38
Other Reports and Lists Menu (p.30)

• 1. Custom Referral Report2. Custom Graph3.
  Referrals by Staff4. Suspension/Expulsion
  Report5. Individual Student Report6. Year End
  Reports7. Staff/Student List

39
Practice Generating Other Reports Lists

• Click Custom Referral Report
• Follow the directions on p.30 in your Becoming
  Swift at SWIS book.

40
Building Fluency Activities (p.37-39)

• Data Entry Activities
• Questions 1-4
• Accuracy and Modification Activities
• Questions 6-8
• Questions 11-12
• Reporting Activities
• Question 1
• Question 5-7
• Question 10

41
Tools (p.33)

• At the main menu click Tools
• Data Integrity Report
• Click Data Integrity Report
• Use data entry and revisions instructions as
  needed
• Preferences
• Click Preferences
• Choose General Options (language, locale, name
  format, start of school year)
• Data entry (default to new or first on Add
  Student/Staff, default ethnicity)

42
QUESTIONS ??

• Make sure you are familiar with and know how to
  complete all items in the Building Fluency
  Activities section (p.37-39).

43
CONTACT INFO WEB SITES

• Laura Riffel
• caughtyoubeinggood_at_gmail.com
• 785-760-5482 (If Im presenting I will have to
  call you back that night- leave an evening phone
  number.)
• Never contact www.swis.org for problems- always
  contact Laura first.
• Sometimes the system is down- they are in Oregon
  so its 6 a.m. when you log on in the morning.
  They usually fix errors they find when they start
  up the day. If you have trouble logging on first
  thing- wait a few hours and try again.