An In-Depth Look at How to Record Services Using SCRIBE For GEAR UP

So your school just had a fantastic visit to a local university – the admissions office took the students on a campus tour, professors explained what the classes they taught were like, a panel of college students described what college was like from their point of view, and best of all (according to many of the students at least) the group was treated to lunch at the school’s dining hall!

You and the students are now riding the bus back to the high school, and you are sorting through several sign-up sheets and class lists with checkmarks representing which students were present on the trip.  How are you going to quickly organize all of this information so that you may record the “College Visit” hours that this group logged today? SCRIBE for GEAR UP offers a comprehensive way of recording the service hours for your school or grant including the general information such as the date and location of the service; attendance including parents, teachers, and students; and more grant specific information such as the category the service falls under.

Quick Guide to this Post (Click an item to jump to a section.)

  1. Starting out on the School Details page
  2. Displaying a list of the Services mapped to a School
  3. Adding a Service to a School by Copying or Sharing a Service
  4. Defining who is attending the Service (Person Type(s))
  5. Determining the “High-Level” Category the Service falls under
  6. Assigning Category details to the Service
  7. Naming a Service and assigning a Date range
  8. Finding the newly created Service on the list
  9. Viewing Service Details
  10. Adding Participants to the Service and using built-in Filters
  11. Adding a whole page of Participants and adding from multiple pages
  12. Viewing the list of Participants
  13. Recording Funding for a Service
  14. Noting the Service Summary
  15. Generating an Activity Summary Report

1. Today we’re going to walk through the steps needed to record a service using the example of the college visit above. Feel free to click on any of the images in the following walk-through for a closer look. We will start out on the above screen, the School Details page. (NOTE: Please keep in mind that the images viewed in this walkthrough are taken from the SCRIBE Demo Server. All parent, student, or teacher information is generated specifically for the demo and is entirely fictitious.)

2. After bringing up the School Details page, we will click on the Services tab to bring up a list of the Services already recorded at our school. By default, the list is sorted by Date of Service from the beginning of the school year to the end; so once we add our College Visit, it will appear at the bottom of the list as the most recent service.

3. After clicking the “Add” button, we are presented a screen that allows us to “Copy or Share” our service with other schools.  Generally, this screen can just be ignored if you are adding a service for just your school, but here is the breakdown of what these functions actually do:

  • “Copy” allows a service template to be copied to other schools. For instance, if all the schools within the grant were hosting College Application Week over the course of a month, the boxes for those schools could be checked and an exact replica of the event would be copied over to the other school minus the attendees to ensure uniformity among the schools.
  • “Share” allows a pool of possible attendees to be shared among several schools which can be useful for district-wide or grant-wide events. For example, if your grant is hosting College Goal SundaySM in a specific district, by checking all the schools within the district, you can quickly generate a list of all the possible students and parents who might attend and add them instantly to the list as they arrive. The individual schools will then receive credit for the service hours they would receive from their students attending.

By default, Copy and the school to which you are associated are automatically selected, so, in this instance, we will just click “Next”.

4. The next screen that appears will allow us to select the “Person Type(s)” that attended our College Visit. Services can be made just for a specific group of attendees such as “Teacher” for staff development or “Parent/Guardian” for a parent night. On our visit, we had students attending the visit with parent chaperones, so we will select both “Students” and “Parents” and click “Next”.

5. On the next screen, we will now select the “high-level” category that this visit would fall into (“high-level” refers to the general category for this service). For the type of service being entered, our College Visit would of course fit perfectly with the “College Visit” category that is a pre-designated goal in our grant.  The trip was organized by the Admissions Office at the University, so we’ll select “Session by Other Professional” as the delivery method. We will also select “During School” for the timing since our trip occurred during school hours.

6. Moving from the “high-level” or general category description, on the next screen we can be more specific about the visit. The only option that appears for the type of service now is “College Visit” with a description that tells us the requirements that the visit needs to have met to meet grant goals. (If we had selected another category such as “Counseling”, we would have seen a broader array of service types.) When our group of students arrived at the school, they were broken up into smaller groups for tours and sessions with the professors, so we’ll select “Small group session led by other professional(s)”. We will select “During school hours, less than weekly” since this will be our only trip to the University this school year; however, you can see how easily we could add the timing for daily tutoring or weekly mentoring services with the other choices.

7. Clicking “Next” will bring us to the final screen needed to finish setting up our College Visit service.  You can see our previous selections made to describe the service next to “Service Type”, “Service Delivery”, and “Service Timing”.  Now all we need to do is provide the specifics such as the Name we will use to refer to the service – “State University Visit”, the School Year (the current school year will always be selected by default, however, if you need to add a service that occurred in the past, you can simply select another school year), and the date of our visit. Other services may be ongoing, so in those instances, we can use a different Start and End Date. Service Summary will allow a user to select different types of service summaries for export. In this case, only an “Activity Summary” is available (which we will view later).  Before clicking “Save”, the last thing we need to do is to check the box under “Certify” which confirms that the activity being created meets grant goals or is paid for through program or program matching funds.

8. We have now returned to the list of services which have occurred at our school. When we scroll to the bottom, we can see our “State University Visit” as the most recent event.  The service currently has 0 hours of service time mapped to it, so let’s go in and add some participants to it by clicking “View” to the left.

9. The Service Details screen that will now appear will seem very familiar as it displays the information that we just entered.  Notice the “Edit” button below that can be used to go back and change any of this information.  Above the description next to the “Service Details” tab, are also tabs for “Funding”, “Participation”, and “Service Summary”.  Let’s click on “Participation” to add parents and students to the service.

10. By clicking the “Add” button on the screen that appears, we are brought to the screen that allows us to add participants to our service.  Let’s layout a few of the things we should know about our visit before we continue to make the following steps a little easier.

  • The visit occurred on June 17, 2011
  • The visit began at 10:00 AM and lasted for 3 ½ hours
  • Only students in the junior class attended
  • Five parents also attended as chaperones

The date and time are easily entered into the system as well as the hours of participation. However, students from our entire program are listed in the “Student List” as well as all the parents in the “Parent/Guardian List”. We could go through the entire Student List and select students only with “11” in the “Grade” column, but that would be rather tedious. Instead, let’s click the arrow next to “Search” to display some filter options. We can now see “Grade Level” and “Student Group” filters.  By simply changing Grade Level to 11 and clicking “Search” only the junior class will appear in the Student List. (If a specific Student Group such as the Math Club, FBLA, or GO Center mentors were the only ones to attend, we could also select that in the Search filter. We will discuss the many uses and advantages of recording Student Groups in a future post.) This method can also be used in the Parent/Guardian List below.

11. Checking the box at the very top of the check box column will select all of the students or parents currently displayed in the list.  Clicking the “Save and Add More” at the very bottom of the screen will save all of the selected students and parents in both lists. We can now go to another page of students or parents and select more, finally clicking the “Save and Close” button will save all of our final selections and return us to the Participation tab.

12. Our list of participants now includes the entire junior class and the parent chaperones all attending on the same date for the same amount of time.  But what if a chaperone arrived late or a student was absent? You will notice to the left of each participant is a pencil icon. When clicked, the attendee can have the date or time they participated changed. Also, in far right column, are boxes that can be checked to edit or delete multiple participants at once either by clicking the “Multi-Edit” or “Delete Selected” respectively. At the bottom of the list in the “Hours” column is the total Hours the service contributed to meeting grant goals. There is also a button to generate an Activity Report at the right above or below the list. The report is generated as a PDF in a pop-up window. Let’s take a quick look at the “Funding” and “Service Summary” tabs before we generate the report.

13. Funding, of course, allows us to denote any funds that were spent to facilitate our college visit. Let’s say that we used GEAR UP funds to pay for the use of the busses for the day.  We simply enter the source of the funds, the date the funding was used, and the amount and click “Save” to assign funding to our trip.

14. The Service Summary page allows us to save some more information about the trip such as the purpose and description, strengths and weaknesses, and parent, student, and teacher goals met. This information is vital in the record keeping process; this page  should always be filled as completely as possible to ensure that there is a context  for the data years down the line.

15. Returning to the Participation tab, we can now generate our complete Activity Summary Sheet which will give vital details on the entire visit to State University. In our example, the generated report ended up being two pages long, and this sample report can be viewed or downloaded below.

I hope that this in-depth look at how to enter and record services in SCRIBE for GEAR UP proved informative. If you have any questions about our system or the process, please respond in the comments below!

Sample Activity Summary Report


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