Student Intake Information
BPS ADULT EDUCATION PROGRAM ONLINE DATABASE SCREENS
Background: This is a new online system, beginning in Fall 2007. These are secure database screens, designed to manage student information, testing and course information, and lists of children who may participate in program activities. The database currently provides some basic reports, including lists, counts, and mailing labels, and we will add additional reports as time goes on. Feel free to jot down your ideas as you go along, so that we can make these useful and enjoyable to use.
SUMMARY
SIGN IN
Sign in with your username and password and click GO to go to the welcome screen. Then click CONTINUE to continue to the program.
Use the CHANGE PASSWORD button to open a screen that allows you to change your password.
If you forget your password, please email Katie and/or Jennifer, using your BPS email account. (It's not an automatic response; I'll look it up and email you back.)
SEARCH
On the SEARCH screen, you can search for a person by name and birthdate. The program will first find anyone with an exact match of last name, first name and birth date. Then it will display records for anyone whose name includes the text you entered in the lastname field AND/OR the firstname AND/OR birth date matches what you entered. If you have trouble finding a person, you can enter just a part of the last name.
The Search results display the student name, address and birth date. Click SELECT to select the person you are looking for. Then click any of the buttons along the top to update the Intake Form, Children, Availability, Accommodations, or Testing and Courses.
BUTTONS – MENU OF OPTIONS
There are two rows of blue buttons on the screen. The first row provides general functions SEARCH, NEW INTAKE, REPORTS or LOGOFF. The second row provides screens related to the currently selected student These buttons are consistent throughout the database, except that in the REPORTS section of the database there are buttons for the various reports. ALSO – many of the buttons are not available when you are doing a new intake or a search. The buttons become available once you “select” a student form your search or once you start a new intake.
NEW INTAKE
Click NEW INTAKE to start a new intake for a new student. On the new intake form, enter the initial information, and click SAVE. The initial information will be saved. Then click the button to CONTINUE THE INTAKE FORM on the full intake form.
REPORTS
The REPORTS button brings you to a set of reports. These provide lists, counts, mailing labels and class lists.
LOGOFF
When you are done working, click the button to LOGOFF. Internet Explorer will prompt you to ask if you want to close the window. Choose YES. OR, click the link to close the window and go to the BPS homepage. Or, you can manually close the window or tab where you are working. (NOTE: It is important to LOG OFF and to CLOSE the browser window when you are done, because otherwise someone could use the BACK button on your browser to retrace your steps. Although they can't edit your information once you have Logged Off, they could see the information on the screen.)
FORMS
ALSO SEE THE DETAILED PAGES ABOUT EACH FORM ON THE FOLLOWING PAGES
A. INTAKE FORM
Fill in the intake form. You can click SAVE at any time and then continue with the form. The SAVE buttons at the top and bottom are the same - either is fine.
See "TIPS" for tips on using the different types of fields, including dropdown lists, etc.
[ALSO: If you encounter any trouble with saving, you can click the BACK button on your browser and then print the form before you try again. You can also use Page, Save As to save the information to your PC if a printer is not available.]
B. CHILDREN / DEPENDENTS
On this screen, each set of information must be saved separately.
PARENT INFORMATION -- You can first update or verify the information from the intake form related to children. Be sure to click the button to Update the Parent Information before updating other lines on the screen.
ADDING -- On this and all other lists, you can enter new information and click the button to ADD. This screen allows you to add up to five children at a time.
EDITING OR DELETING EXISTING INFORMATION -- Or you can EDIT or DELETE (DEL) existing information. Click the buttons to EDIT or DELETE one row at a time.
C. SCHEDULING AVAILABILITY and TECHNOLOGY AVAILABILITY
In the first section, use the checkboxes to indicate scheduling availability. The "Anytime" column or "Any weekday" or "Any day" rows will update the other relevant checkboxes. A "Javascript" routine will immediately update these boxes, to dave time. Javascript must be enabled on your computer (it usually is fine). If the routine doesn't work, please check the relevant boxes yourself.
In the second section, use the checkboxes to indicate technology availability. The "All of the Above" or "None of the Above" checkboxes will update the other boxes in each column.
The Save button at the top or bottom of the screen will save all the information on the screen.
D. DISABILITIES AND ACCOMMODATIONS
Fill in this screen and SAVE. The first two Yes/No questions are required. Then check any relevant checkboxes on the rest of the screen.
E. TESTING AND COURSES
This screen has two sections -- testing and courses. Eventually, each student will have an extensive history of TESTING (Pre, Mid and End of cycle tests) and COURSES. Both TESTING and COURSES are identified by CYCLE (1 or 2) and SCHOOL YEAR (Currently 07-08).
In each section, you need to work on and save one row at a time.
PROGRAM INFORMATION -- Check to indicate if the person is in ESOL or ABE and click the button to save your changes. This information comes from the intake form.
ADDING -- Fill in new information and click ADD.
EDITING OR DELETING -- Edit existing information and click EDIT to save your changes. Or click DEL (Delete) to delete a row that you don't need. You should only delete information if you entered it in error. Don't delete a course that a student has dropped -- instead, EDIT the Course Status information to show that the student is Inactive or Withdrawn.
OTHER SCREENS -- There are also CLASS LISTS that allow you to edit course information for all students in a class.
F. QUICK PRINT
The Quick Print button brings you to a screen that has all of the information for a student on about four pages. The first page has the intake form and the children/dependents. The second screen shows Scheduling Availability and Technology Availability. The third page has Disabilities and Accommodations. The fourth screen has Testing and Courses. USE THE PRINT BUTTON on your browser or CTRL-P on the keyboard to print.
ENTRY TIPS
Dropdown boxes -- type a first letter, a few letters or the whole word. Or use the mouse or cursor to scroll through the list to find your choice.
Checkboxes – these are the square boxes you may click more than one -- using the mouse or cursor or spacebar.
Radio buttons – these are the round option buttons – you can check only one -- using the mouse or cursor or spacebar
Text Boxes and Text Areas. You may type in these boxes. It is okay if your text is too long for the box. The information will save and will be fully visible in the printout and reports. (If a particular box is often too small, let us know and we can change it.)
OTHER TIPS
The screens display best on a resolution of 1024 x 768. If your computer screen is set to a resolution of 800 x 600, you will have to scroll back and forth to see the full screen. To change the resolution of the computer, on the desktop you can right click, choose Properties, then Settings, and then change the computer resolution.
If the computer "offers" to remember your password, be sure to click NO.
If the computer "offers" to automatically fill in information like name, address, phone, etc., click NO. (Some people set their personal computers to automatically fill in their name, address, phone, etc. on forms.)
If you encounter any trouble with saving, you can click the BACK button on your browser and then print the form before you try again. Or, if you encounter any trouble with saving and don't have a printer available, you can also use Page, Save As to save the information to your Desktop if a printer is not available.
INTERNET EXPLORER TIPS
In Internet Explorer 7, the toolbar provides icons for printing, saving and other options. To print any screen, look for the printer icon and click the arrow next to the icon. To save any page, look for Page, click the arrow next to it, and choose the Save As option. “Page” also allows you to change the text size on any page. “Tools” provides options for deleting your browsing history and other options.
INTAKE FORM
Fill in the intake form. You can click SAVE at any time and then continue with the form. The SAVE buttons at the top and bottom are the same - either is fine.See "TIPS" for tips on using the different types of fields, including dropdown lists, etc.
[ALSO: With this form and any other form, if you encounter any trouble with saving, you can click the BACK button on your browser and then print the form before you try again. You can also use Page, Save As to save the information to your PC if a printer is not available.]
Student Intake Information
Basic InformationFirst Name
Middle Initial
Last Name
Address
City
Zip Code
Phone Number
Alternate Number
Date of Birth / -Month- -Day- -Year-
Student Goals
SSN / (Not provided)
Gender / Male Female
Ethnicity / - DROPDOWN LIST -
American Indian
Asian
Black (not of Hispanic origin)
Cape Verdean
Haitian
Hawaiian or Pacific Islander
Hispanic
Indian Sub-Continent White (not of Hispanic origin)
Immigrant? / Yes No Years Here:
Mandated? / Yes No
Emergency Contact
Emergency Contact - Name
Relationship
Address
Phone
Intake / Referral Information
Referral Source (Choose One) / -DROPDOWN LIST-
Career Center
Childs School/FCOC
Community Organization
Counselor
Court
Flier/Brochure/Poster
Head Start
JOBS
Job
Library
Literacy Hotline
Other
Probation Officer / Recruiter
Social Services/MA Rehab Student(Current/Previous)
Unemployment Office
Walk-in (newspaper)
Walk-in (friend/relative)
Walk-in (school)
Walk-in (radio)
Walk-in (television)
Walk-in (self)
Welfare/Transitional Assistance
Word of Mouth
Last grade completed in U.S.
Last grade completed in foreign country
Schooling Completed: / -DROPDOWN LIST-
No High School Diploma
US High School Diploma
GED
ADP/EDP
Equivalent of HS Diploma in Another Country
Associates Degree (2 years beyond HS)
Bachelor Degree (4 years beyond HS)
Masters Degree (1 or more years beyond Bachelors)
Doctorate Degree
Last Adult Ed Center attended
Last year attended
Obtained GED before enrollment? / Yes No GED Score:
Children / Dependents (list on next screen)
Single Parent? / Yes No
Dependents? / Yes No
Children who might be interested in family activities? / Yes No / Relationship: / - DROPDOWN -
Parent/Guardian
Grandparent
Aunt/Uncle
Foster Parent
Other
Not applicable
BPS Parent? / Yes No
Children / Comments?
Adult Ed Student Info
Country of Birth / - dropdown list -
Native Language / - dropdown list -
Home Language / - dropdown list -
Other Language / - dropdown list -
Employment Information
Employment Status / Employed
Homemaker
Retired
Unemployed and Looking for Work
Unemployed and not looking for work
Concerned about layoff? / Yes No
Recently laid off? / Yes No
Occupation (required info)
City/Town Where Employed (required info) / -DROPDOWN LIST-
Start Date of Job / -DROPDOWN LISTS-
-Month- -Year-
Full time or part time? / Full time Part time
Homeless / Yes No Shelter:
Public Assistance / None TAFDC EAEDC EA SSI Food Stamps
What Program / ESOL ABE/GED
Target Programming (check all that apply) / Family Literacy Workplace Education Core Instruction
Release of Information Form Signed / Yes No
Any Comments?
Intake By: / Intake Date:
Modified By: / Modified Date:
CHILDREN / DEPENDENTS
On this screen, each set of information must be saved separately.PARENT INFORMATION -- You can first update or verify the information from the intake form related to children. Be sure to click the button to Update the Parent Information before updating other lines on the screen.
ADDING -- On this and all other lists, you can enter new information and click the button to ADD. This screen allows you to add up to five children at a time.
EDITING OR DELETING EXISTING INFORMATION -- Or you can EDIT or DELETE (DEL) existing information. Click the buttons to EDIT or DELETE one row at a time.
NOTE that the dropdown list of schools has all of the BPS schools, followed by other options, including AT HOME, PRIVATE SCHOOL, etc. You can use the Comments field to provide more information.
* * *
Children/Dependents
Parent Information From Intake Form (Save Separately)Single Parent? / Yes No / Children / Comments?
Dependents?
Children who might be interested in family activities? / Yes No
Relationship:
-DROPDOWN LIST- Parent/Guardian
Grandparent
Aunt/Uncle
Foster Parent
Other
Not applicable
BPS Parent? / Yes No
Target Programming - Family Literacy? / Family Literacy
List of Children
Child's Name / Date (or Year) of Birth / School / Grade / Receiving Special Ed. Services? / Lives With You? / Lives Locally?-dropdown list- / A
D
D
SCHEDULING AVAILABILITY AND TECHNOLOGY AVAILABILITY
In the first section, use the checkboxes to indicate scheduling availability. The "Anytime" column or "Any weekday" or "Any day" rows will update the other relevant checkboxes. A "Javascript" routine will immediately update these boxes, to dave time. Javascript must be enabled on your computer (it usually is fine). If the routine doesn't work, please check the relevant boxes yourself.In the second section, use the checkboxes to indicate technology availability. The "All of the Above" or "None of the Above" checkboxes will update the other boxes in each column.
The Save button at the top or bottom of the screen will save all the information on the screen.
Scheduling Availability
Morning / Afternoon / Evening / AnytimeMonday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Any Week Day
Any Day
Will take classes in summer
Available # Hours Per Week
Technology Availability
Located in Home / Student Uses at Home / Student Uses Outside the HomeComputer
Internet Access
Email Address
DVD
Other
All of the Above
None of the Above
DISABILITIES AND ACCOMMODATIONS
Fill in this screen and SAVE. The first two Yes/No questions are required. Then check any relevant checkboxes on the rest of the screen.* * *
Was the student informed that he/she does not have to inform the program of a disability, however, self-disclosing this information would make the student eligible for reasonable accommodations? / -dropdown list -(yes, no)
Is there an apparent physical disability OR did student disclose a disability? / -dropdown list -
(yes, no, unsure)
Disabilities
Disclosed/Observed / Documented
None
Hearing Loss
Vision Impaired
Speech Impairment
Legally Blind
Deaf
Non-verbal
Paralysis
Missing Extremities
Nonparalytic Orthopedic
Specific Learning Disability (SLD)
Other Disability
Accommodations
Requested / Provided
None
Reader / Signer
Modified Teaching Materials
Audio
Architecturally Accessible
Distraction Free Spaces
Alternative Location
Test Schedule
Scribe/Note Taker
Extended Time
Adaptive Equipment
Preferential Seating
Other Accommodation
TESTING AND COURSES
This screen has two sections -- testing and courses. Eventually, each student will have an extensive history of TESTING (Pre, Mid and End of cycle tests) and COURSES. Both TESTING and COURSES are identified by CYCLE (1 or 2) and SCHOOL YEAR (Currently 07-08).In each section, you need to work on and save one row at a time.
PROGRAM INFORMATION -- Check to indicate if the person is in ESOL or ABE and click the button to save your changes. This information comes from the intake form.
ADDING -- Fill in new information and click ADD.
EDITING OR DELETING -- Edit existing information and click EDIT to save your changes. Or click DEL (Delete) to delete a row that you don't need. You should only delete information if you entered it in error. Don't delete a course that a student has dropped -- instead, EDIT the Course Status information to show that the student is Inactive or Withdrawn.
OTHER SCREENS -- There are also CLASS LISTS that allow you to edit course information for all students in a class.
- * *
Testing
Cycle / School Year / What Test / Test Level / Test Form / When Tested / Test Date / Test Result / (Grade Equiv.) / Comments1 / 07-08 / EDIT / DEL
ADD
What Test
-Dropdown List-ESOL
- Intake Oral
- Intake Side by Side
- Intake Written
- REEP
- Best Plus
- Teacher-Made
ABE
- TABE
- Teacher-Made
- Math Intake
-dropdown list-
E
M
D
A /
When Tested
-dropdown list-Pre
Mid
End
Courses
Cycle / School Year / Course / Accommodations? / Completion Status / Comments / SMARTT?1 / 07-08 / EDIT / DEL
ADD
What Course
-Dropdown List-ESOL
- ESOL 1
- ESOL 2
- ESOL 3A
- ESOL 3B
- WEP 1
- WEP 2
ABE
- Math Basic
- Math Intermediate
- Math Pre-GED
- Math Advanced
- LAR Basic
- LAR Intermediate
- LAR Pre-GED
- LAR Advanced
-dropdown list-
Enrolled
Completed
Recommended
Repeat
Inactive
Discharged
Other
Reports and Class Lists